Create a sales order
Bookmarks:
Product items |
New sales order |
Upload details to shipping providers |
Watch a quick demonstration of the sales orders system
In the Sales menu, there are two menu items that allow you to create sales orders:
New sales order
Follow the steps below to enter a new sales order.
1. Search for customer
To find a customer, start typing to do a predictive search or click on the Customer search to view all customers and search from there.
2. Confirm customer details
These will be brought up on screen, and include:
- Customer name
- Currency & exchange rate. By default the rate is updated automatically by the system. You can choose to view & edit these from the Currencies setting page.
- Tax type. If the customer is setup to be Tax exempt or Zero-rated, it will update the order screen to reflect that.
- Payment term
- Shipping address
3. Confirm other important fields
These will be automatically populated with their default values, including:
- Order date
- Invoice date
- Due date. This is calculated based on the Payment term.
- Expected delivery date. The system adds one day onto the Order date.
- Shipping method. You can update or change the default shipping method from here.
- Who it's entered by
You can change all of the above default values.
4. Customer reference
If the customer profile setting has 'Customer reference is mandatory on sales orders' turned on, this field will be mandatory.
5. Add/edit order products
The final step is to click Save or Add/edit line items. This will take you to the items page where you can enter the order products. See below category (Product items) for recommended steps on entering order products.
Note: for a new order, the Save button will take you to the same line items page. For an existing order, it will just save it.
Product items
1. Search for product
Start typing to search for a product, scan its barcode, or click Product search to view a list and refine the search.
The system allows different types of barcodes to be scanned onto the system, including code-39, code-128, EAN, or GTIN codes.
To allocate barcodes to products: go to the Products menu, then Variations, and then edit the product.
2. Confirm quantity (ordered quantity)
For a partfulfilled order, you can change this quantity to the same as what's already shipped or dispatched. This is particularly useful for when the partfulfilled order has two or more lines - you don't want this line to ship out again as it might not have enough inventory coverage.
Current inventory level, you can click on this link to view the product's inventory levels and its details.
3. Confirm unit price
The price displayed for the product is the set selling price of the product or a promotional price. If there's an active & valid promotion that applies to this product and this customer, its fixed promotional sell price or discount will be brought across into this field.
4. Add notes (optional)
Click this button to enter notes or extra information against the current product line.
5. Save item
Click this button to add the product into the order. To remove it, click on the product line on the right hand side, then click the Remove button.
6. Emailing & printing documents
After all of the order products have been added, click the Back button to go back to the orders page. You'll have the option of printing or emailing the following documents:
- Quote
- Packing list
- Proforma invoice. A document you can send to your customers to prompt for pre-payments.
- Invoice (or credit note)
After printing or emailing the delivery docket, proforma invoice, or invoice, the order status will automatically be changed from Draft to Confirmed.
About standard footer texts:
For Quotes and Invoices, you can set a standard footer text that appears on the documents printout or PDF. This is useful for informing the customers about the payment methods or any extra communication information.
Standard footer texts are applied automatically when you sign up to our services. You can update or change them from the Settings page.
There are also standard email templates for emailing the above documents. All the templates can be found from the templates settings page.
Note: only users with the administrator security group can access the Settings pages. When you sign up to our services for the first time, you're automatically made an administrator.
Upload details to shipping providers
When you're ready, you can upload the shipping details to a connected shipping provider. To do this, click 'Upload details to...' when viewing an un-processed order.
Qblue Inventory integrates to Starshipit and GoSweetSpot; you can click on the links to their respective settings page. Usually all you'll need is the API key which can be found on the providers' settings page.
It includes:
- Create a quote, print it, and email it to the customer.
- Confirms the quote
- Ships out
- Turns into an invoice
- Choose which items to return.
- Confirms the credit
- Product search and barcode scanning at the point of sale
- Replenish sales orders with insufficient inventory
- Revisions are saved for quotes and sales orders
