Sales orders

The Sales orders page displays a list of all sales orders. By default, only orders that have not been completed are shown. 

Overview on sales orders

A new order typically starts as a draft, progresses into a confirmed order, and ends as fully fulfilled once it's been fully shipped. However, the sales order process in Qblue can vary depending on your own workflow and different situations - there's no strict sequence of steps it must follow.

Here is a standard example of how a typical sales order might progress in Qblue.

Other order statuses you might use are:

Note: you can manually confirm an order from Draft or Quote status by clicking Confirm on the order entry page (order editor).

Orders are also automatically confirmed when you:

• Print/email a packing list, proforma invoice, or invoice/credit note.
• Import an order from a sales channel like Shopify or Trade Me. If an imported order has been paid, it's automatically confirmed and assigned a user status of Paid.

User statuses

User statuses are customisable status labels that you can assign to orders, useful for flagging an order with any status you find meaningful to your own workflow.

For example, you could create a user status named "Waiting" to indicate to your team that an order is waiting for the customer to confirm or give more instructions.

To set up your own user statuses, go to the settings page.

Part-fulfilled orders

A sales order can be split into multiple shipments to accommodate low inventory levels or backordered items. Each shipment generates its own invoice.

Invoice numbers follow the sales order number sequence. For example:

• Order number: 123456
• Shipment 1, invoice number: 123456
• Shipment 2, invoice number: 123456-2
• Shipment 3, invoice number: 123456-3

When a sales order is in Partfulfilled status, you can mark it as complete by clicking More > Complete.

This updates the order status from Partfulfilled to Completed.

Sales orders page - key functions

The Sales orders page gives you an overview of all your orders and lets you manage them in one organised page. On this page, you can:

View or edit an existing order by clicking its blue link.

Filter by all statuses or a specific status.

By default, the page displays only active (unprocessed) orders. View fulfilled orders by selecting "All statuses".

Create a new sales order.

Learn more about this in the sections below.

Check at a glance which orders have enough available stock to be fulfilled.

A green checkmark indicates the order can be fulfilled in full with current stock.

Ship out and invoice multiple orders at once (batch invoice).

Select the orders you want to invoice in bulk, then press this button.

Shortcut to your shipping provider's online portal.

This quick link only appears if your shipping provider account is connected to your Qblue account.

 

 

 

 

 

 

 

 

 

 

 

 

Create a new sales order

On the Sales orders page, click +New order to open the sales order entry page. To get started:

Optional: set a custom status (see User statuses).

 

 

1.

Select a company/customer.

 

 

2.

Confirm the order date.

 

 

3.

Add order products.

Save each item before adding the next. Click on a product line on the right to edit or remove it.

 

 

4.

Enter the quantity of the product ordered and confirm the unit price.

 

 

For more detailed instructions on how to create a sales order, view our help guide here.

Replenish sales order items

When inventory levels are low or sold out, you can still create sales orders. These sales orders can be replenished by linking them to one or more purchase orders.

Each purchase order can be linked to one or more sales order. Once the purchase order is received, Qblue generates a reminder note for the user by means of printing the sales order details on the purchase order receipt note.

Watch a quick video on replenishing sales order items:

Print packing lists/slips

When you print a packing list before dispatching the order:

• If the order status is Draft, Confirmed, or Quote, the packing list will show all products added to the order.
• If the order status is Partfulfilled, it will show only the backordered products and their remaining quantities.

After dispatching the order, if the packing slip is toggled to print then it will show all shipped products and any products on backorder. Here's an example of what this looks like:

Ship using different locations

Each sales order has a "Ship from location" option by default. When the order is shipped, stock levels are adjusted at this specified location.

If you need to ship different line items in the same order from different locations, click Supply locations on the order entry page as shown here:

Alternatively, you can also click More > Supply locations.

If this option is not available, please contact us. 

Invoices

An invoice is generated after each dispatch/shipment, including each shipment in a PartFulfilled order. All invoices and credits can be found on the Invoices & credits page (Sales > Invoices & credits).

During the dispatch/shipout process, you can manually print/email the invoice to the customer. Invoices can also be automatically emailed to the customer upon fulfillment of the order if you've enabled the "automatic invoice emailing" option on their profile.

View our article here for a quick tutorial on enabling automatic invoice emails.

Create an invoice before items are dispatched

In Qblue, creating an invoice before dispatching the order (shipped at a later date) is called finalising an order. You can finalise an order even if some or all of the products are currently out of stock.

1. Ensure the status of the sales order is set to Confirmed.
2. Create an invoice by finalising the order.
   1. Search for the order and click on it. 
   2. Click More > Finalise order.
      
   3.  Note: once the order is finalised, it is locked and cannot be changed any further.
   4. A tax invoice will be created and will be synced to Xero (if you've connected to Xero). Any payments made in Xero on that invoice will sync back into Qblue and the invoice marked as paid or partially paid.
3. Dispatch the order.
   1. Search for and click on the order, then click Ship out.
      
   2. This will reduce stock levels and sync the cost of goods sold to Xero (if connected).

Pick & pack processes

From creating a new order to shipping it out, there are many ways to complete this process depending on your workflow. Below are two standard examples.

Method one: simplest

1. Create a new order or quote in Qblue.
2. (Optional) Print/email the order details to the customer. Once the customer confirms, proceed to the next step.
3. Print the packing list.
   • On the order entry page, click the dropdown arrow next to Print.
     
4. Warehouse staff uses the printed list to pick & pack the items.
5. Office staff updates the order and proceeds with invoicing.

Method two: using the dispatch queue

1. Create a new order or quote in Qblue.
2. (Optional) Print/email the order details to the customer. Once the customer confirms, proceed to the next step.
3. Send the order to the dispatch queue by setting the order status to Confirmed (i.e. not Draft or Quote).
4. From the dispatch queue (Sales > Dispatch queue), warehouse staff select an order, print its packing list, and pick & pack the items using the printed list.
5. Office staff dispatch the order in Qblue by entering the quantities packed.
6. Once the dispatch is completed, an invoice is automatically created for the dispatched items. Any undispatched items are placed on backorder.
7. Print a packing slip (or delivery docket) during dispatch to include in the package.

Note: you can limit what orders can appear in the dispatch queue by applying user statuses e.g. "Paid", "Deposit paid", or "Ready to dispatch".
This can be set via the sales settings page. User statuses can be customised (added, removed, or edited) via the settings page for it.