Sales Orders

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General

A sales order is a list of goods ordered by a customer. The Sales Order module allows you to create, modify, and view sales orders.

List View

Filters

Sales orders may be sorted on Number, Customer, Salesperson, Status, Customer PO Number, Total, Scheduled Fulfillment, Created By and Progress by clicking the filter heading. You may filter for sales orders that match specific criteria by typing a value in the text field or selecting an option from the drop-down list. Clicking the Clear Filters button will clear your search. Any filters that are applied in list view will carry over to the List Navigator in the detail view.

Advanced Search

Click the magnifying glass in the upper left corner of the column header bar to open the Advanced Search feature. This allows you to search for sales order records based on more specific information, including the following:

Standard Fields
  • Sales Order Number, Customer, Customer Number, Fulfillment Site, Fulfillment Date (lines), Issue Date, Part Name, Part Number, Customer Part Number, Carrier, Status, and Customer PO Number.
Address Fields
  • Billing and Shipping Address Attention, Address 1 and 2, City, State/Province, Residential, Postal Cost, and Country.
Order-Level Custom Fields
  • These may be managed in the Settings menu. Click here for more information about custom fields.
Line-Level Custom Fields
  • These may be managed in the Settings menu. Click here for more information about custom fields.
Bulk Actions

Certain actions may be applied to multiple sales order records at once, including:

To apply bulk actions, simply mark the check-boxes for the appropriate sales orders, and select the action from the drop-down menu in the upper left corner. Any orders which do not meet the requirements for the action will be flagged with a triangle alert icon.

Quick Action
  • Issue Sales Order - Once the sales order is ready to be processed, you will need to change the status to issued. Issuing a sales order queues line items to be picked.
  • Unissue Sales Order - This action disables items in a sales order for picking and allows edits to take place.
  • Clone Sales Order - Creates a new sales order with the same information as the selected sales order. Only the sales order number and time stamp will differ. If there are items on the order which have since been archived, the order may not be cloned.
  • Delete Sales Order - Remove the sales order record from the list view and archive the record in LOCATE. This action cannot be undone from the list view.

Clicking on a specific sales order number record takes you to the detail view for that sales order.

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Sales Order Detail View

The sales order number will be the main sub-tab. Here, you may view the customer, buyer contact (for Company type customers), salesperson, important dates, and line items associated with the sales order. To edit this information, you will need to navigate to the Details sub-tab. The badge at the top right of the module navigation bar will indicate the sales order status. See the Order Statuses page for more information on how statuses are used to manage sales orders.

Order Type
  • Sales orders may either be Standard or Drop Ship types. The Drop Ship type order allows users with shipping services to populate the shipping label with the Shipping Attention field rather than the Customer Name on the sales order.
Customer
  • The customer name will be hyperlinked and default email and phone information will be listed beneath the customer name if available.
Buyer Contact (Company type customers only)
  • The buyer contact name will be hyperlinked and default email and phone information will be listed beneath the buyer contact name.
Shipping Address
  • The destination address is listed here, along with a hover over icon to indicate the type of address (Residential or Commercial).
Salesperson
  • The salesperson name will be hyperlinked. If a salesperson is associated to a customer, the salesperson will auto-populate on the order when the customer is entered.
Dates
  • Created Date - Refers to when the sales order was generated and saved.
  • Issued Date - This will populate when the sales order is issued.
  • Completed Date - This will populate once an order has been completed.
  • Scheduled Fulfillment Date- The date that the whole order is scheduled to be completed will appear here.
  • These dates cannot be modified.
Line Items
  • View the line type, part number, part name, alias part, scheduled fulfillment, expected delivery, site, quantity, price, MSRP and line total for each line item.
  • For more information on line items, continue here.
  • Below the line items, you may also view the order total, including taxes and any discounts.

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Module Navigation Bar

Details

View and edit all order information for the sales order, including the order number. Click Edit Details to make changes.

