Support Portal

We will walk through:

•         the creation of a Sales Order (SO)
•         adding lines to an SO
•         confirming the SO
•         confirming lines in an SO

Along the way, we’ll explore some of the options, and explain what they do.

To create a Sales Order (SO), click ‘Sales Order’ from the dashboard or in the sidebar, under ‘Customers’.

Next, click ‘New Sales Order’ in the top right corner of the Sales Order list.

You will be presented with an input to search for the customer. If the SO is for a new customer, then you can add a new customer from here too. When you have found and selected the correct customer click ‘Continue’.

You will now see the initial setup for the SO. Here you can input all relevant details. Highlighted are a few of them:

1. VAT Group

This is the VAT group for this SO. This will be used in conjunction with each items’ VAT type to determine the VAT rate. (see Settings Settings Taxes)

2. Picking

This allows you to set how the picking should be performed for this order. This is used if the items in the SO are not available in the warehouse, and defines whether, in that case, the item can be switched for something similar.

3. Preferred Carrier

Select the Preferred Carrier for this SO. This is used for shipping, but this won’t necessarily be the carrier that is used, it is simply the preferred carrier.

4. Customer Reference

You can input a reference for use of the customer. This allows the customer to know what the order is, based on their own references.

5. Dispatch

This setting defines how the order should be dispatched. Either as one shipment when every item is ready, or split, sent out as the items become available.

6. Delivery Due

This is the date by which the Shipment must be delivered.

7. Address

The address will be auto filled from the customer, if an address is saved for that customer. If multiple addresses are saved for the customer, then the default address will be used, but you can select from the dropdown to use a different address for this SO.

After you have input the relevant information, click ‘Create SO’ in the top right corner. You will now be taken to the SO Detail page. You will notice several areas on this page. But first let’s take a look at the Action bar.

The action bar shows the status (Unconfirmed in this case), a settings button, and the button to Edit the SO. Once we have added some lines to this SO we will be able to confirm it here as well. The settings dropdown, accessible by clicking the white-on-red gear, contains some more SO actions. These actions change with the status of the SO.

Next let’s see the SO Details area:

The outer highlighted area is the SO Details area. Inside you can see the SO Details Actions.

• Create Part

This dialog allows you to create a new product from here, and add it to the SO.

• Add Part

Use this to individually add already existing Parts to the SO. A dialog will show:

1. Brand Filter

Use this to limit your search results to a specific brand

2. Pricelist

Choose which Pricelist to draw product prices from (Default is customer pricelist)

3. Part

Type to search for a pre-existing Part from the database

4. Customer Reference

Add a customer reference here, to allow the customer to identify the product using their own references

• Paste Batch

Use this when you want to add items in bulk, from Excel or an Email. Simply paste the Item ID’s in.

The identifier must be a valid Identifier for an item already in the database. This can be the SKU, EAN or any unique info that identifies the item.

‘Overwrite current’ will take the items that you pasted and overwrite the equivalent items, with the same identifier, already in the SO.

You can enter an identifier and quantity in the same column. Eg. "Peasx4", where "Peas" is the SKU, the system will understand the "x4" as the quantity if you leave the quantity column blank

Default quantity is 1

• Select Batch

Use this to search for and select multiple products easily

1. Type into the search box and press search.

2. Pricelist

Specify which pricelist to draw item prices from. (Default is customer pricelist)

3. Filter by Inventory

Selecting the warehouse sets where the inventory values should be drawn from. You can then add Min and Max for inventory values as well

Pressing SO Tools shows some more filter options:

1.    Previously ordered

  Set the number of months to check, it should return all items purchased by the customer in that time period

2.    Hide already in doc

  This will prevent you from seeing and adding items that are already in the SO. (Ticked by Default)

Click search and you will see the search results

Once you have found your results, you fill in the quantity wanted, and set the price, for all the lines that you need. The price is initially set to the pricelist selected. Click Continue, to add all the items at once