A sales order is an internal document which originates with the customer wanting to purchase or order products and services. It can then be converted into a tax invoice when the product is delivered or a job completed.
Sales Orders are different from Estimates (Quotes) in the fact that products can be allocated and ordered.
Pre Payments or deposits can be allocated against a sales order.
Sales Orders can be used for
- Allocating stock before invoicing
- Ordering items for customers who do not have an account
- As a contract for a Unit sale
- Web Orders
- Warranty Claims
- Lay Bys
When a sales order is saved any stock supplied will reduce the available quantity and increase the allocated stock
Stock allocated to a sales order is counted towards your stock valuation.
Units allocated on a sales order will reserve the unit under the customers name.
If the unit is in stock or the unit cannot be allocated, you are able to skip the allocation stage to add a unit to a sales order. EVOPOS will not allow you to convert the sales order into an invoice until the unit has been allocated.
Sales Orders can have one or more payments allocated to them.
EVOPOS will show the balance owing on the sales order and any previous payments when finalising.
There are some default Settings to do with Sales orders including:
- Heading name for Sales Orders (Settings / System / Sales / Sales Order Heading)
- Transaction to a Sales Order (Settings / Workstations / Default Sales Type)
- Recall Screen mode to Sales Order (Settings / Workstations / Default Recall screen)
- Message for Sales Order (Settings / Workstations / Default Recall screen)
- You can change the form that is printed by selecting one of the sample forms or creating a custom one (Settings / Workstations / Print Options / Sales Order Form)
This shows a typical Sales Order Process. Note: In this example if you were to Hold items till the whole order was ready you would Special order rather than Back order.
Creating a Sales Order
Sales Orders are created using the Sales transaction screen, when clicking Finish you can choose to save the transaction as a sales order, at which point a payment can be taken.
- Build a transaction in the Sales Screen
- Click Finish
- Click Sales Order from the left side menu
- (Optional) Take Payment
- Click Save
Taking a Payment
EVOPOS records the payment by creating a Pre-Payment on the customers account.
EVOPOS links the Payment to the Sales Order by putting a reference in the Payment Reference field (e.g. SO:100100).
- Go to the Finish Screen
- Select Sales Order from left menu
- Enter Amount Paying Now
- Click Save
Screen shot required of Finish Screen
Editing a Sales Order
- Go to Sales transaction Screen
- Click Recall on left menu
EVOPOS shows amounts which have previously been paid against the sales order.
Additional payments can be entered
Screen shot required of Recall Screen
Finalising a Sales Order / Converting to an Invoice
Sales Order can be recalled by selecting 'Recall’ from the left menu in the main Sales screen, and then ensure the Sales Orders option is selected.
When the customer has a credit on their account for the total amount of the transaction, EVOPOS automatically prompts to convert a sales order to an Invoice.
To convert a Sales Order to an Invoice, recall it, select Finish and then select Invoice from the left menu.
Deleting a Sales Order
If you have Credits on account and manually convert it to an invoice it is normally best to put the whole amount of the Invoice on account, then go into Contacts / Payments and sort the money out.