For estimates, sales orders, invoices, sales receipts, returns, and RMAs. Unless otherwise indicated, these fields are present on all sales transactions. For payments, see Payment transaction field descriptions.
If you have defined any custom fields for sales transactions, 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 the icon to add additional lines to the line item table. The number of lines added is established by the number specified by your company in the Default lines setting (Tools & settings > Configuration > Company > General).
Add RMA. Adds to a return transaction the items from one or more return merchandise authorizations (RMAs) issued to the same customer. Choose the desired RMA from the dropdown list and then select the Add button. On returns only.
Amount. Extended (line) total for an item, or on payment transactions, the amount being paid. On all sales transactions except returns and RMAs.
Apply to RMA. The return merchandise authorization (RMA) transaction and line-item number associated with a return. On returns only.
Assigned to. The user to whom the transaction is assigned. On sales orders and sales receipts.
Available. The quantity available for the item. This column displays in the line-item block on estimates, sales orders, invoices, and sales receipts if the Show available for sale setting (Tools & settings > Configuration > Sales > General) is enabled. On estimates, the Available quantity displays the total available-for-sale quantity at all locations. On sales orders, invoices, and sales receipts, the Available quantity shows only the quantity available at the location selected on the transaction.
Billing address. The customer’s billing address for this transaction. On estimates, sales orders, invoices, and sales receipts.
Channel. Sales channel from which this sale was initiated (such as Web Order).
Class. Class assigned to this line item. This field is enabled only if Class tracking is enabled in your QuickBooks connection settings (Tools & settings > Configuration > Connections > QuickBooks).
Clear lines. Aicon in the column header of a table or line-item area clears the content of all line-items in a table, but not the lines themselves. By contrast, aicon in a line-item row removes both a line and its contents.
Comment. An internal comment on a transaction. The comment is not displayed when the transaction is printed or emailed unless this field is added to the transaction's form template.
Create bill. Checking the box creates a bill from the vendor associated with the shipping method. On returns.
Create credit memo. Checking the box sends a credit memo to QuickBooks on the next sync. It will remove any existing credit memos linked to this return. On returns only.
Credit amount. Appears as the credit amount for a line item. Also appears as the sum of the credit amounts for all returned items. If the Credit Memo box is checked on the return, the monetary amount to be credited to a customer for the return of an item. On returns only.
Currency. Currency for this transaction. This field is visible only if the Multicurrency setting is enabled in your company's Accounting settings (Tools & settings > Configuration > Company > Accounting).
Customer. Customer for whom the transaction applies. Once a customer is selected, the system imports relevant data from the customer definition.
Customer address. The customer’s address for this transaction. The billing address is used by default. On RMAs.
Customer message. This message to be displayed on the transaction. This field can be expanded to become as large as needed. You can also choose a standardized customer message that your organization has defined in SOS Inventory by selecting the Predefined messages button. On all sales transactions except returns.
Customer notes. Internal notes from the customer definition. Changes made to this field will update the Notes in the customer definition. The customer note is not displayed when the transaction is printed or emailed unless this field is added to the transaction's form template.
Customer PO. The customer purchase order number. Syncs to QuickBooks Online if a custom field named Customer PO is in QuickBooks. On sales orders, invoices, and sales receipts.
Date. Transaction date. On estimates, sales receipts, and invoices.
Date/time. Transaction date with timestamp. Use the Now button to update it to the current date/time. On sales orders, returns, and RMAs.
Department. Lists the department for this transaction for sales reporting.
Deposit account. The account to which a customer payment is deposited. On sales receipts.
Deposit amount. The monetary amount used as a prepayment on a sales order. The system will use the amount entered in this field and enter the percentage equivalent in the Deposit % field. On sales orders and invoices.
Deposit %. The percentage of a sales order amount used as a prepayment. The system will use the percentage entered in this field and enter the equivalent monetary value in the Deposit amount field. On sales orders and invoices.
Description. The sales description, as entered in the item definition, will be used by default.
Discount amt. 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 Discount % field in the Totals area. On estimates, sales orders, invoices, and sales receipts.
