Sales Order

Sales | Sales Quotation | Sales Order Aids | Delivery Receipt | Sales Invoice

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

• The user should setup the following Maintenance Module in order to proceed on using the Sales Order
  1. Customer
  2. Item Master
  3. Price List
  4. Sales Person
  5. Tax
  6. Warehouse
• For detailed instructions on how to setup the needed Maintenance Module, the user may visit the following Job Aid pages:
  1. Customer Aids
  2. Item Master Aids
  3. Price List Aids
  4. Sales Person Aids
  5. Tax Aids
  6. Warehouse Aids

Sales Order Record List

File:Sales Order.png

Sales Order Record List

Adding Sales Order

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• Adding 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.	•Text
8.Notes	•Other remarks for the transaction	•Text
9. Project	•Project where the items will be assigned in the transaction	•Project List provided in the Project Maintenance Module
10.Item	•List of Items to be quoted	•Item List provided in the Item Master Maintenance Module
12.Warehouse	•Warehouse where the item should be ordered	•List of Warehouse provided in the Warehouse Maintenance Module
13.Quantity(Qty)	•Quantity of items to be ordered	•Quantity(Number)
14. UOM (Unit of Measure)	•Unit of Measure of the Item	•Types of Unit of Measure provided in the Unit of Measure Maintenance Module.
15. Price	•Initial price per unit of item	•Numeric
16. Discount	•Discount Amount to be applied on the item depending on the Discount type chosen.	•Numeric
17.Tax	•List of Tax to be applied on the item	•Types of tax provided in the Tax Maintenance Module
18. Amount	•Total Amount of the Item	•Numerical(Auto-generated)

Notes:

• 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.

• Customer should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Customer Maintenance Module.
• Project should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Project Maintenance Module.
  • Project can be applied or remove on the Footer details based on Users Group
• 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.
• For detailed steps on how to create a Sales Order, you can visit the Sales Order Job Aids which can be found here

Editing Sales Order

File:Editing Sales OrderV2.png

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.	•Text
8.Notes	•Other remarks for the transaction	•Text
9. Project	•Project where the items will be assigned in the transaction	•Project List provided in the Project Maintenance Module
10.Item	•List of Items to be quoted	•Item List provided in the Item Master Maintenance Module
12.Warehouse	•Warehouse where the item should be ordered	•List of Warehouse provided in the Warehouse Maintenance Module
13.Quantity(Qty)	•Quantity of items to be ordered	•Quantity(Number)
14. UOM (Unit of Measure)	•Unit of Measure of the Item	•Types of Unit of Measure provided in the Unit of Measure Maintenance Module.
15. Price	•Initial price per unit of item	•Numeric
16. Discount	•Discount Amount to be applied on the item depending on the Discount type chosen.	•Numeric
17.Tax	•List of Tax to be applied on the item	•Types of tax provided in the Tax Maintenance Module
18. Amount	•Total Amount of the Item	•Numerical(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.
• Project should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Project Maintenance Module.
  • Project can be applied or remove on the Footer details based on Users Group
• 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.
• Warehouse 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.
• For detailed steps on how to edit a Sales Order, you can visit the Sales Order Job Aids which can be found here

Sales Order Options

File:Sales Order Options.png

Sales Order Options

• Details on how to Export Sales order can be found here

Sales Order Record Options

File:Sales Order Record Options.png

Sales Order Record Options

Notes:

• The user can only delete the Sales Order record if it is on PENDING status.
• You can manually Complete the status of Sales order if it is on PARTIAL status.
• Detailed steps on how to View, Edit and Print a Sales Order records can be found here

Sales Order View Record

File:Sales Order View Record.png

Sales Order View Record

Notes:

• The user can edit the details of the record while viewing it.
• Detailed steps on how to View a Sales Order records can be found here