Sales Order: Difference between revisions

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* They can be used to generate reports on sales activity.
* They can be used to generate reports on sales activity.


If you are a business owner, it is important to use sales orders to track your customer orders and to manage your inventory. This will help you to ensure that you are providing excellent customer service and that you are running your business efficiently.
=== Explain ===
 
Here are some additional things to keep in mind about sales orders:
 
* Sales orders can be created manually or electronically.
* They can be used for both single orders and for multiple orders.
* They can be used for both products and services.
* They can be modified or cancelled before they are shipped.
 
== Explain ==
 
=== Entering New Sales Order ===
'''Purpose''':
*  This screen is for user to '''Create or Enter a New Sales Order'''


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#  At least 1 customer record is created under "Add and Manage Customers".
#  At least 1 customer record is created under "Add and Manage Customers".
#  You have the permission to enter sales quotation.
#  You have the permission to enter sales quotation.
#  Sales information fields.  Highnix at its Plus and Pro (Enterprise) tier versions had included the following fields to cater for some industry needs.  All the items are optional. User can reuqest to customize the name of the first 8 fields.  Item 9 will be printed at the beginning of the sales document just before the item details.  This is useful for users who are in the industry that required to quote the project reference or descriptions.  Item 10, transaction notes box is useful when the user needs to include a fairly long Ts&Cs for each of the quotation.  It will be printed after the last page of the sales document.
##  Country Of Origin
##  Import Permit Number
##  Vessel Number
##  Vessel Company
##  Vessel Agent
##  ETA of Vesse
##  Incoterms
##  Trader
##  Project Notes (Max 500 characters)
##  Transaction Notes (Max 6000 characters)


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'''Data Fields Explanation'''
=== Creating Sales Orders ===
 
'''Section 1: Header'''
 
'''Note''':  This is the top part of the screen.  The other parts of the screen are shown sequentially. This top part is similar to other screen such as [[Sales_Order|Sales Orders]].
 
#  '''Customer''': This is the Customer's Name.  This name has been entered to the "Add and Manage Customers" on the "Sales Department Menu".  If this is a new customer, user can press F2 to access to the Add Customer screen to enter the new customer.
#  '''Branch''':  Each customer will have a Branch.  Even it has only one location, that branch will be the "Main" or "HQ" branch.  During the Add Customer, the branch is automatically created.  Subsequently, if there is any changes to the branch, users should click on the "Sales Dept, Customer Branches" to edit the customer's records.
#  '''Reference''': This is the New Sales Order number.  The system can be set to automatically generate a running number and users will always have a new tracking number for a new quotation.  If the user does not want that number, it can be overwritten by entering a new number over it. Duplicated number is not allowed.
#  '''Current Credit''': This can be set during customer setup.  In this screen shot, it showed "-70".  This means that it has a negative credit limit or $70 above the credit limit given.
#  '''Customer Discount''':  This is the discount in % which is preset for this customer. In this example, the customer is not given any discount.  Customers who are given discount may be the products distributor or re-sellers.  The price they enjoy could be a standard discount rate as agreed between the parties.
#  '''Payment''': This is the Payment term set for the Customer. The Payment can be defined in the Payment Term under the "Setup" page.
#  '''Price List''': This is the price list preset in the customer record.
#  '''Order Date''':  This is the date of the Sales Order.


# Customer and Product Prerequisites:
#* Before initiating any sales order transactions, ensure that at least one customer and one product are created in the system. Follow the steps outlined in the "Customer Creation" and "Product Item Creation" sections of the manual.
# Creating Sales Orders from Quotation:
#* If you have a pre-existing quotation that you want to convert into a sales order:
#** Navigate to the "Sales Management" module.
#** Locate the relevant quotation.
#** Click on the option icon for "Sales Order."
#** Adjust quantities or prices if necessary.
#** Click the "Place Order" button to save the sales order.
# Creating Sales Orders from Scratch:
#* To create a sales order without converting from a quotation:
#** Navigate to the "Sales Management" module.
#** Select "New Sales Order."
#** Choose the customer for the sales order.
#** Add the desired product items with quantities.
#** Save the sales order.
# Enter Sales Orders Based on Customer's Purchase Order:
#* If customers provide a purchase order, follow these steps:
#** Navigate to the "Sales Management" module.
#** Select "New Sales Order."
#** Enter the customer's purchase order details.
#** Add the relevant product items with quantities.
#** Save the sales order.  ''Note:'' The system, at this point, does not check inventory or product stock levels.


