Create sales orders

Applies to:     Office Accounting Professional

Sales orders as similar to quotes, but rather than being a suggested sale, sales orders represent a confirmed sale. Sales orders are often sent to customers to confirm the sale.

sales order form
Sample sales order

The sales order appears similar to the quote except that it contains delivery information and more information about the products and services. The totals also contain information about what has still to be invoiced (net of VAT).

Like quotes, sales orders are not posted as financial transactions. Rather, they represent a future confirmed sale with agreed-upon terms.

The Sales Order form is divided into several parts:

  • The toolbar contains the most common tasks you can perform with a sales order. These can also be found in the respective menus (File, Edit, View, Actions and Help).

  • The top of the sales order contains the date, the customer information as well as the terms for the sales order.

  • The products and services section contains the details of the sales order, which is what you are offering the customer and at what price. A sales order must contain at least one line. Each line can contain a specific product or service with a quantity, an amount that will be posted directly to a nominal account, a comment or a VAT line.

  • The bottom of the sales order allows you to add an internal memo or document links, a reference to the customer, VAT and price level information as well as totals.

Note the following about a sales order:

  • Like other customer documents, the customer information is automatically copied to the sales order when the customer is selected, but the information may be changed on the sales order itself. When you save the sales order, you are asked if you also want to update the Customer form.

  • When the sales order is saved, it appears in the customer financial history and the Sales Order List.

  • A sales order must contain a customer and one or more lines with products or services.

  • You change the line type by clicking the icon at the left side of the line. When you click the icon, a drop-down list appears that allows you to select Product or Service, Comment, VAT or Account.

    drop-down list

  • The unit price on each line can be changed if desired. This does not change the underlying product or service.

  • Discounts are specified per line and can be specified either as a percentage (default) or as an amount in pounds sterling (GBP) (by typing £ before the amount).

  • A sales order may be created from a blank sales order template or from a quote, either by accepting the quote (using the Convert to button on the quote) or by clicking the Create From button on the sales order toolbar.

  • A sales order can be modified until it is fully invoiced.

  • Sales orders can be invoiced (by clicking the Create Invoice button). This creates a new invoice identical to the sales order. (The sales order itself is not deleted.) A fully invoiced sales order cannot be edited.

  • If you do not want to (or are not able to) invoice the full quantity of any product or service of the sales order, you can reduce the quantity on the invoice before saving it. This creates a partial invoice and the sales order becomes partially invoiced. The sales order keeps track of the quantity invoiced for each product in the Invoiced column.

  • You can create as many partial invoices from one sales order as you like up until the point where the sales order is fully invoiced.

  • If a product is not available in stock when the sales order is created, the product is on back order and the missing quantity appears in the Back Order column of the sales order.

  • You can create a purchase order from the sales order using the Actions menu.

  • There is a reminder on the company Dashboard listing all sales orders with back ordered products.

  • Back ordered products may still be invoiced (for example, if the products have arrived but haven't been entered into stock). However, Office Accounting displays a warning when trying to invoice a higher quantity than available.

  • From both sales orders and invoices, you can print delivery notes for your products.

  • A sales order that has not been invoiced may be deleted. If the deleted sales order was created from a quote, the quote is now again open, and may once again be accepted by converting it to a sales order or an invoice.

  • Sales orders are shown in the Forecast Cash Flow tool as part of the sales forecast.

  • Sales orders can be printed on blank paper or on preprinted paper provided by third parties. Sales orders can also be printed using customisable Microsoft Office Word templates.

  • A sales order that has not been accepted may be deleted.

  • A sales order can also be sent directly to the customer via e-mail. This feature also uses the customisable Office Word template.

The Manage and adjust stock topic contains more information about products and services in general, as well as specific information about how to manage back orders and reorder stock.

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