Customer Sales Orders

You may wish to raise a Sales Order when selling something to a customer.

To raise a Sales Order directly from a customer, click '+ New' under the 'Sales' tab.

To raise a Sales order from a related job, scroll down to the 'Linked Documents' pane and click '+ Sales Order':

You can then set the sales date and customer's reference and Save the Sales Order. To add items to the Sales Order, click '+ Add Item' and complete the form. If you have stock lines set up, you can search for these in the Part Ref box.

If you need a different Site/Delivery Address, press '+ Add Site'. If the site you need isn't there yet, you'll need to add a new site first.

When the Sales Order is ready for collect/dispatch, tick the Ready box and Save the Sales Order. When the Sales Order has been dispatched or collected, tick the relevant box. When you've been invoiced for the Sales Order or completed payment, the 'Complete' box can be ticked. All these events will also add a Communications note to record who completed the action and when.

You can record one or more shipments against a Sales Order. This could be used when you are sending or handing over the goods, including when an order goes out in more than one shipment.

To create a shipment, press the pencil icon to edit the Sales Order. On the Sales Items pane, open Add to Shipment and choose Complete Shipment or Partial Shipment.

Set the correct quantity for each item on this shipment. Once confirmed, you can add carrier and tracking information.

To print a delivery note, use the truck icon on the Sales Order (or the PDF icon on the shipment). You can print a note for the full order, or for one shipment only; the shipment note lists only the items and quantities on that consignment.

If you raise an invoice from a Sales Order that has shipments, use From Shipment on the invoice to invoice the quantities from a particular shipment, or leave All order lines selected to invoice from the whole order. Lines already invoiced are taken into account so you do not bill twice for the same quantity.

To cancel a shipment, open it and press Cancel. Cancelled shipments no longer count towards the shipped totals. Press Reinstate to bring a cancelled shipment back. A shipment can be deleted with the trash can icon if you have delete permission.

Press the pencil icon to edit the Sales Order.

To add a Sales Order Item to an existing Job, click '+ Add to Job' and input the job number for the job that you would like to add the Sales Order items to in the 'Add to existing job' box. Alternatively, to create a new job with the Sales Order items on, enter the customer name in 'Create new job for' box.

To add a Sales Order Item to an existing Purchase Order (PO), click '+ Add to Order' and input the order number of the PO that you would like to add the Sales Order items to in the 'Add to existing order' box. Alternatively, to create a new PO with the Sales Order items on, enter the supplier name in 'Create new order for' box.

Payments can be added to the job using the "+ Add Payment" button. You can also send Payment Links, for example, to take a deposit or payment in full for a Sales Order.

To add a document to a Sales Order, press '+ Document' on the 'Documents' pane. Documents can be viewed or downloaded by clicking their filename, and deleted by pressing the bin icon.

You can raise an invoice from a Sales Order by pressing '+ Invoice' on the Documents pane.

You can add a communication note to a Sales Order by clicking '+ Add Communication'.

You can flag a Sales Order to the user who raised it by clicking the pencil icon to Edit and then clicking the Flag icon. This can be used, for example, to make the user aware there is a pricing or delivery issue that requires resolution.

Flagged Sales Orders will appear for the user who raised it as a flag icon in the top menu. Flagged items (which also includes Purchase Orders and Returns) can be listed by clicking the flag, and edited by clicking the item.

Flags can be removed by clicking the crossed through flag icon.

To cancel a sales order, press the 'Cancel' button. To reinstate a cancelled sales order, press the 'Reinstate' button.

To delete a sales order, it must first be cancelled. It can then be deleted by clicking the trash can icon.