Discount %. The percentage of the discount to be applied, either to individual line items or to an entire transaction. If you apply price tiers, the percentage will be indicated in the Discount % column of the line items. If you want to manually enter a discount for the entire transaction instead of or in addition to the price tier discount, use either the Discount % or Discount amt (a flat amount) located in the Totals area. On estimates, sales orders, invoices, and sales receipts.
Discount/tax (toggle). The Discount/tax toggle allows you to specify whether a discount should be applied before or after the tax on a sale is calculated. Whether the discount is applied by default before or after the tax depends upon your company's Discount taxable setting (Tools & settings > Configuration > Sales > General). However, the toggle can be used to override the default on an individual transaction. On estimates, sales orders, invoices, and sales receipts.
Drop ship. Mark this block if the sales order or sales receipt is to be drop shipped. The available-for-sale quantities of items on the drop shipment are not affected. Display the Drop ship column on the Sales orders or Sales receipts list to easily identify drop-shipped sales transactions.
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.
Estimate reference #. Reference number used to identify an estimate. This field is searchable. The system will attempt to number the transaction automatically, depending on your Estimate numbering settings (Tools & settings > Configuration > Sales > Estimates).
Exchange rate. The exchange rate for this transaction. This field is visible only if the Multicurrency feature (Tools & settings > Configuration > Company > Accounting) is enabled. If the customer's currency is in the European Central Bank (ECB) currency feed and is specified in the customer definition, SOS will automatically populate the Exchange rate field with the current rate. This rate can be overridden manually. For more information about exchange rates, a list of currencies in the European Central Bank (ECB) feed, and how to get currencies not in the ECB feed, see Multicurrency. On all sales transactions except RMAs.
Expiration date. The date that the estimate or return merchandise authorizations (RMA) expires. On estimates and RMAs only.
Fill. Applies the same information that you specified for a column in Line 1 to all line items on the transaction.
Invoice reference #. Reference number used to identify an invoice. The system will attempt to number the transaction automatically, depending on your Invoice numbering settings (Tools & settings > Configuration > Sales > Invoices).
Invoiced. Number of units of a line 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 by selecting Add new item from the dropdown list.
Line. The line-item number of an item on the transaction. The order of an item can be changed using the Multitool.
Location. The expected from where the order will be picked or shipped. On sales orders, sales receipts, RMAs, and returns.
Multitool. A multifunctional icon in the far-left column of a line item. The Multitool is a convenient feature found on transaction line items and some other tables used in SOS Inventory. The Insert tool (), located in the top left corner of the Multitool, inserts a blank line above the current line item. The Move tool moves and reorders line items by clicking, holding, and dragging theicon. The Copy tool () duplicates the data in one line item to the line immediately below it.
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 (Tools & settings > Configuration > Lists > Order stages). On sales orders and sales receipts only.
Payment method. The method used by the customer to pay for the sale. On sales receipts only.
Picked. Number of units of a line 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.
Predefined messages. Selecting this button opens a pop-up window listing standardized messages. You can select one to populate the Customer message field. The predefined messages are created on the Customer messages list (Tools & settings > Configuration > Lists > Customer messages). On all sales transactions except returns.
Price tier. The price tier to be applied to line items on the transaction. If you will be using multiple price tiers on the transaction, select the tier before choosing the item—and do not click the Apply button. If the Apply button is selected, the same price group will be applied to all line items, including those that have already been entered. See the Help Center article, Price tiers, for more information. Available on estimates, sales orders, invoices, and sales receipts.
Priority. The urgency with which this transaction is to be processed. The Priority field’s dropdown options include High, Medium, and Low, as well as any that have been predefined by your company. Priorities can be added or edited via the Priorities list (Tools & settings > Configuration > Lists > Priorities). On sales order and sales receipts only.
Quantity. The number of units for the sale or return of an item.
Received. Indicates the quantity received of an item authorized for return. On RMAs only.
Refresh exchange rate. If the date of a sales transaction is changed, select Refresh exchange rate (located next to the Exchange rate field) to revise the exchange rate to match what it was on the updated date. An automatic update can occur only for a customer whose currency is in the European Central Bank (ECB) feed. Refresh exchange rate is visible only if the Multicurrency setting (Tools & settings > Configuration > Company > Accounting) is enabled. On all sales forms except RMAs.
