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Sales Orders

This page will take you through some common scenarios when you are working with the Sales Orders module.

Note that your CRM is designed to handle sales-related operations and transactions, not sundry transactions (e.g. business expenses or local business payments), which will be handled in your accounting system.

You can easily preview and email a Sales Order directly to a customer from the record toolbar:

  • The Preview button opens a PDF of the order in a new window.
  • The Email button allows you to either draft a new email or send an email using a pre-defined template. A PDF version of the order will automatically be attached.

Email and Preview buttons on a Sales Order record toolbar

 

Sell From Location

The Sell From field lets you choose a Location (you can set these up from Admin > Locations) that the items on the order will be sold from.

If you do not have sufficient stock at your chosen Location to fulfil an order, you can choose a different Location on the Sell From list, or move stock between Locations and record this movement using the Stock Transfers module. See our help on Stock Locations for more information.

The Sell From field on a Sales Order

Pricing

Items added to Sales Orders will automatically have item prices applied, based on the following information in the order and customer records – you can also manually amend the displayed prices.

  • Price Breaks – these are set for each Product in your system and the price applied to items on orders will be determined by the pricing level you have applied to your customers in their Company records via the Price Type field. You can also see our dedicated help page on Quantity Based Price Breaks.
  • Special Prices – from a Product record, you can also set Special Prices to apply to selected customers from the Special Prices tab – these will automatically be applied to items on Sales Orders once you have selected a customer.
  • Location Based Pricing – if you have enabled Location-based Prices in Admin> General> Pricing, you will be able to modify the Price Breaks based on either your system Locations or the locations of your customers. You can also see our dedicated help page on Location Based Pricing.

Price Breaks in a Product

The Special Prices tab on a Product record

Location-based pricing settings in Admin>General>Pricing

‘Sell To’ Location-based pricing on a Product

  • Customer Price Type – this field appears on the Sales Order and when you choose a customer, this field is automatically populated with the choice you have made in the customer’s Company record. This will determine which Price Break applies to the order items. You can also see our dedicated help page on Customer Pricing.

Customer Price Type on a Sales Order

Price Type on a customer’s Company record

Stock availability

When you add items to an order, you will be able to see the current stock available – if you have insufficient stock, the missing quantity to fulfil the order will be placed on backorder.

Available stock on a Sales Order item

If you manufacture a Product and don’t have enough stock on hand to fulfil an order, you can immediately generate a Work Order to re-stock at item – just click on Work Order on the record toolbar.

Generate a Work Order from a Sales Order

If you need to order a Product in from a supplier, you can click on Generate > Purchase Order to immediately create one.

Generate a Purchase Order from a Sales Order

Once you have selected the Supplier and Product that you want to order in, a Purchase Orders tab will appear on the Sales Order and show any linked Purchase Orders that you have initiated for items on this Sales Order.

Purchase Orders tab on a Sales Order

Shipping items

You can generate shipments directly from an Order using the Shipment button on the record toolbar – you have the option to ship the order in lots or all at once. You can also see our specific help page on Outbound Shipments.

  • Generate Shipment will allow you to specify which items on the order are being sent – you will automatically be taken to a shipping record that you can modify.
  • Mark As Shipped will mark all items on the order as shipped – this will automatically generate a shipping record that shows all pending items as sent.

If an order is being collected or does not need a shipment record, you would select Mark As Shipped to show that the order has been fulfilled i.e. the customer is picking up the order.

Generating shipments from a Sales Order toolbar

You can see items that have been received from both the Shipments tab on the order and from the Outbound Shipments module.

Shipments tab on a Sales Order

Outbound Shipments module

Invoicing Orders

Automatic Invoicing

You can set Orders to automatically Invoice when they are shipped – this is done from Admin>General>Invoice Settings by selecting Auto-Invoice Based on Shipping Quantity from the Send Shipment Confirmations field.

Admin>General>Invoice Settings

Manually generate an Invoice

Otherwise, to manually create an Invoice, just click on the button on the toolbar.

Converting a Sales Order to an Invoice

Deposit Invoices

If you have ticked the Allow Deposit and have specified a deposit amount when you create a Sales Order, you can quickly generate a deposit Invoice for the specified amount. You can also click here to lean more about Deposit Invoices.

Deposit fields on a Sales Order

Generating a Deposit Invoice

Invoicing backorder items

Whether or not items that are on backorder are included on an Invoice will depend on what your setting is in Admin > General > Invoice Settings – see our page on Invoice Settings for further detail. By default, backorder items are not included on Invoices, but you can enable this.

Proforma Invoices

You can also generate a PDF copy of the Sales Order (and use this as a proforma invoice, if required) by clicking on the Preview button and selecting Sales Order – this will open the document in a new tab.

Previewing a Sales Order as a PDF

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