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Sales Order

Revision as of 13:50, 19 November 2021 by Gelo (talk | contribs)

Sales Order

This module allows the user to create a Sales Order that the customer wants to buy. This includes the Quantity, Item, Price and the status of the order if it is Pending, Partial, Completed or Cancelled.

Requirements before using Sales Order
Sales Order Record Status
Status Description
PENDING If the Sales Order has not been delivered.
PARTIAL If the Sales Order is delivered partially.
COMPLETED If the Sales Order items has been all delivered.
CANCELLED If the Sales Order is cancelled.
Adding Sales Order
Steps on how to Add a Sales Order
  1. Under Sales Order Menu, Click Add Sales Order
  2. Fill up the necessary fields under Create Sales Order Screen
Creating Sales Order Information
Field Description Expected Values
1.Sales Quotation Number •Sales Quotation Reference Number •Auto-Generated after creation
2.Customer •Name of Customer •Text/Set of Customer List provided in Customer Maintenance Module
3.Discount Type •Type of Discount Prices for the Customer •Type of Discount (Percentage/Amount)
4.Transaction Date •Date of Transaction •Date
5.Target Shipping Date •Estimated date of the items to be shipped •Date
6.Sales Person •Sales Representative for the transaction. •Sales Person List provided in Sales Person Maintenance Module
7.Shipping Address •Address where the items to be shipped. •Alphanumeric
8.Notes •Other remarks for the transaction •Alphanumeric
9.Item •List of Items to be quoted •Item List provided in the Item Master Maintenance Module
10. Description •Description of the Item •Alphanumeric
11.Warehouse •Warehouse where the item should be ordered •List of Warehouse provided in the Warehouse Maintenance Module
12.Quantity(Qty) •Quantity of items to be ordered •Quantity(Number)
13. UOM (Unit of Measure) •Unit of Measure of the Item •Unit of Measure assigned in the Item under Item Master Maintenance Module
14. Price •Initial price per unit of an item •Numeric

•Auto-Generated based from Pricelist assigned to a specific Customer under Price List Maintenance Module

15. Discount •Discount Amount to be applied on the item depending on the Discount type chosen. •Numeric
16.Tax •List of Tax to be applied on the item •Tax list provided in the Tax Maintenance Module
17. Amount •Total Amount of the Item •Numeric(Auto-generated)

3. Click Save to complete the creation process

Notes:

  • The Sales Order will be automatically set to PARTIAL when:
  • Item should be on ACTIVE status when using it upon creating or editing a transaction.
  • Customer should be on ACTIVE status when using it upon creating or editing a transaction.
    • This can be seen in Customer Maintenance Module.
  • Sales Person should be on ACTIVE status when using it upon creating or editing a transaction.
  • Tax should on ACTIVE status when using it upon creating or editing a transaction.
    • This can be seen in Tax Maintenance Module.
  • Warehouse should be on ACTIVE status when using it upon creating or editing a transaction.
    • This can be seen in Warehouse Maintenance Module.
Editing Sales Order
Editing Sales Order Information
Field Description Expected Values
1.Sales Quotation Number •Sales Quotation Reference Number •Auto-Generated after creation
2.Customer •Name of Customer •Text/Set of Customer List provided in Customer Maintenance Module
3.Discount Type •Type of Discount Prices for the Customer •Type of Discount (Percentage/Amount)
4.Transaction Date •Date of Transaction •Date
5.Target Shipping Date •Estimated date of the items to be shipped •Date
6.Sales Person •Sales Representative for the transaction. •Sales Person List provided in Sales Person Maintenance Module
7.Shipping Address •Address where the items to be shipped. •Alphanumeric
8.Notes •Other remarks for the transaction •Alphanumeric
9.Item •List of Items to be quoted •Item List provided in the Item Master Maintenance Module
10. Description •Description of the Item •Alphanumeric
11.Warehouse •Warehouse where the item should be ordered •List of Warehouse provided in the Warehouse Maintenance Module
12.Quantity(Qty) •Quantity of items to be ordered •Quantity(Number)
13. UOM (Unit of Measure) •Unit of Measure of the Item •Unit of Measure assigned in the Item under Item Master Maintenance Module
14. Price •Initial price per unit of an item •Numeric

•Auto-Generated based from Pricelist assigned to a specific Customer under Price List Maintenance Module

15. Discount •Discount Amount to be applied on the item depending on the Discount type chosen. •Numeric
16.Tax •List of Tax to be applied on the item •Tax list provided in the Tax Maintenance Module
17. Amount •Total Amount of the Item •Numeric(Auto-generated)

Notes:

The user can only edit the Sales Order record if it is on PENDING status.

  • The Sales Order will be automatically set to PARTIAL when:
    • When tagging it to Delivery Receipt where in the quantity available in the warehouse is less than to the intended order
  • Item should be on ACTIVE status when using it upon creating or editing a transaction.
    • This can be seen in Item Master Maintenance Module.
    • Past Transactions with INACTIVE item prior to its deactivation can still be used.
  • Customer should be on ACTIVE status when using it upon creating or editing a transaction.
    • This can be seen in Customer Maintenance Module
    • Past Transactions with INACTIVE customer prior to its deactivation can still be used.
  • Sales Person should be on ACTIVE status when using it upon creating or editing a transaction.
  • Tax should on ACTIVE status when using it upon creating or editing a transaction.
    • This can be seen in Tax Maintenance Module
    • Past Transactions with INACTIVE Tax prior to its deactivation can still be used. rderO
  • use should be on ACTIVE status when using it upon creating or editing a transaction.
    • This can be seen in Warehouse Maintenance Module.
    • Past Transactions with INACTIVE Warehouse prior to its deactivation can still be used.
Sales Order Record Options
Actions Available base on Sales Order Record Status
Status View Edit Print Tag as Complete Cancel
PENDING
PARTIAL
COMPLETED
CANCELLED

Notes:

  • The user has an option to edit the details of the record under View Option
    • The user can only edit the details of the record if it is still on PENDING status
  • Tagging the Sales Sales Order as Complete will change the status of Sales Quotation and its Sales Order to COMPLETED
  • The user can only cancel the Sales Order record if it is still on PENDING status
Exporting Sales Order Record
Categories:
Modules
Sales Sales Quotation | Sales Order | Delivery Receipt | Sales Invoice
Maintenance Customer | Item Master | Price List | Tax | Unit of Measure | Users Group | Warehouse
Job Aid Modules
Sales Aids Sales Quotation Aids | Sales Order Aids | Delivery Receipt Aids | Sales Invoice Aids
Maintenance Aids Customer Aids | Item Master Aids | Price List Aids | Tax Aids | Unit of Measure Aids | Users Group Aids | Warehouse Aids
Others Sales Process