Sales Item process - Order to Invoice

How to add a Sales Order for your Items and copy it through to an Invoice.

Sales Item Process

In the Sales process for items you can start with a Sales Quote which has no affect on your stock. You can then copy to a Sales Order where you can record the stock your Customer would like to order. This will not affect your in stock totals at this point, however it will let you know that this stock is now committed and will reduce your available stock accordingly.

You can then copy your Sales order to a Delivery when you are ready to ship your goods to your Customer. You can deliver in full or change your quantities to do a part-delivery. Now your in stock totals will be reduced.

You must then copy your Delivery to an Invoice to complete the Sales process and to ensure you get paid for the goods.

You can of course skip this step and simply go straight to entering your invoice which will take care of the stock movements for you. Remember the Sales Invoice is a legally required document.

Add a Sales Order

Let’s look at creating a Sales order as this is the first step that will start to affect your available stock.

To create an Order, click on Sales > Orders > Create new Sales order and choose Item

  • Select your Customer account, you can also add a new customer from here if it does not already exist. Contact from your Customer for this sale, Bill to and Ship to address, these will show the defaults that you have already defined when setting up your customer account details but can be changed.

  • Enter a Reference Number

  • For the dates, Posting date defaults to today’s date, then select a Delivery date for the order.

  • There is an option to add in a text line click on +add text line

  • To add your items to the order click on +add line

Add items to your sales order

  • Now add your Item details, select your item from the list or select the Item group to reduce your search. This will populate the remainder of the fields such as warehouse, Price, Tax etc if you have them setup already for the item. You can still change the details at this stage.

  • The left side of the screen shows you the stock available in your chosen warehouse and what is available in all warehouses if you have more than 1. Remember you should look at the available stock as this shows you what you can sell at present and commit to the order.

  • You can assign Cost Centres and Project codes if they are relevant to your Accounting setup.

  • You can add in a Comment such as request from customer on the item.

  • Click on Add additional Item to add more lines otherwise click on OK

  • You can still Edit or remove a line

  • You can click on EXPAND to see the line details.

  • There is a tick box available for each item row where you can select it as a Back to Back request which creates a Purchase order on the back of the Sales order and links both. Or you can select to Deliver it to the customer in full now.

  • Now you can add Remarks to appear on your printed document or Comments which are for internal use only.

  • When you are ready to post your Order click on Save

  • You may get a message asking you to email this document to your customer depending on the settings you selected in Document Layouts under Settings for your organisation.

Actions to take after adding your sales order

  • Now that your Order is added you can access the Actions button where you select different options such as Email, PDF, print etc.

  • You can copy to a Delivery or Invoice.

  • Or EDIT the order details, where you can also Cancel or close it.

What's next: Check out the tutorial available on the Enterpryze Academy below.

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