V9 - Adding and editing sales orders

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To add a sales order:

 

1. Select your method for creating a sales order.
   1. Add a new sales order directly with either of the following methods:
      1. The Quick add (add_circle) menu. On the Task bar, go to Quick add > Sales > Sales order.
      2. The Sales orders list. Go to Operations > Sales > Sales orders, then select +Add.
   2. Generate a sales order from another transaction.
      1. Locate the parent transaction record (such as an estimate, invoice, etc.) on its appropriate list. Under its Actions menu dropdown list, select Create sales order.
      2. SOS Inventory will automatically import all relevant information from that parent transaction into the sales order.
      3. Skip to Step 3 to continue.
          
2. In the Customer field:
   1. For an existing customer, use the dropdown list to select the desired customer. SOS Inventory will populate the sales order fields with relevant data from the existing customer definition.
   2. If adding a new customer, select Add new customer.
      1. A pop-up window will appear with a Customer edit page. 
      2. Complete the data fields needed for the customer. Refer to Customer management and the Customers list and Customer field descriptions for more information.
      3.  Save and close the Customer edit page when finished.
      4. SOS Inventory will populate the sales order fields with relevant data from the new customer definition.
          
3. Enter or edit the data as needed for the sales order, referring to Sales transaction field descriptions for help. Note the following as you complete the transaction:
   1. Sales order reference #. 
      1. If you created the sales order directly or from an estimate, and have enabled the Sales order numbering setting (Tools & settings > Sales > Sales orders > Sales order numbering), leave this field blank. The system will assign a reference number when the transaction is saved.
      2. If your company has not enabled Sales order numbering, or you wish to put in your own sales order reference number, manually enter a reference number.
      3. If you generated the transaction from an invoice or sales receipt, the sales order will inherit the parent transaction's reference number.
          
   2. Location. Select a location from the dropdown.
       
   3. Customer notes. If you revise this field, it will also update the Notes field in the customer definition when the transaction is saved.  
       
   4. If the order is to be drop-shipped to the customer from your vendor, check the Drop ship box.
       
   5. The Billing address and Shipping address. You can select a different address from the default via their respective Address dropdown lists (if additional addresses are on file for this customer) or edit the address manually. Use the pencil icon (edit) as needed to expand an address block for editing and to collapse it when finished.
       
   6. Currency and Exchange rate. If you are using SOS Inventory's Multicurrency feature, the customer's home Currency will be pulled from the customer definition. 
      1. If that currency is included in the European Central Bank (ECB) currency feed, SOS Inventory will automatically populate the Exchange rate information.
      2. If the currency is not included in the ECB feed, you must manually enter the Exchange rate.
      3. Refer to Multicurrency for more details, including information on the currencies in the ECB feed and how to manually enter an exchange rate.
          
   7. Price tier. You can use multiple price tiers on the same sales order. See Using price tiers on sales transactions for more information.
       
   8. Enter each of your line items into the sales order.
      1. In the Items dropdown, select an existing item or Add new item.
         1. If adding a new item, a pop-up window will appear with an Item edit page. 
            1. Refer to Defining, adding and editing items and Item field descriptions for information about completing the item definition.
            2. Save and close the Item edit page when finished.
            3. SOS will return to the sales order and add the new line item.
         2. Any item entered into the sales order will include all relevant information retrieved from the item definition. Columns displayed are set and may include additional columns, based on your settings. You can edit these fields, except where grayed out.
         3. At a minimum, enter the Quantity and Due date for the item. 
         4. Do not enter any value in the Picked, Shipped, or Invoiced columns. These fields are automatically populated by SOS Inventory as the sales order moves through the system.
      2. Repeat Step 3.h.i. and its sub-steps for each line item.
          
   9. If a shipping value is needed, the Shipping Amt can be added manually, or inherited from a parent transaction (estimate, invoice, or sales receipt). 
       
   10. If you are applying a discount to this transaction, enter either the Discount % or Discount Amt.
       1. When you enter a value in one field, SOS will automatically calculate the value of the other.
       2. Whether the discount is applied by default before or after the tax is dependent upon your company's Discount taxable setting (Tools & settings > Configuration > Sales > General). However, you can use the Discount/tax toggle to override the default.
           
   11. In the Deposit area:
       1. If you are just recording the value of a deposit that was given to you by a customer, you can enter it into the Deposit amount field.
       2. If you are pre-calculating a deposit based on a percentage of the total amount of the sale, enter the percentage in the Deposit % field.
       3. If you need to record a deposit for this sale, create a payment transaction directly (Operations > Sales > Payments).  When the payment transaction is saved, SOS will update the Deposit amount field on the sales order with the amount paid.
           
       edit_noteNOTE: If you have multiple deposits for the same sales order, choose either payment transactions or direct entry. You must use the same method for all deposits applied to that sales order.
   12. Complete other data fields as needed.
        
4. Upon saving the sales order, SOS Inventory will do the following:
   1. Add the sales order to the Sales orders list. Sales orders are non-posting transactions and do not sync to QuickBooks Online.
   2. If a change was made to the customer Notes, the customer definition will be updated.
       

Editing an existing sales order

An existing sales order can be opened for viewing or editing by selecting its transaction reference number link in the Ref # column. You will need to enable editing line by line to make changes to the sales order if you use Transaction edit mode.

 

Be sure to save any changes you make.