To set up a sales order, use the navigation panel and go to Customer/Sales/Sales orders.
The inventory item being sold must be set up in the Inventory module first.
(Click on the screenshot to enlarge).
Sales order toolbar/ribbon
Description of buttons in the sales order toolbar/ribbon:
- ‘Add’: Adds a new sales order with account details, references, orders, delivery address, dimensions and invoice sections.
- ‘Edit’: Edits an existing sales order including customer’s master data. Click ‘Save’ to save edits.
- ‘Refresh’: Updates all additions and edits made.
- ‘Filter’: Uses the filter menu to select the required filters. Read more about filters here.
- ‘Layout’: Saves, deletes, edits and loads a saved layout. Read more about Layouts here.
- ‘Order lines’: Sets up order lines with item numbers, sizes, colours, text, prices etc. NOTE: When entering large amounts of data, it is beneficial to turn off ‘Activate column search?’ in the user profile. Read more about the user profile here.
- ‘Invoices’: Displays saved invoices on the order.
- ‘Document’: Generate an ‘Order confirmation’ (generates an order confirmation which can be viewed, and sent as an email or oioubl), ‘Delivery note’ (generates a delivery note with order details including the item, number, price etc. Note that a delivery note will not be sent by email, and the stock management status will not be updated unless ‘Update item stock status’ is selected), ‘Picking list’ (generates a picking list for the sales order. A picking list is printed in the user’s language and not the customer’s language).
- ‘Contacts’: Adds a contact persons. See bottom of this article for further description of contacts.
- ‘Attachments’: It is possible to attach notes or documents.
- ‘Edit customer’: Edits the customer details.
- ‘Create purchase/sales order’: Uses the existing order to create another.
Add/Edit sales order
Description of toolbar/ribbon buttons:
The toolbar buttons allow the user to
‘Save’ the sales order;
‘Save and go to lines’;
‘Cancel’ the sales order;
Use ‘Templates’, for example, for a sales order to a Danish or German customer.
‘View’, ‘Attach’, ‘Import’ or ‘Remove’ a ‘Physical voucher’ such as a sales or deliver terms document.
Edit the ‘Layout’ of the sales order.
Description of detailed form:
‘Account’: Shows the Customer details. The ‘Contact’ will receive e-mails for this order, if set up in contacts in the customer module.
‘Orders’: Displays any further details relating to the order. An invoice number can be entered in the ‘Settlement’ line, if the order is to be settled with a particular invoice number. Enter the invoice number here. NOTE: When invoicing for projects, the user MUST select a ‘Category’ and ‘Project’ number here.
‘Invoice’: Displays the invoice details. This section governs how the sales order is to be managed when it is invoiced. Typically, orders are set to ‘Delete order after invoicing’ and ‘Delete order line invoiced in total’ so the whole order is deleted once invoiced.
However, when using Uniconta to manage subscriptions, then the invoice is NOT set to ‘Delete order after invoicing’ and NOT set to ‘Delete order line invoiced in total’.
‘Recurring’ determines how often the subscription invoice should be sent.
‘Layout group’ can be used for subscription invoice set ups. See also Layout Groups.
The reference between a purchase and sales order is saved when an order is created from another order. Such a link can also be created directly from the order list.
Order lines
Sales order lines include the information to be included on the invoice as shown below.
(Click on the screenshot to enlarge).
The screenshot above shows the number of items currently available in inventory. Subtotals can be inserted between lines. Empty lines and text lines can also be inserted. BOM’s can also be expanded and invoiced by line as shown in the screenshot below.
(Click on the screenshot to enlarge).
Use the buttons ‘Add items’ and ‘Add variants’ to quickly add items and items with variants to your sales order.
For example, if an inventory item has variants, users can now quickly create several order lines for the same inventory item with different variants. Enter the item number that has variants set up, then use the ‘Add variants’ button. A list will appear with all of the possible variant combinations for this inventory item. The user just has to enter the ’Quantity’ of each combination that they wish to sell and click on ‘Generate’ to add to the order.
EAN Number field on order lines
The ‘EAN number’ field on order lines is used for entering or scanning in an EAN number on an item. The system will then find the item using the EAN number and automatically enter the item details to the order.
If the user would like the EAN number to appear upon entering the item name (instead of the EAN number prompting the item name to appear) then the field should be added by using Layouts to select ‘Other fields’ as shown in the screenshots below.
(Click on the screenshot to enlarge.)
Set up production from the sales order lines
An item’s production can be set in motion directly from a sales order line. A link is thereby created between sales and production and when production is complete, the production price is entered as the cost price in the sales order.
Read more about using reference numbers here. English link coming soon.
Create purchase/sales order ‘Per supplier?’
When creating a purchase order from a sales order or a quotation, users can now select that this should be created ‘Per supplier’ of the inventory items that are included in the order. The supplier is listed on the item card.
Click on the ‘Create purchase/sales order’ button in the toolbar/ribbon. Under ‘Order type’, select between ‘Sales order/Purchase order/quotation’. The ‘Per supplier?’ field is only visible once the type of sales order has been selected.
(Click on the screenshot to enlarge).
Read more about the ‘Create purchase/sales order’ button here.
Contacts
If there is a contact person on the order then they will receive an e-mail if they are chosen as a contact person under customer contacts as shown in the screenshots below.