  • Customer - The customer name will be hyperlinked for quick access to the customer profile page.
  • Salesperson - The name of the salesperson will be listed here.
  • Priority - The priority is for internal reference only. Users may choose between Low, Below Normal, Normal, Above Normal and High priority.
  • First Ship Date - The oldest shipping date associated to the order will be displayed here. Note that there could be multiple ship dates if the order was partially shipped.
  • Converted From - If a sales order was generated from a quote, you will see the corresponding quote number hyperlinked here.
  • FOB Point - The order FOB point will be displayed here. For more information about managing FOB points, continue here.
  • Invoice Grouping Method - This selection determines which set of invoices this order should be billed with. The invoice method determines the frequency at which invoices should be issued. For example, the By Customer method sends out all invoices for the customer for the month.
  • Payment Terms - Displays when payment for the order is due.
  • Pre-Payment Amount - Here you may specify an amount of money owed prior to fulfillment of the order. Upon issuance of the sales order, an invoice will be generated and sent to QuickBooks, which then must be paid in QuickBooks prior to releasing the inventory for picking.
  • Shipping Terms - Here you may specify the length of time the order will take to ship. This will be synced with any shipping service integrations you may be using.
  • Fulfillment Plan - In the event of unavailable inventory, this selection determines whether the order may be shipped partially (Fast As Possible) or as a single shipment once all of the items are available.
  • Pass Through Shipping - This feature allows you to pass along shipping costs from an order to the customer on their invoice. LOCATE will sum the shipping cost for each carton from the order and add a shipping line onto the associated invoice prior to issuance. If you have an active shipping service integration with LOCATE, the shipping costs will be calculated and applied to the cartons for you. Alternatively, you may manually input the carton shipping costs and continue to use this feature. Pass Through Shipping may be used in addition to adding standard shipping type line items on a sales order, if you so choose.
    • Prerequisites: A default shipping part must be selected in the Shipping Settings, and you must flag "Yes" on the Details sub-tab prior to issuance of each sales order.
  • Carrier or Carrier Service Level - The name of the carrier will be displayed here. For more information about managing carriers and service levels, continue here.


  • Order Type - Sales orders may be either Standard orders, or Drop Ship type orders. The Drop Ship type will populate the shipping label in a connected shipping integration with the Shipping Attention field, rather than the Customer Name on the sales order.
  • Memo - The order memo may be edited at any time, even after it has been issued.
  • Customer PO - The Customer PO Number may be edited after the order has been issued, and it will update on the associated invoice.
  • Scheduled Fulfillment Date - This is the estimated date the order will be fulfilled.
  • Expected Delivery Date - This is the date the order is expected to be delivered.
  • Allow Saturday Delivery - If you are using a shipping integration, you may specify allowance of Saturday Delivery.


  • Shipping Address and Billing Address - The address box at the bottom of the page shows the billing and shipping addresses for the order. You may modify the addresses by clicking the Edit Addresses button.

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Notes

View and edit notes pertaining to the sales order.

  • Notes are for internal use only and will not be displayed on order documents.
  • Entered notes may be filtered or sorted.
  • You may also modify a specific note by clicking the Edit or Delete button.
Enter a New Note
  1. Type the note in the text box with "Start typing a new note..." prompt.
  2. Click Save Note.
  • There is no character limit, however special formatting is not supported.

Use the memo field on the Details sub-tab for special instructions that you would like to be visible to the customer.

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Docs

This sub-tab allows you to upload and download any pertinent documents you wish to associate with a sales order. For example, a PDF copy of the original purchase order for reference. See our Documents page for instructions on how to upload and download documents in LOCATE.

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Operations

Any operations records linked to the current order will be displayed in this sub-tab. This will include picks, packs, shipments, pickups, and invoices. Associated tracking numbers will be displayed here and hyperlinked to the external shipping website, such as FedEx or UPS.

  • While a record cannot be created from this page, they are hyperlinked for quick access to that specific record in the appropriate module.

