Sales Orders

Overview

When you receive the customer request to sell goods, record the information on required product items, payments, and delivery terms in a sales order.

Sales Orders Settings

Before you can create sales orders, make sure you correclty set up the system:
  1. Go to Master data and settings > Sales (in Master data and sections) > Wholesale.
  2. Under Sales orders, select the Sales orders checkbox. This allows you to manage customer requests for goods or services, as well as to control payment and goods issue actions.
  3. Select how you are going to Use orders:
  • Order as a commercial invoice. Orders are used only for printing commercial invoices, goods are not reserved, the order fulfillment is not controlled.
  • Order only from warehouse. Orders are received only for the goods in stock.
  • Order from warehouse and backorders. Not only goods in stock are opened to order, shipment is carried out once the goods are supplied. This allows you to use “available to promise” scheme when the goods are in stock, and use “make or buy” procurement for the sales order demand. Orders support different statuses, flexible payment schemes and control of delivery.
4. Next, select the Control shipment when closing orders and requests checkbox if you want to prevent sales orders that are not fully shipped from being closed.
5. Select the Control payment when closing orders and requests to prevent sales orders from a customer paid incompletely from being closed. It is used only for orders with By orders payment terms.
6. Under Payment terms and procedures, select your payment planning option:
  • Prepayment before or after shipment. You can split payments into two parts (prepayment and credit) or select only one of them.
  • Arbitrary number of payment milestones. This allows you to split payment into parts by identifying them as "Payment before supply", "Payment before shipment", "Payment after shipment", or "Payment regardless of shipment".
  • Payment schedule templates. Payment is divided into parts according to the specified payment schedule template. You can configure templates and set arbitrary number of payment steps in CRM and Marketing > Payment terms.
7. Under Approval, select the Sales order approval checkbox if you want that sales orders including non-standard conditions go through the approval process. You will be able to assign approvers, send sales orders to them, and track approval statuses of purchase orders. Assign approvers for the following roles:
  • Logistic conditions approver.
  • Financial conditions approver.
  • Price conditions approver.
  • Commercial conditions approver.
8. Go to Master data and settings > Warehouse and delivery. Delivery and select the Delivery management checkbox. This will allow you to select the delivery method in sales orders.

Creating Sales Orders

There are several options to create a sales order: you can create it manually, generate based on another document, or use a sales wizard.

Creating Sales Orders Manually

  1. Go to Sales > Sales orders.
  2. Click Create.
  3. Set the Pending approval status.
  4. On the Main tab, select the Transaction:
  • Sales. Standard sale of goods or services.
  • Consignment fill-up. Provide consignment goods to the customer warehouse for further trading.
  • Procurement outsourcing. Provide consignment goods to the customer warehouse for further consumption or sale of goods to third party consumers.
5. Select the Customer and Counterparty.
6. Select the Terms of sales.
7. Select the Contract if it is required by the Terms of sales.
8. Select the Company from the list.
9. Select the Warehouse from which the ordered products will be issued.
10. Click the More tab and specify the Sales opportunity if required.
11. Enter the Sales person and Business unit.
12. Specify the Contact person of the Partner.
13. Select the Currency of the order.
14. In the Taxation field, specify if it is subject to VAT, not subject to VAT, or it is an export transaction.
15. Specify the reference Order number and Date according to the counterparty's information system.
16. Select the Return reusable packaging in checkbox, specify a return period, and select the Packaging deposit is required checkbox if applicable.
17. Click the Delivery tab, select a Delivery method and fill the required information that depends on the delivery method.
18. Click the Goods tab and add the required products.
19. Specify the Quantity.
20. Fill in prices using one of the following ways:
  • Specify Price types and Prices manually.
  • Select the lines and click Prices and discounts > By sales terms and conditions. The system will automatically fill in prices from the Price type selected in the Terms of sales.
  • Select the lines and click Prices and discounts > By price type. The system will automatically fill in prices from the Price type you select.
21. Specify Manual discounts manually or select the required lines and click Prices and discounts > Adjust discount/markup. Then enter discount adjustment and amount of a manual discount.
22. Set Actions for each line:
  • To supply. Select this option if you need to order this goods from the supplier or produce them.
  • Reserve. Select this option if you need to reserve the required product in the warehouse.
  • Reserve upon receipt. Select this option if you need to reserve the required product in the warehouse once it is delivered.
  • Ship. Select this option if you are ready to ship the goods to the customer.
  • Do not supply. Select this option if you are not yet ready to order or produce the product. For example, if prepayment is required.
23. Select the One-day shipping checkbox and specify the Shipment date for the sales order.
24. Specify the Priority for the document.
25. Click Post.

