Sales Order Menu Bar

Sales Order Menu Bar Explained

Save

Click on Save to save the Sales Order.

Transfer to Invoice

Transfer Sales Order to Invoice

A 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.

Cancel

❌ Cancel a Sales Order

To cancel a Sales Order:

1. Open the Sales Order you want to cancel.

2. Click the Cancel button.

❖ You can view all cancelled orders in the Sales Order Lookup form.

❖ Need to reverse a cancelled order? Use the Uncancel function (see: Uncancel a Sales Order).

Uncancel a Sales Order

Uncancel a Sales Order

To reactivate a previously cancelled Sales Order:

✅ Steps:

1. Go to Sales Order Lookup to find all cancelled orders.

2. Right-click on the Sales Order you want to reverse.

3. Select Open This Order.

4. Click the Cancel button again — this will uncancel the order and set it back to Active status.

Tip: You can now continue processing the order as usual — including converting it to an invoice.

Cancel Remaining

❌ 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

Document Image

You can attach an image, document or file to a Sales Order.

How to Use:

•Open the Sales Order.

•Click on the Document Image button/icon.

•Select the file (e.g., scanned document, signed order, or image) to attach.

This helps with record-keeping, approvals, or visual confirmation of the order.

Picking List

Picking List

Print or preview the Picking Slip.

Print

Print

Print, email, or export the Sales Order.

Email

Email

Email the Sales Order.

Preview

Preview the Sales Order.

Sales Order -- Extra Menu Functions

Input Data Fields On The Sales Order Tab

Cash vs. On Account

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 (Quick Add) button to add the customer.

Status

Sales Order Status

You 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.

Follow Up

Choose a date for when you need to follow up on this Sales Order.

Estimated Time Arrival (ETA)

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.

Complete

Show Sales Order as Completed

When the final item has been invoiced, the sales order is automatically marked as Completed.

Can be filled

✅ Can Be Filled

•Indicates that all items on the sales order are available and the order can be fully processed.

•To view which specific items can be filled, open the sales order.

Canceled

❌ Cancelled

•Automatically selected when the entire order is cancelled.

•Note: This does not apply to partially cancelled orders.

Deposit Paid

Deposit Paid

•Indicates that a deposit has been made for the sales order.

•This box is automatically checked if a Customer Receive Payment is completed and linked to the sales order.

Sales Order No.

Sales Order Number

•A unique sales order number is assigned automatically as soon as the sales order is saved.

Sales Order Input Columns

Sales Order Input Columns Explained

Invoice Now

Invoice Now Column

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 at bottom of the form. This is used in conjunction with the PF (Pro Forma) column

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