Add A Sales Order |
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Go to Quote / Sales Order and select New Sales Order. You can also add a new sales order from the Sales Order Lookup form.
Hover the mouse over the different menu options. If the cursor changes to a hand (), then click to go to the subject.
Add a Sales Order
Notes:
•If you don't allocate orders, go to Sales Order Options > Allocation Tab and select Easy (Stock is not reserved).
•You can also use the Grid Report to remove any columns you don't want.
•You can add a quote as well as an invoice to a sales order.
Hover the mouse over the different fields on the form. If the cursor changes to a hand () , click to get more information.
Sales Order Menu Bar Explained |
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Save |
Click on Save to save the Sales Order. |
Transfer to Invoice |
Transfer Sales Order to InvoiceA Sales Order can be converted into an Invoice when the products are ready to be shipped to the customer.
Step 1: Select Items for Invoicing ▪In the Inv. Now column, select the items to be invoiced. ▪Invoicing can be done in phases as stock becomes available. ▪ Shortcuts & Quick Actions: •Right-click on an item to perform tasks such as: oDelete oSelect All Lines That Can Be Filled •Use the Shortcut Buttons for faster processing. (See image above)
Step 2: Transfer to Invoice •Click the Transfer to Invoice button to finalize the process.
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Cancel |
To cancel the whole Sales Order. A list of canceled orders is available in the Sales Order Lookup form. |
Cancel Remaining |
To cancel the remaining stock items that cannot be filled. (Remember the items will be deleted, however the sales order will not be displayed under the canceled filter). |
Doc Image |
To attached an image, document etc. to the Sales Order. |
Picking List |
Print or preview the Picking Slip. |
Print /email/export the Sales Order. |
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Email the Sales Order. |
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Preview |
Preview the Sales Order. |
Sales Order Extra Menu |
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Import from Excel / CSV |
Import Sales Orders from Excel / CSV. Should you receive an order in excel, this can be imported eliminating the necessity of you creating the Sales order. |
Create Purchase order |
Create a Purchase Order from the Sales Order |
Clear Invoice Now Column |
Clears selected (ticked) boxes in the Inv. Now Column |
Allocate All |
Automatically allocates all items (which you have in stock) to the Sales Order. (Qty. Allocated To Invoice Now) |
Labels |
Allows you to print Labels of all the items on the sales order |
Sales OrderTab: Input Columns Explained |
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Cash vs. On Account |
Choose whether it is a cash paying client or an account paying customer. If the customer does not exist in smart-it, you can then use the |
Sales Order StatusYou can assign a status to a sales order to categorize different types of orders. This makes it easier to filter and manage orders in the Sales Order Lookup form.
Webshop Integration (PrestaShop) •If you use PrestaShop, the Sales Order Status will sync with PrestaShop when performing a WebShop Sync. •Important: To ensure statuses sync correctly, you must first create them in PrestaShop.
Managing Statuses•PrestaShop Users: oPrestaShop has preset statuses that will automatically be added in Smart-IT after your first sync. oTo add new statuses, they must first be created in PrestaShop before they can sync to Smart-IT.
•Non-Webshop Users: oYou can manually add and manage your own statuses within Smart-IT.
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Follow Up |
Choose a date for when you need to follow up on this Sales Order. |
Estimated Time Arrival (ETA) |
The ETA is the salesperson’s estimated delivery date for the ordered items..
Where to View ETA Information:oIn the Item Lookup, salespeople can see when the buyer expects the goods to arrive. oETA dates for sales orders are displayed in the Sales Order Lookup form.
Setting Up ETA in Sales Orders: oYou can automatically set the ETA date in Sales Order Lookup. oYou can also make it a required in the Sales Order Options > Default/Required field to ensure it's always captured.
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Complete |
When the final item is invoiced, the sales order is immediately designated as completed. |
Can be filled |
Indicates that the entire sales order can be processed. Open the sales order to see the individual items which can be filled. |
Canceled |
Automatically selected if the whole order was canceled (not partially canceled orders) |
Deposit Paid |
If the client made a deposit on the Sales Order, check the box. This will be checked automatically if a "Customer Receive Payment" is completed, giving the sales order number for which the payment was received. |
Sales Order No. |
When a sales order is saved, it is immediately assigned a sales order number. |
Sales Order Input Columns Explained |
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Invoice Now |
Select the items you want to invoice now. (See also - Allow negative stock) |
Invoice Complete |
In the invoice completed column the checkbox will be marked when that item is invoiced completely. |
Quantity Left To Invoice |
Quantity remaining to be invoiced. |
Quantity Allocated To Invoice Now. |
The quantity that was allocated to this item, and can be invoiced now. Can't be higher than the Available to Allocate, except if you allow Negative Stock. To change the allocated quantities between customers go to Allocate Stock To Sales Orders. |
Available To Allocate |
Quantity available to allocate. |
On Order Allocated |
Ordered quantities that are allocated. |
On Order Available To Allocate |
Ordered quantities that are available to allocate. |
Can be filled (CF) |
If there is enough stock on hand, for a specific line item, then the radio button will show a blue dot. |
Pro Forma (PF) |
Check if you want to print the items on a pro forma invoice. Remember to select the |
Quantity (Qty) |
Quantity the customer is ordering. If there is enough stock on hand then the Quantity Allocated to Invoice Now will be populated automatically. See also Sales Order > Sales Order Options > Allocation Tab to change the default allocation setting. |
Qty.M |
Quantity converted to your selling units. For e.g. you order one 6pack beer then your Qty.M will be 6 single units. |
SOH |
Stock on hand. The quantity that is in stock. |
Qty Invoiced |
Quantity that you have invoiced thus far. |
Qty Canceled |
Enter the quantity that the client wants to cancel. This will reduce the Quantity Left To Invoice |
Qty Packed |
Quantity that has been packed - using the Pack Sales Order option |
Notes:
In the Stock Lookup Form, in the reserved column, you can see which stock items are reserved for sales orders.
Allocated Sales order quantities decreases the available stock quantity. Available Quantity = SOH - SO.
All information can be changed on a Sales Order at a later stage as long as it has NOT been transferred to an invoice or canceled.
See also Sales Order Options
http://www.smart-it.co.za/help/sales_order_-_add.htm