Creating Sales Orders Using Sales Wizard

  1. Go to Sales > Sales wizard.
  2. Click the Settings button in the top right corner.
  3. Select the Order in the Register field.
  4. Select One supply option and choose the To supply action.
  5. Select the Pending approval default status in the Sales order status field.
  6. Click OK.
7. Click Main at the top.
8. Select the Customer and Counterparty.
9. Select the Terms of sales.
10. Select the Contract if it is required by the Terms of sales.
11. Select the Company.
12. Select the Warehouse from which the ordered products will be issued.
13. Specify the Shipment date.
14. Click More at the top. Specify the Sales opportunity if required.
15. Enter the Sales person and Business unit.
16. Specify the Contact person of the Partner.
17. Select the Currency of the order.
18. Specify the reference Order number and Date according to the counterparty's information system.
19. Click Shopping card at the top and add the required products.
20. Specify the Quantity.
21. Fill in prices using one of the following ways:
  • Specify Price types and Prices manually.
  • Select the lines and click Prices and discounts > By sales terms and conditions. The system will automatically fill in prices from the Price type selected in the Terms of sales.
  • Select the lines and click Prices and discounts > By price type. The system will automatically fill in prices from the Price type you select.
22. Specify Manual discounts manually or select the required lines and click Prices and discounts > Adjust discount/markup. Then enter discount adjustment and amount of a manual discount.
23. Set Actions for each line:
  • To supply. Select this option if you need to order this goods from the supplier or produce them.
  • Reserve. Select this option if you need to reserve the required product in the warehouse.
  • Reserve upon receipt. Select this option if you need to reserve the required product in the warehouse once it is delivered.
  • Ship. Select this option if you are ready to ship the goods to the customer.
  • Do not supply. Select this option if you are not yet ready to order or produce the product. For example, if prepayment is required.
24. Click Documents at the top. The system will automatically create a new document.

Generating Sales Orders Based on Quotations

  1. Go to Sales > Sales quotations.
  2. Open the required Sales quotation.
  3. Click Generate > Sales order.
The system will create a document and transfer the information specified in the quotation.
Fill in all the missing details as specified above and set the On approval status.

Payment Rules in Sales Orders

To fill in payment rules in Sales orders:
  1. Go to Sales > Sales orders.
  2. Open the required order.
  3. Click the Main tab.
  4. Click the Payment hyperlink.
  5. Check that the AR/AP accounting, Payment schedule, Payment method, and Bank account fields are filled based on the Terms of sales. Change data is necessary.
  6. If Payment schedule is specified, click Fill in by schedule. Otherwise, add payment milestones manually.
  7. Click Apply.

Returnable Packaging in Sales Orders

To fill returnable packaging in a sales order:
  1. Go to Sales > Sales orders.
  2. Open the required order.
  3. Click the Goods tab.
  4. Select the line with goods and click Fill > Add packaging.
  5. Select a returnable packaging and click Exit. The system automatically adds new lines, fills them with Items and Quantity of returnable p.
  6. Post the document.

Approving Sales Orders

Before you actually fulfill the sales order, you might need to additionally confirm it with your company managers.

Checking Sales Orders

  1. Go to Sales > Sales orders.
  2. Set the Approval is expected in the Current status filter.
  3. Open the required order.
  4. On the Main tab, click the hyperlink in the Payment field.
  5. Check if AR/AP accounting and a Payment schedule are filled in accordance with the terms of sales.
  6. Specify the type of account: cash, bank, or any in the Payment method field (optional).
  7. Select a certain account if applicable.
  8. Click Apply.
  9. Click Reports > Variances from sales terms and conditions.
  10. Check if there are any variances.
  11. If approval is not required, set the For fulfillment status. Otherwise, start the approval process.

Enabling Sales Order Approval

To approve sales orders, you need to enable sales order approval and assign persons responsible for approval.
  1. Go to Master Data and Settings > Sales > Approval.
  2. Select the Sales order approval checkbox.
  3. Assign approvers for different roles:
  • Approver of sales financial terms
  • Approver of sales commercial terms
  • Approver of sales logistics terms
  • Approver of sales price terms

Starting Approval Process

  1. Go to Sales > Sales orders.
  2. Open the required order.
  3. Click Approval at the top.
  4. Click Create.
  5. Describe what exactly you ask to approve in the Details field.
  6. Specify the Approval due date.
  7. Specify the Priority.
  8. Click Start and close.
To see the process flowchart, click the process icon.

