Sales Order Processing – Complete Walkthrough
Step 1: To create sales orders, go to ‘Orders’ menu and click ‘Sales Order’ submenu.
Step 2: Click the ‘Place Order’ button at the top right corner of the webpage.
Step 3: A new window with various fields will appear.
In the ‘Select Customer’ field, select the customer for whom the order is going to be placed by choosing the name from the dropdown list.
Once you’ve chosen the customer name, you can notice the email, phone number, ‘Bill To’, ‘Ship To’, ‘Tax Type’, ‘Order Event’ and ‘Warehouse’ details getting updated automatically.
Note: You can edit a few of the automatically updated information like ‘Warehouse’, ‘Order Event’ etc
You can specify the ‘Order Date’ and proceed to the next part of the form which is ‘Order Items’
In the ‘Order Items’ part, you can enter the product for which you want to place the order by keying in its name or its SKU.
In the ‘Quantity’ section, mention the quantity of the product. Once done, the default price, discount percentage, discount amount, tax and the total bill amount will updated automatically.
Step 4: If needed, you can change any of these details after which you can proceed with adding another item in the order using the ‘+ Add Another Item’ button.
Step 5: The ‘+ Add Custom Item’ can be used if there are any additional charges like shipping, handling or gift wrapping etc.,
Step 6: The ‘Message to Customer’ can be used to send messages to customer about the order or it could be anything else.
Step 7: Click ‘Place Order’ button. Now an automatic email will be triggered to the customer, user and administrator. This mail can also be sent manually using the ‘Email Order’ icon near edit order icon.
Step 8: The orders can be printed and previewed using the ‘Print Order’ and ‘Preview Sales Order’ icons, respectively.
Step 9: The download option will be available in the preview window of an order. Once you preview an order, a download icon will appear at the top right of the preview from where you can download the order in ‘.pdf’ format.
Step 10: Sales orders can be cloned using the ‘Clone Order’ icon. Clone order can be used under scenarios where you need the exact list of products in the same quantities like that of a previously placed order.
Note: The order details of the newly created order (clone) will be the same but the ‘Order ID’ will be different. This will help in preventing duplication of orders. You can also add new product or edit quantities.
Step 11: The ‘Preview Picklist’ icon can be used by the picking team of a warehouse to know the bin location of a product.
Once the orders are placed, they will be in ‘Pending’ status by default. The next immediate step to process orders is to finalize the order. Only then you’ll be able to proceed with shipment and invoicing stages.
Step 12: To update an order status, click the ‘Order ID’ of the order for which you want to updates the status.
Step 13: In the ‘Order ID’ section, you can click the ‘Finalized’ button next to the ‘Clone Order’ icon.
Note: You can delete or edit a sales order, only before finalizing it. Once a sales order is finalized, you can turn it only into ‘Void’ status instead of deleting it. Void means that the order is cancelled and the stock levels of products in the order will be updated in the inventory.
Note: Partial shipments are created to ship (process) an order in parts based for business owner’s convenience. Partial shipment can be created only for finalized orders.
Step 14: To create partial shipment for an order, select the order by clicking on its ‘Order ID’.
Step 15: You can locate the ‘Shipment’ section in the right bottom corner of the webpage.
Under the ‘Shipment’ section, you’ll have ‘Shipment All’ and ‘Create a Partial Shipment’ links.
Note: Clicking on ‘Shipment All’ will initiate shipment for all products placed in a order.
Step 16: Click the ‘Create a Partial Shipment’ link.
Step 17: In the ‘Shipment Items’ section the products you have ordered will be listed.
Step 18: Now, click the product for which you want to create a partial shipment.
Step 19: Under the ‘Quantity’ column, three sub-columns ‘Ship’, ‘Remaining’ and ‘Ordered’ will be shown.
You can specify the quantity of a product to be shipped in the first shipment by specifying it in the ‘Shipped’ field.
For instance if you have ordered for 3 mobile phones, you can specify 2 mobile phones to be shipped in the first shipment. So, the ‘Remaining’ field will now show 1 stating that 1 more mobile phone is left to be delivered.
Once the ‘Ship’ field is updated, the quantity in the ‘Remaining’ field will be automatically updated.
Likewise, you can mention the quantity of every product to be shipped in the first shipment by specifying it in the respective ‘Ship’ fields.
Step 20: You can see a input text field ‘Message to Customer’ in which you can add messages that you need to convey to deliver to your customers.
A new input text field, ‘Delivery Notes’ will be available at the bottom of the page in which you can add notes regarding the shipment.
Once done, click ‘Save’.
Now your first partial shipment for the order will be successfully created. The Shipment ID will appear below the ‘Shipment’ section.
Step 21: Adjacent to the Shipment ID, there will be a ‘Ship’ icon denoted by a tick mark which when clicked, initiates the shipment.
The inverted triangle next to the ship icon provides options like ‘Edit’ (editing the partial shipment created), ‘Email’ (email the partial shipment to customers, user, admin), ‘Print’ (print the partial shipment).
Below that, ‘+ Manual’ button and ‘>> Remaining’ button will be placed.
The ‘+ Manual’ button can be used to manually create the next partial shipment.
The ‘>> Remaining’ button is used to create shipment for the remaining products in the order.
When you click the ‘>> Remaining’ button, a new shipment will be created for the remaining products and the Shipment ID will be displayed below the first partial shipment ID.
Step 22: To create an invoice for an order, click its ‘Order ID’
Step 23: You can find the ‘Invoice’ section at the right side of the webpage that appears.
Step 24: Click the ‘Invoice All’ link to create invoice for all the products in the order.
Step 25: Once done, the newly generated invoice will be shown with the Invoice ID.
Step 26: You can now ‘Edit’, ‘Pay’ ‘Email’, ‘Print’ or ‘Preview’ the invoice by clicking on the inverted triangle icon.
Note: The ‘Pay’ option is used make payments for the invoice. Click the pay option and you’ll be directed to a window. You can pay in full or partially to the invoice. Every ‘Invoice’ and ‘Shipment’ can be emailed to selected recipients.
You can edit an invoice by clicking on its ‘Invoice ID’.
Step 27: To create a partial invoice, select the order by clicking its ‘Order ID’.
Step 28: You can find the ‘Invoice’ section at the right side of the webpage that appears.
Step 29: Click the ‘Create Partial Invoice’ link.
Step 30: In the ‘Invoice Items’ section, select the product for which you want to create a partial invoice by clicking the checkbox towards the left.
Step 31: Select the Invoice column and enter the quantity. You’ll be able to find the ‘Remaining’ column getting updated automatically.
Step 32: Now, click ‘Save’.
Step 33: The newly created partial invoice will appear along with the Invoice ID under the ‘Invoice’ section.
The ‘Manual’ button will let you create more partial invoices. The ‘Remaining’ button can be used to create an invoice for all the remaining products in the order.