A Sales Order (SO) is a write-up of goods and/or services provided to a Customer. You can use the Sales Order module to create a new SO or edit an existing one by selecting a Customer, adding goods/services they would like to Purchase, finalizing the Order, and then releasing it in preparation for shipment.

Sales Order status

• Open: After creating an SO, it is in Open status. This means it has not been finalized and changes can be made to it.
• Released: After you release an SO, you can now create a Wave that will be sent to the warehousing department where it will be prepared for shipment. Make sure the order has been finalized before release. If there are any restrictions on Items (denoted by) then a SO can not be released.
• Partially Shipped: If there are items that are back-ordered (items yet to be shipped), a SO will be in Partially Shipped status.
• Shipped: All items of an order are shipped and thus the order has been fulfilled (Shipped).
• Closed: A SO can be closed once it is fully Shipped or if it is no longer valid. Once an SO is closed, it cannot change status.
• Canceled: A SO can also be canceled and it can no longer change statuses once it is.

Sales Order Fields

Header – Sales

• Sale Store: This is the store from which the sale is being processed from.
• Ship Store: This is the store from which the SO is being shipped from. You can change this store if the goods are being shipped or picked up from another location.
• Select Customer: Type a name, phone number, or email here to select a customer for the order. Click for more details on the selected customer.
• Ref No: A reference number can be entered here. Often this can be to an old SO# or an SO# from another system.
• Date: This is the date the order took place with the customer.
• Require Advance Payment: Use this field to enter an advance payment that is required from the customer, you can select an absolute amount or percentage of the order. This required payment will appear for the customer when they login to their portal.
• To be shipped date: Enter a shipping date here. You can then click to apply or remove this date to all items in the order. Shipping dates for individual items can be different and in that case, this date is typically the earliest shipping date. The “Last shipped” date indicates the most recent shipment from this order.

Header – Shipping

• Ship Method: Choose the SO’s shipping method here. Select Pick Up if the customer is picking up the goods by themselves. Select Delivery (Own Truck) if your own company’s truck is being used for the delivery. And select Delivery (Third Party) if an external company is shipping the goods for you. No shipping fields will be available to edit if Pick Up is chosen.
• Shipping Terms: These are the Shipping Terms options for the order.
• Shipping Type: If the goods are to be cantonized during the shipping process, choose Cantonized otherwise select Flat/Standard.
• Ship Via/Carrier: Select a carrier here for shipment. If Delivery (Own Truck) is selected, the company’s own carrier can be selected. If however Delivery (Third Party) is selected, choose another company’s carrier for shipping (FedEx, UPS, etc.).
• F.O.B: Choose the freight on board, origin, or destination.
• Ship Service: Select a Ship Service here if necessary.
• Shipping Notes: Enter any Shipping Notes here, these will be sent to the warehousing department.
• Shipping Cost: Enter the Shipping Cost here.
• Tax Code: Select the tax on the shipping.

Header – Other

• Customer Tax Code: The tax code of the customer. Changing this allows you to apply a different tax code to all the items in the SO. This field should already be fetched once a customer has been selected.
• Payment Terms: The Payment Terms of the customer. This drop-down should already be chosen once a customer has been selected.
• Sales Rep: This is the Sales Rep for this SO. Once a customer has been selected this field will automatically be filled and will require authorization to edit.
• Customer PO: Enter the customer’s PO# here if applicable.
• Project/Class: Select a project or class to associate this sales order with.

SO Details

• Add Item (Alt+A): Clicking this button (or pressing ‘Alt+A’ on your keyboard) opens a new window where you can add items to the sales order. Search for the item in the “Item Number” field, enter a Qty, and fill in any other details. Now click Add (Enter) to add the item. Repeat this process for adding additional items.

The Options button gives the 3 features below:

• Batch Discount: Use this feature to apply the same discount to multiple Items on the SO. Select all the discounted Item(s) with a checkbox, then click Options -> Batch Discount. In this window you can enter an absolute or percent discount, then click OK.
• Remove Restrictions: Use this feature to remove any pricing rule restrictions (denoted by a ) in the SO. Select all the Items with a checkbox for which you want to remove restrictions, then click Options -> Remove Restrictions, and enter your credentials. Please note that only Users with the appropriate privileges will be able to remove restrictions.
• Delete Selected Row(s): Use this feature to remove multiple Items from the SO. Select all the items you would like to remove with a checkbox, then click Options -> Delete Selected Row(s).

The descriptions below refer to the column headings of the Items:

• Description: An Item’s description that can be edited by clicking on it.
• Unit Price: An Item’s unit price can be edited by clicking on it.
• Discount: An Item’s discount that can be edited by clicking on it.
• Qty: An Item’s quantity that can be edited by clicking on it.
• Qty Shipped: This is the quantity that has been Shipped to the Customer (onto an Invoice). It can be less than or equal to “Qty”.
• Qty Allocated: This is the quantity that has been reserved for the customer (onto a wave(s)). It can be less than or equal to “Qty”. Its value is controlled by the warehousing department.
• Notes: A note can be added here for an item, it is then printed on the packing slip for the purposes of any special delivery messages. Use this field to directly send any notes to delivery personnel.
• UOM: The unit of measure, this defines how the items are quantified (liter, unit, kilogram, etc.).
• Tax: The Tax Code applied to this Item.
• Ship Date: This is an individual Item’s delivery date. Edit this date if an Item on an order needs to be delivered earlier or later than the other Items. Once released, this field is seen by the warehousing department so that Item(s) can be delivered on a separate date.
• Availability:  This indicates whether an Item is available or unavailable to sell from its Ship Store, respectively.
• Amount: Unit Price * Qty – Discount.
• Project/Class: Select a project or class to associate this line with.

• Bill To Address: The billing address of the order. When a Customer is selected, this field will automatically be populated. It can be edited by clicking.
• Ship To Address: The shipping address of the order. When a customer is selected, this field will automatically be populated. You can select other addresses from the drop-down menu or it can be edited by clicking.
• Exchange Rate: If the order is for a foreign Customer, the exchange rate can be edited here.
• Customer Message: A message for the Customer can be entered here or you can select one of the pre-written messages using.
• Memo: A memo for the Sales Order can be written here.