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Payments

  • Enter and view payments on a sales order through this sub-tab.
  • You may also modify a specific payment by clicking the Edit or Delete button.
  • To configure payment types, see the Settings page.
  • For more information about recording and taking payment in LOCATE, continue here.

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Notifications

This sub-tab allows you to manage the notification settings for a specific sales order record.

  • For more information about notifications in LOCATE, continue here.

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Reports

Any reports associated to the Sales Orders Module will appear in this sub-tab.

  • For more information on associating reports, continue here.

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Custom

Any custom fields pertaining to a sales order will reside in this tab. If a custom field is required, it will be necessary to fill out when creating a sales order.

  • To learn more about custom fields, continue here.

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Actions

  • Clone Sales Order - Creates a new sales order with the same information as the selected sales order. Only the sales order number and timestamp will differ. Note that if you clone an order with a discount it will be recalculated if the discount amount has been changed since the original order.
  • Create Purchase Order - Allows you to quickly create a purchase order associated with the item(s) needed by a sales order.
  • Pick Sales Order - Creates pick and redirects page to Picking module.
  • Issue Sales Order - Once the sales order is ready for processing, you will need to issue the sales order. Issuing a sales order activates line items to be picked.
  • Reserve All Lines - Allows you to make a soft allocation with expiration date on available inventory.
  • Unissue Sales Order - This action prevents items on a sales order from being eligible for picking and allows edits to take place.
  • Audit - View the history of modifications made to the sales order record, including the user who made the modification and when.
  • Send Email - Quickly send an email to a customer regarding the sales order or other information, without leaving the screen you are working on.
  • Auto Complete - Generates and fulfills a pick, pack, and shipment for all sale items on the order. They will be left at the pickup stage for the user to fulfill. Items without inventory will not be auto-completed.
  • Delete Sales Order - Removes the sales order from the list view and archives the record in LOCATE. This action cannot be undone in the list view.
  • Void Sales Order - This action will void all line items on the sales order, making them ineligible for processing. Note that any associated picks, packs, or shipments must be voided or deleted as well.

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Create Sales Order

Sales orders may be created from the Sales Order module or Customer module. Sales orders may also be created by winning a quote.

From Sales Orders Module

  1. Open the Sales module category and select Sales Orders
  2. Click New Sales Order.
  3. Complete the following fields:
    • Customer - Enter the name of the customer and select the customer from the drop down list once it appears.
      • If the customer name does not appear, you will need to create a new customer. This may be quickly done by clicking the plus symbol to the left of the text box. For more information on creating customer accounts, click here.
    • Customer PO Number - Enter the customer's purchase order number. This field is subject to a 40 character limit, and may be edited after the sales order has been issued.
    • Buyer Contact - Enter the name of the contact and select the contact from the drop down list once it appears. The buyer contact must be a contact associated with the customer, and only one contact may be associated with an order. Once selected, the contact name will be copied to the shipping and billing attention field.
      • If the contact name does not appear, you will need to add the contact to the customer account. This may be quickly done by clicking the plus symbol to the left of the text box. For more information on adding contacts to customer accounts, click here.
    • Address -The default billing and shipping addresses will automatically populate once the customer has been selected. Clicking into the address field will bring up a list of additional addresses associated with the customer, if you prefer to use one.
      • If the address is not associated with the account, information may be manually entered and saved to the customer for future use. See the Addresses page for more information on how to enter an address.
    • Salesperson - If a salesperson is linked to a customer, this field will already be populated. If another salesperson is needed, enter their name and select the desired salesperson from the drop down list.
    • Carrier - If the customer has a default carrier associated to their account, this field will automatically populate when the customer is selected. You may manually enter a different carrier, if desired.
      • If the carrier does not appear in the drop-down list, you will need to add the carrier.
    • Carrier Service Level - If the customer has a default carrier service level associated to their account, this field will automatically populate when the customer is selected. You may manually enter a different service level, if desired.
    • Scheduled Fulfillment date - Enter the date that this order is scheduled to be fulfilled, or select the date from the popup calendar.
    • Expected Delivery Date - Enter the date that this order is estimated to be delivered to the customer, or select the date from the popup calendar.
    • Payment Terms - If the customer has a payment term associated to their account, this field will automatically populate when the customer is selected. You may manually enter another payment method, if desired.
    • Shipping Terms - If the customer has a default shipping term associated to their account, this field will automatically populate when the customer is selected. You may manually enter another shipping term, if desired.
  4. Click Save.

