Sales Order

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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 List
Sales - Sales Order - Record List.png


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.
Creating a Sales Order
  1. Click Sales Order under Sales Menu
  2. Under Sales Order Screen, Click Add Sales Order.
  3. Fill out the necessary fields then click Save. Note: Fields with * are required fields
Sales - Sales Order - Add.png


Creating Sales Order Information
Field Description Allowed Inputs Restricted Inputs Character Limit Required Fields?
1.Sales Order Number Sales Order Reference Number •Auto-Generated upon creation N/A N/A N/A
2.Customer Name of Customer •Text/Set of Customer List provided in Customer Maintenance Module N/A N/A Yes
3.Discount Type Type of Discount Prices for the Customer •None

•Amount

•Percentage

N/A N/A N/A
4.Transaction Date Date of Transaction •Date Picker provided by system N/A N/A Yes
5.Target Shipping Date Estimated date of the items to be shipped •Date Picker provided by system N/A N/A Yes
6.Sales Person Sales Representative for the transaction. •Sales Person List provided in Sales Person Maintenance Module N/A N/A Yes
7.Shipping Address Address where the items to be shipped. •Alphanumeric•Special Characters

•Space

None 105 Yes
8.Notes Other remarks for the transaction •Alphanumeric

•Special Characters

•Space

None 300 Yes
9.Item List of Items to be quoted •Item List provided in the Item Master Maintenance Module N/A N/A Yes
10. Description Description of the Item •Alphanumeric

•Special Characters

•Space

None 250 No
11.Warehouse Warehouse where the item should be ordered •List of Warehouse provided in the Warehouse Maintenance Module N/A N/A Yes
12.Quantity(Qty) Quantity of items to be ordered •Numeric Any inputs except numeric 20 Yes
13. UOM (Unit of Measure) Unit of Measure of the Item •Auto-Generated base from the Item Configuration in the Item Master Maintenance Module N/A N/A N/A
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

•Alphabet

•Special Characters

20 Yes
15. Discount Discount Amount to be applied on the item depending on the Discount type chosen. •Numeric N/A N/A N/A
16.Tax List of Tax to be applied on the item •Types of tax provided in the Tax Maintenance Module N/A N/A No
17. Amount Total Amount of the Item •Auto-Generated based from price and quantity N/A N/A N/A

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.
Viewing Sales Order
  1. Click Sales Order under Sales Menu
  2. Under Sales Order Screen, Select a record that needs to view its details. Click the drop-down arrow then click View.
  3. The user has an option to Edit the Sales Order upon viewing it
Sales - Sales Order - View.png


Editing Sales Order
  1. Click Sales Order under Sales Menu
  2. Select a Sales Order that needs to update its details. Click the drop-down arrow then Click Edit
  3. Update the necessary fields then Click Save
Sales - Sales Order - Edit.png


Field Description Allowed Inputs Restricted Inputs Character Limit Required Fields?
1.Sales Order Number Sales Order Reference Number •Auto-Generated upon creation N/A N/A N/A
2.Customer Name of Customer •Text/Set of Customer List provided in Customer Maintenance Module N/A N/A Yes
3.Discount Type Type of Discount Prices for the Customer •None

•Amount

•Percentage

N/A N/A N/A
4.Transaction Date Date of Transaction •Date Picker provided by system N/A N/A Yes
5.Target Shipping Date Estimated date of the items to be shipped •Date Picker provided by system N/A N/A Yes
6.Sales Person Sales Representative for the transaction. •Sales Person List provided in Sales Person Maintenance Module N/A N/A Yes
7.Shipping Address Address where the items to be shipped. •Alphanumeric

•Special Characters

•Space

None 105 Yes
8.Notes Other remarks for the transaction •Alphanumeric

•Special Characters

•Space

None 300 Yes
9.Item List of Items to be quoted •Item List provided in the Item Master Maintenance Module N/A N/A Yes
10. Description Description of the Item •Alphanumeric

•Special Characters

•Space

None 250 No
11.Warehouse Warehouse where the item should be ordered •List of Warehouse provided in the Warehouse Maintenance Module N/A N/A Yes
12.Quantity(Qty) Quantity of items to be ordered •Numeric Any inputs except numeric 20 Yes
13. UOM (Unit of Measure) Unit of Measure of the Item •Auto-Generated base from the Item Configuration in the Item Master Maintenance Module N/A N/A N/A
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

•Alphabet

•Special Characters

20 Yes
15. Discount Discount Amount to be applied on the item depending on the Discount type chosen. •Numeric N/A N/A N/A
16.Tax List of Tax to be applied on the item •Types of tax provided in the Tax Maintenance Module N/A N/A No
17. Amount Total Amount of the Item •Auto-Generated based from price and quantity N/A N/A N/A

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.
  • 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.
Printing Sales Order Record
  1. Click Sales Order under Sales Menu
  2. Select a Sales Order record that needs to print its details. Click the drop-down arrow then click Print.
  3. The system will generate the printed form of the Sales Order record.
Sales - Sales Order - Print.png
Exporting Sales Order Record

1. Click Sales Order under Sales Menu

2. Under Sales Order Screen, Click Options

3. Under Options, The user may Export the record

  • When Exporting the records, the user may also use the filter options such as Date Filter, Search Bar and Customer filter for precise searching and exporting of records.
Sales - Sales Order - Export.png
Tagging As Complete a Sales Order Record
  1. Click Sales Order under Sales Menu
  2. Select a Partial Sales Order record that needs to tag its order as complete, click the drop-down arrow then click Tag as Complete
  3. Click Yes on the Confirmation to proceed on completion process.
Sales - Sales Order - Tag as Complete.png


Cancelling Sales Order Record

Sales Order can be cancelled in two ways:

  • Using drop-down arrow of a record can be used in single record cancellation
Sales - Sales Order - Cancel1.png
  • Using Cancel Button for cancelling multiple records
Sales - Sales Order - Cancel2.png


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 | Warehouse