Restock value. The value of the item returned. If the return transaction is generated from the original shipment transaction (the preferred method), the restock value populated will reflect the exact cost-of-goods-sold value. If the return is generated from its associated sales order, invoice, sales receipt, RMA, or manually entered as a new return transaction, the restock value is populated from the item’s purchase cost as listed in its definition. On returns only.
Return reference #. Reference number used to identify a return transaction. The system will attempt to number the transaction automatically, depending on your Return numbering settings (Tools & settings > Configuration > Sales > Returns).
RMA reference #. Reference number used to identify a return merchandise authorization (RMA). The system will attempt to number the transaction automatically, depending on your RMA numbering settings (Tools & settings > Configuration > Sales > RMAs).
Sales order reference #. Reference number used to identify a sales order. The system will attempt to number the transaction automatically, depending on your Sales order numbering settings (Tools & settings > Configuration > Sales > Sales orders).
Sales receipt reference #. Reference number used to identify a sales receipt. The system will attempt to number the transaction automatically, depending on your Sales receipt numbering settings (Tools & settings > Configuration > Sales > Sales receipts).
Sales rep. The sales representative assigned to this transaction.
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, invoices, returns, and RMAs.
Shipped. Number of units of this item shipped. You should NOT edit this field when shipping items, as SOS will automatically complete this field when a shipment transaction for the associated sale is saved. The exception to this rule is if the item is drop-shipped. In this case, enter the drop-shipped quantity in the sales transaction's Shipped column manually. This field is found on sales orders and sales receipts only.
Shipping address. Address to which goods will be shipped. Select the Same as billing button if the shipping address is the same as the billing address. On all sales transactions except rentals.
Shipping Amt. The amount to be charged for shipping the items on the transaction. On estimates, sales orders, invoices, and sales receipts.
Shipping cost. The cost of shipping the items. On shipments and returns.
Signature. An authorized user's name, signed with a stylus or finger in SOS Inventory's iOS app. However, the signature on a saved transaction can be viewed on any device. If the transaction does not have a signature, the transaction will say No signature. If a signature has been obtained for a sales transaction, the associated list's Signature column will say Yes for that transaction record.
Status. The current status of an estimate. Options include Pending, Accepted, Rejected, Closed, and Converted. The default status is Pending. If the estimate is converted to a sales order, sales receipt, or invoice, the system will automatically change the status to Accepted. In QuickBooks Online, you may convert an estimate to an invoice. The Status field is updated to Converted when the invoice syncs back to SOS. On estimates only.
Status message. The message that shows when a customer views the status of an order within the customer portal. This field displays only after a sales transaction has been saved. Appears on sales orders and sales receipts.
Status URL. The link to your company's customer portal for that sales transaction. When you click the clipboard icon next to the Status URL link, the URL is copied to the clipboard. This allows you to paste that URL into a browser. This field displays only after a sales transaction has been saved. Appears on sales orders and sales receipts.
Subtotal. The sum of the Amount column. Appears on estimates, sales orders, invoices, and sales receipts.
Tax. This field represents either: the tax applied to a line item, or the tax value calculated by QuickBooks Online after the transaction syncs. Both fields are on estimates, sales orders, invoices, and sales receipts.
Tax %. The tax percentage, based on the Tax code selected. On estimates, sales orders, invoices, and sales receipts.
Tax code. A name for the tax rate to be applied to the sale. The selection you make from the dropdown will automatically populate the Tax % field. On estimates, sales orders, invoices, and sales receipts.
Terms. A note defining the established terms of customer payment. On sales orders and invoices only.
Total. The final amount of the estimate, sales order, invoice, or sales receipt.
Tracking number. The number assigned to a shipment by a carrier. On sales receipts, invoices, returns, and RMAs.
Unit price. Price of the item. On estimates, sales orders, invoices, sales receipts, and returns.
UOM. The unit of measure if the Units of measure feature is enabled. Available on Plus and Pro plans.
Weight. The weight as defined in the item’s definition.
Vol. The volume as defined in the item’s definition.