A sales order (SO) is an internal document generated by you - the seller - indicating that your customer is now ready to purchase products and services. It is a confirmation document that authorises the sale of items for the given amount. You will generate an SO when the sales quote sent to the customer is approved.

BOSPrint Sales Orders

Once your Quotation or Estimate has been accepted, creating a Sales Order (SO) is the next step in the business cycle, effectively taking a Quote and handing it over to the operations cycle of the business.

The Sales Order module also serves as the repository for Customer orders that are awaiting completion - your Work in Progress.

This is an important module which serves as a hub to which all related transactions are linked, including Quotations, Purchase Orders, Work Orders, Delivery Notes and Invoices.

Some features include:

• Sales Orders can be viewed by Transaction (Transaction View) or by Items (Items View) in the Module Grid.
• QuickEasy can restrict users to making Sales Orders for Active customers only - ie. customers with an approved account of which the credit limit has not been exceeded.
• Being an integrated system, the QuickEasy Age Analysis combines outstanding Sales Orders (Work in Progress) with outstanding Invoices to warn you when credit limits have been exceeded.
• Sales Order items can be created from Quotes, Material items, Inventory items, Services or simply by entering a description, qty and amount for additional costs or author's changes.
• When a Sales Order is created from an Itemised quotation, the Quote No is displayed in the Sales Order header.
• When adding Quotes to a Sales Order, you are able to multi-select Quotations and add them all with one click.

Sales Orders Data Grid

Navigation

Main Menu > Customers > Sales Orders > View

Navigation Bar > Sales Orders > View

Sales Order Interface

Navigation

Main Menu > Customers > Sales Orders > New/Edit

1. Status - The Status is automatically updated by user activity, and can change to Statuses such as Production, Costed, Delivered, Invoiced, Complete. The Status can also be manually changed by clicking Status in order to Cancel or revert the Sales order to a different Status.
2. Req Date / Due Date - This allows you to set a deadline for the job: Required Date is when the job needs to be completed by. Due Date is when the final deadline is.
3. Detail - The Customer detail is automatically transferred from the approved Quotation to the Sales Order. However, if the Sales Order is created without a Quotation, the Customer detail is captured here.
4. More - The More tab provides additional information.
   • When the transaction is copied to an Invoice or Delivery, the Date Invoiced and Date Delivered fields will be automatically populated.
   • Important information and additional Notes can be entered here.

See image below:

5. Add Adj% - This allows you to add a blanket markup / discount to the entire Sales Order.

6. Add - A custom line Item can be added to the Sales Order with the Add Custom button, or Items can be added from a Material, Service, or Estimate.

7. Menu - Additional functionality is included in the Menu. These items are important and worth mentioning:

• Update from Quotation - This will recreate the entire Sales Order, header and Items, from the linked Quotation. A Work Order linked to the Quotation, will also be updated. See image below:

• View Customer Summary - This opens up a summary of the Customer detail, Activity, Age analysis, and Transaction history.
• Inventory - Inventory functionality is included.
  • Re-create Inventory Order Transactions - This allows you to re-create the order transactions against Inventory Items.
  • Issue all Inventory Items - This allows you to issue all Outstanding Reserved Stock Items directly from the Sales Order.
• Customer - Additional Customer functionality is included.
  • Edit Customer - This allows you to edit the Customer detail from within the Sales Order module.
  • Add New Customer - This allows the you to create a new Customer without having to exit the Sales Order module.
  • Refresh Customer lookup list - This is used to refresh the Customer list after adding new Customers to the system.

Copy to Sales Order

To Copy an Estimate or Quotation to a Sales Order is as easy as clicking on the Copy button and selecting Copy to Sales Order. See image below:

Once you clicked Copy to Sales Order a window will appear. The window will show all the Items in the Quotation to copy and the Status the Quotation will change to.

Estimate to Sales Order

Only one Item (the Estimate) will be listed in the Items data grid. See image below:

Quotation to Sales Order

When you copy a Quotation with multiple Material Items, Services and Estimates the Items data grid will be populated with all the Items in the Quotation to copy. However you can select specific Items to copy by deselecting the unwanted Items. See image below:

When the Estimate or Quotation has been copied to a Sales Order, the Estimate or Quotation Status will be changed to Accepted automatically. See image below:

For more about Copying Transactions to the next Workflow Stage, click here.