V8 - Sales form field descriptions

For estimates, sales orders, sales receipts, invoices, and payments unless otherwise indicated. The ability to use payment transactions requires a subscription to SOS Pay.

If you have defined any custom fields for sales forms, they will appear after the standard SOS Inventory fields, in the Custom fields section of the sales transaction. The fields will be of the input format and value that you have defined.

Add lines. Click to add additional lines to the transaction. The number of lines to be added by default can be specified on the Company settings page.

Amount. Extended (line) total for an item, or on payment transactions, the amount being paid on an invoice or sales order.

Applied to. The invoice or sales order transaction to which a payment is to be applied. On payments only.

Assigned to. The user to whom the transaction is assigned. On sales orders and sales receipts.

Available. The quantity available for the item.

Billing address. The customer’s billing address for this transaction.

Channel.  Sales channel from which this sale was initiated (such as a web order).

Class. QuickBooks Online class for this line item. This field is enabled only if class tracking is enabled in QuickBooks Online.

Clear lines. Clears all data entered in a line-item block.

Comment. An internal note on a transaction.

Cost. Current cost of the item, based on the Sales settings. The default cost is the purchase cost of the item. If Markup on actual is enabled in the Sales settings, the cost is based on the valuation method. Available on all sales forms except payments.

Currency. Currency for this transaction. This field is visible only if the Multicurrency setting is enabled in the Company settings.

Customer.  Customer for whom the transaction applies. Once a customer is selected, the system imports from the customer definition data for the address blocks, notes, and default terms. Available on all sales forms except payments.

Customer message. This message to be displayed on the transaction. This field can be expanded to become as large as needed, or a standard customer message that your organization has defined in SOS Inventory can be inserted by selecting the Predefined messages button.

Cust notes. Internal notes from the customer definition. Updating this field will update the customer definition as well. Do not store any credit card or bank information, social security numbers, medical information, or other sensitive/privacy-protected data in this field.

Customer PO. The customer purchase order number. Syncs to QuickBooks Online if Customer PO is the field name. On sales receipts and invoices only.

Date/time. Transaction date with timestamp.

Department. Department for this transaction.

Deposit.  Deposit paid by customer. Can be entered as a fixed amount or as a percentage of the sales order. Does not sync to QuickBooks Online. On sales orders and invoices.

Deposit acct. The account to which a customer payment is deposited. On payment transactions only. Note: Payments are available only to SOS Inventory accounts that include a subscription to SOS Pay.

Description. The sales description of the item.

Discount. The amount of the discount to be applied to the entire transaction. SOS Inventory will automatically calculate the corresponding percentage and enter it in the percent field to the right of the amount. On all sales forms except payments.

Discount %. The percentage of the discount to be applied to individual line items. If you apply price groups, the percentage will be indicated in the Discount % column of the line items. If you want to use an overall discount for the entire transaction as well as the line-by-line discount, use the Discount field as described above. On all sales forms except payments.

Discount is taxable. Check the box if you want the discount to be taxed. On all sales forms except payments.

Drop ship.  Check the box if the sales order is to be drop shipped. Available for sale is not affected. On sales orders and sales receipts only.

Due date. On sales orders and sales receipts, the date that the item is due to be shipped out to or is desired by the customer. This will be used for back ordering. On invoices, the due date is the customer’s payment deadline. On sales orders, sales receipts, and invoices only.  

Estimate number. Reference number used to identify an estimate. This field is searchable. The system will attempt to number the transaction automatically, depending on your settings for estimates, located under the Estimates tab on the Sales settings page.

Exchange rate. The exchange rate for this transaction. The system will automatically provide the most recent exchange rate for the chosen currency, but it can be overridden manually. This field is visible only if the Multicurrency setting is enabled.

Expiration date. The date that an estimate expires. On estimates only.

Invoice number. Reference number used to identify an invoice. This field is searchable. The system will attempt to number the transaction automatically, depending on your settings for invoices, located under the Invoices tab on the Sales settings page.

Invoiced. Number of units of this item invoiced. In normal use, you would not edit this field manually. The system should keep it up to date. However, you can override it if necessary. You should NOT edit this field when invoicing items. Use an invoice for that. On sales orders only.

Item. Enter or select the desired item. New items can also be created.

Job. Job to which this line item belongs. This box is available only if Job tracking is enabled in SOS Inventory on the Inventory settings page.

List price. The regular, undiscounted sales price of an item. On all sales forms except payments.