'''Section 2: Data Entry Section'''
==== Viewing Sales Orders ====


#   '''Item code and Item Description''': The Item and Item Description are tied.  They are entered to the "Items and Inventory" before user can make entry to the quotation.  If it is a new item and has not been entered, user can press F4 and a pop up page will appear for user to enter the item.
# Accessing Sales Order Inquiry:
#   '''Quantity''': This is the quantity to quote and the unit (of measurement) is predefined in the Unit of Measurement page.
#* To view sales orders, navigate to the "Sales Management" module.
#  '''Price Before Tax/After Tax''': The price of the item selected is automatically retrieved from the inventory database.  The price can be overridden with manual input.
#* Access the "Inquiry" section and click on "Sales Order Inquiry."
#  '''Discount %''': This discount % can be pre-defined in the "Add and Manage Customers" screen. It can be overridden with manual input.
# Filtering Sales Orders:
#   '''Add Item Button''':  This button must be clicked for each of the line item entered.  Without clicking on this button, the line item will not be recorded.
#* Enter the date range for the sales orders you want to view.
#  '''Update Button''':  If there is changes made, for example, shipping charges, this button is clicked so as to see the updated changes.
#* Use additional filters such as Part Number, Customer Name, Reference Number, and Transaction Number to narrow down the results.
#  '''Delivery from Location''':  The location is the location of the warehouse which can be defined in the "Items and Inventory" Page.
# Search and Results:
#  '''Required Delivery Date''': This is the required delivery of this Sales Order. Usually it is requested by the customer.  Users should add some days/time as buffer just to cater for unforeseen delay.  This buffer should be a reasonable time period.  It can be overridden with manual input.
#* Click "Search" to retrieve the sales orders based on the specified criteria.
#   '''Deliver to and Address''': This is the customer's delivery point and its address.
#* Review the results, and click on individual sales orders for detailed information.
#   '''Contact Phone Number''':  This is the customer's phone number.
#   '''Customer Reference Number''':  This may be a letter, a memo or any RFQ number from the customer.
#   '''Comments''': Enter note such as "This quotation include 2 hours training" or something like that.  This comment will appear on the quotation form.
#   '''Shipping Company''':  The shipping company used. The shipping company can be defined in the "Setup" page.
#  '''Place Order Button''': This button is to capture the records updated in the sales order to the database.  <span style="color:red"><u>Warning</u></span>: If this button is not clicked and the browser is closed or user leaves the page, all data entered will be lost.
#   '''Cancel Order Button''':  When this button is clicked, the sales order will be cancelled from the system.
#  '''Back link''':  This is to bring the user to the last visit page.  <span style="color:red"><u>Warning</u></span>: If this button is clicked without "Placing", all the data entered will be lost.

Latest revision as of 17:26, 26 November 2023

A sales order is a document that confirms a customer's purchase of goods or services from a business. It is a legally binding contract between the customer and the business, and it specifies the quantity, price, and delivery date of the goods or services.

A sales order typically includes the following information:

  • Customer name and contact information
  • Order number
  • Date of order
  • Item description
  • Quantity ordered
  • Unit price
  • Total price
  • Delivery date
  • Payment terms

Sales orders are used by businesses to track customer orders and to manage inventory. They are also used to generate invoices and to track customer payments.

Here are some of the benefits of using sales orders:

  • They help to ensure that customer orders are accurate and complete.
  • They help to prevent errors in inventory management.
  • They help to track customer payments.
  • They can be used to generate reports on sales activity.

Explain

Note:

  1. When a Sales Order is received from the customer, it should be entered here.
  2. At least 1 product item is entered to the "Items and Inventory" database.
  3. At least 1 customer record is created under "Add and Manage Customers".
  4. You have the permission to enter sales quotation.
  5. Sales information fields. Highnix at its Plus and Pro (Enterprise) tier versions had included the following fields to cater for some industry needs. All the items are optional. User can reuqest to customize the name of the first 8 fields. Item 9 will be printed at the beginning of the sales document just before the item details. This is useful for users who are in the industry that required to quote the project reference or descriptions. Item 10, transaction notes box is useful when the user needs to include a fairly long Ts&Cs for each of the quotation. It will be printed after the last page of the sales document.
    1. Country Of Origin
    2. Import Permit Number
    3. Vessel Number
    4. Vessel Company
    5. Vessel Agent
    6. ETA of Vesse
    7. Incoterms
    8. Trader
    9. Project Notes (Max 500 characters)
    10. Transaction Notes (Max 6000 characters)

Usage

  1. When a customer place a Purchase Order to the user, it should be entered here so as to track the fulfillment of this order.
  2. For customers who do not use Sales Order, the user can use "Direct Delivery" and "Direct Invoice" to achieve the Sales Transactions.
  3. This called "Sales Order": - It is an Order and for the purpose of "Sales".
  4. Fill in all the necessary data fields and click on "Place Order".

Creating Sales Orders

  1. Customer and Product Prerequisites:
    • Before initiating any sales order transactions, ensure that at least one customer and one product are created in the system. Follow the steps outlined in the "Customer Creation" and "Product Item Creation" sections of the manual.
  2. Creating Sales Orders from Quotation:
    • If you have a pre-existing quotation that you want to convert into a sales order:
      • Navigate to the "Sales Management" module.
      • Locate the relevant quotation.
      • Click on the option icon for "Sales Order."
      • Adjust quantities or prices if necessary.
      • Click the "Place Order" button to save the sales order.
  3. Creating Sales Orders from Scratch:
    • To create a sales order without converting from a quotation:
      • Navigate to the "Sales Management" module.
      • Select "New Sales Order."
      • Choose the customer for the sales order.
      • Add the desired product items with quantities.
      • Save the sales order.
  4. Enter Sales Orders Based on Customer's Purchase Order:
    • If customers provide a purchase order, follow these steps:
      • Navigate to the "Sales Management" module.
      • Select "New Sales Order."
      • Enter the customer's purchase order details.
      • Add the relevant product items with quantities.
      • Save the sales order. Note: The system, at this point, does not check inventory or product stock levels.

Viewing Sales Orders

  1. Accessing Sales Order Inquiry:
    • To view sales orders, navigate to the "Sales Management" module.
    • Access the "Inquiry" section and click on "Sales Order Inquiry."
  2. Filtering Sales Orders:
    • Enter the date range for the sales orders you want to view.
    • Use additional filters such as Part Number, Customer Name, Reference Number, and Transaction Number to narrow down the results.
  3. Search and Results:
    • Click "Search" to retrieve the sales orders based on the specified criteria.
    • Review the results, and click on individual sales orders for detailed information.
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