Performing Approval

  1. Go to Quick menu > My tasks.
  2. Find the task related to the sales order approval.
  3. Open and review the relevant sales order right from the task.
For Approver of sales commercial terms:
  • Check the Terms of sales.
  • Open the Variances from sales conditions report and check if there are any variances.
For Approver of sales logistics terms:
  • Check Warehouses and Delivery information.
For Approver of sales financial terms:
  • Open the Payment hyperlink and check if there are any non-standard payment steps.
For Approver of sales price terms:
  • Check the price type and automatic and manual discounts/markups applied.
For Manger (Initiator):
  • Open the Approval results report.
  • Analyze a list of pending order approval steps.
  • Analyze a list of signatures for each approved steps.
  • Open and review the feedback from those who didn't approve the order (if any).
  • Open and change the order in accordance with the feedback (if applicable).
  • Reject or Approve the order.
  • Restart the approval process (if applicable).
The system will automatically set the For fulfillment status as soon as all participants approve the order.

Informing Customers about Confirmation

Once the order is approved, send final confirmation to the customer using any communication tools: phone, email, and so on. Record the communication in Business Interactions.

Following up Sales Orders

Controlling Sales Order Statuses

Keep track of the sales order progress until it is completed. You can use the sales order statuses and states for that.
  1. Go to Sales > Sales orders.
  2. Set the Sales person and Priority filters (if needed).
  3. Sort orders in the list by priority.
  4. Set the Current status filter. The system automatically calculates and notifies the user about the following order states:
  • Approval is expected. You've started the sales order approval and expect the approval results.
  • Advance is expected (before supply). Customer must make an advance payment to start the supply process. This is defined in the terms of sales. The Do not supply action is filled on the Goods tab of the sales order.
  • Ready for supply. Customer confirmed the order or paid advance if it is required according to the terms of sales. The manager can change the Do not supply action to subsequent options, such as To supply, Reserve, and so on.
  • Supply is expected. Goods requested by the customer have been ordered from the supplier but have not yet arrived.
  • Prepayment is expected (before shipment). Customer must make a prepayment to start the shipment process. This is defined in the terms of sales.
  • Ready to ship. Customer fulfilled the conditions for the goods shipment. Goods are available at the moment. The manager sets the Ship action in all lines of the sales order.
  • Shipment in progress. Manager has set the Ship action and the outbound delivery has been created. The system sets this status until all goods are shipped from the warehouse and invoices are issued. The status is valid until all lines are completed or canceled.
  • Ready for closure. All goods have been shipped. The manager can close the sales order.
  • Closed. All obligations for the shipment and payment of the goods are fulfilled.
You can use this information to quickly understand what actions need to be performed and assign the correct actions: to supply, to reserve, to ship, and other.

Controlling Supply

  1. Go to Warehouse and delivery > Order supply forecast.
  2. Find the Sales order and review the current supply status of the sales order lines.
State descriptions:
  • Supplied on warehouse. Items are available in stock now.
  • Supplied by date. Items will be available by confirmed purchase or production order.
  • Expected based on unconfirmed order. Items will be available by placed but unconfirmed purchase or production order.
  • Supply. Procurement in process, no purchase or production orders are placed.

Controlling Delivery Dates

  1. Go to Sales > Sales orders.
  2. Set Ready to ship in the Current status filter.
  3. Set Not overdue in the Due date filter.
  4. Analyze the list of orders for potential problems with delivery.
  5. Open the Sales order and go to the Goods tab.
  6. Select all or several lines and click Supply > Ship.
  7. Post the document.
  8. If shipment is already in progress, go to Reports > Related documents, open Goods issue note and analyze the delivery progress.
  9. Create and assign tasks for the employee responsible for the delivery. Track tasks created in the My tasks workplace on the Home page. The system will return the task to the initiator to submit and close it.
  10. Use this information to take the necessary actions.

Controlling Invoicing

  1. Go to Sales > Issue invoices.
  2. Filter the list by the sales person.
  3. Analyze the list of orders and take relevant actions: issue customer invoice or initiate further goods issues by the sales order.

Cancelling Sales Order Lines

  1. Go to Sales > Sales orders.
  2. Set Ready to ship in the Current status filter.
  3. Set Not overdue in the Due date filter.
  4. Analyze the list of orders for canceling the items left undelivered.
  5. Open the sales order, go to the Goods tab, select items, select the Cancellation reason column and choose the reason why the item was cancelled.