Location. For sales orders and sales receipts, the location from which you expect to ship an order. On payments, the location where the payment was received.

Multitool. The Multitool icon is located in the far-left column of a line item. The Insert tool, the blue triangle in the top left corner, inserts a blank line above the icon. The Copy tool, the encircled down arrow in the bottom right corner, copies a line and pastes the duplicate on the line immediately below the icon. The Move tool, a box containing three lines, moves and reorders line items. When your cursor moves inside the box, a four-pronged white arrow appears. Click, hold, and drag the arrow to move and reorder the line.

Order number. Reference number used to identify a sales order. This field is searchable. The system will attempt to number the transaction automatically, depending on your settings for sales orders, located under the Sales orders tab on the Sales settings page.

Order stage. The current status of the processing of the transaction. The Order stage field’s dropdown options display those which have been predefined by your company. Order stages can be added or edited via the Order stages list (Company menu > Order stages). On sales orders and sales receipts only.  

Payment #. Reference number used to identify a payment. This field is searchable. The system will attempt to number the transaction automatically, depending on your specifications on the Payment settings page (Settings > Payment settings). Fields include the Type (Cash, Check, SOS Pay – ACH, SOS Pay – Credit Card, etc.)—and depending upon the type of payment selected, Check #, ACH info, or Card info. Note: Payments are available only to SOS Inventory accounts that include a subscription to SOS Pay.

Payment link. If you subscribe to SOS Pay and set up online customer payments, SOS will create a web link upon saving the transaction that can be used for the online payment. On invoices.

Payment method (on payments) and Pmt method (on sales receipts). The method used by the customer to pay for the sale. 
 

Picked. Number of units of this item picked. In normal use, you would not edit this field manually. The system should keep it up to date. However, you can override it if necessary. You should NOT edit this field when picking items; use a pick ticket instead. On sales orders and sales receipts only.

Price tier. The price group or level to be applied to line items on the transaction. Available on all sales forms except payments.

Priority. The urgency with which this transaction is to be processed. The Priority field’s dropdown options display those which have been predefined by your company. Priorities can be added or edited via the Priorities list (Company menu > Priorities). On sales order and sales receipts only.

Quantity. The number of units for the sale of an item. On all sales forms except payments.

Receipt number. Reference number used to identify a sales receipt. This field is searchable. The system will attempt to number the transaction automatically, depending on your settings for sales receipts, located under the Sales receipts tab on the Sales settings page.

Remove. Click the trash can icon to remove a line from the transaction.

Sales rep.  Sales representative assigned to this transaction. On all sales forms except payments.

Ship date. The date an order was shipped. On sales receipts and invoices only.

Ship method. The carrier used to ship the order. On sales receipts and invoices.

Shipped. Number of units of this item shipped. In normal use, you would not edit this field manually. The system should keep it up to date. However, you can override it if necessary. You should NOT edit this field when shipping items. Use a shipment for that. On sales orders and sales receipts only.

Shipping address. Address to which goods will be shipped or the invoice sent. On all sales forms except payments.

Shipping amt. The amount to be charged for shipping the items on the transaction. On all sales forms except payments.

Status. The current status of an estimate. Options include Pending, Accepted, Rejected, and Closed. The default status is Pending. If the estimate is converted to a sales order, the system will automatically change the status to Accepted. On estimates only.

Status message. The message that shows when a customer views the status of an order. This field displays only after a sales transaction has been saved. Appears on sales orders and sales receipts.

Status URL. Links to your company's Orderfacts page for that sales transaction. Clicking the clipboard icon next to the Status URL link copies the URL to the clipboard and allows you to paste that URL into another document. This field displays only after a sales transaction has been saved. Appears on sales orders and sales receipts.

Subtotal. The total of items before any discount, tax, or shipping is applied.

Tax. Can refer to either the box to check if you want tax applied to a line item or the tax in the Amount column when a percentage is selected from the percentage dropdown to its right. On all sales forms except payments.

Tax code. Tax rate to be applied to the sale. On all sales forms except payments.

Terms.  Payment terms. On sales orders and invoices only.

Total. The final amount of the estimate, sale, invoice or payment.

Tracking number. The number assigned to a shipment by a carrier. On sales receipts and invoices.

Unit price. Price of the item. On all sales forms except payments.

UOM. The unit of measure if the Units of Measure feature is enabled. Available on Plus and Pro plans. On all sales forms except payments.

Wgt. The weight as defined in the item’s definition. On all sales forms except payments.

Vol. The volume as defined in the item’s definition. On all sales forms except payments.