Now you have created a sales order in the unissued status. Next:

  1. Add the line items that the customer would like to purchase.
    • Quick Add - Enter and select the site, part number, and quantity. Verify the listed pricing, and click Add.
      • You may choose to Auto Determine the site based on your priority site fulfillment settings. For more information about managing site fulfillment, click here.
    • + Line - Use the Add Line wizard to find the item based on the part type, description, part group, site or attribute set.
    • + Shipping - Use the Add Shipping wizard to include shipping parts on the quote.
    • Discounts - For instructions on how to add a discount, click here.
    • Visit the Line Items page for a full tutorial on how to add, view, and edit line items.
  2. Edit details, add notes, upload documents, view related records, apply payments, run reports or add custom fields as desired.

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From Customers Module

If you are in the Customers module, you may create a sales order from the list view or from the Orders sub-tab on the customer profile page. The sales order will automatically be linked to the customer account you were viewing when creating the sales order.

List View
  1. Use the header filters or search fields to find the customer.
  2. Click Quick Action next to the customer account.
  3. Select Create Sales Order.
    • You will be redirected to the quote creation page of the Quotes module. The customer name and any default information will already be filled in.
Orders Sub-Tab
  1. Navigate to the customer account.
  2. Click onto the Orders sub-tab.
  3. Click New Sales Order.

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Issue/Unissue Sales Order

Issue Sales Order

Once a sales order is ready to be processed, it will need to be issued. Issuing a sales order prevents adding additional items or editing order details. Items on the order are sent to the Picking Module to be pulled from their various locations.

Sales orders may be issued from the Sales Order module and the Customers module.

Sales Order Module
  1. Navigate to the sales order list view.
  2. Use the header sorting or filters to find the order to be issued.
  3. You may either:
    • Click Quick Action, and select Issue Sales Order. OR,
    • Click the order number, click the Actions menu, and select Issue Sales Order.

For more information on address validation when issuing sales orders, continue here.

Customers Module
  1. Navigate to the customers module.
  2. Use the header sorting or filters to find the customer associated with the sales order.
  3. Click the customer name.
  4. Click onto the Orders sub-tab.
  5. Use the header sorting or filters to find the sales order you would like to issue.
  6. Click Action on the sales order line.
  7. Select Issue Sales Order.

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Unissue Sales Order

If changes need to be made to a sales order, it will need to be unissued. If the pick that resulted from the issuance of the sales order remains in the Not Started status, it will be deleted when the sales order is unissued. Parts which are configurable or need to be built will also create a build-type pick. If the build type pick is also Not Started, it will be deleted when the sales order is unissued.

  1. Navigate to Sales Order module and find sales order to be unissued.
    • Use filters and sort headers to search for sales order.
  2. You may either:
    • Click Quick Action, and select Unissue Sales Order. OR,
    • Click the order number, click the Actions menu, and select Unissue Sales Order.

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Merge Sales Order

Sales orders may be merged into a single order if they meet the following requirements:

  1. Standard type sales order.
  2. The customer must be the same for all orders being merged.
  3. Order status must be Unissued.
  4. Order may not be Deleted.

To Merge Orders

  1. Navigate to the list view in the Sales Orders Module.
  2. Use the header filters and sorting to find the orders you would like to merge.
  3. Mark the check-boxes next to each order.
  4. Open the multi-select drop-down menu in the upper left corner and select Merge Sales Orders.
  5. In the pop-up window, select the order which should be parent (or primary) order.
    • The parent order dictates the order number and details after the merge.
  6. Click Merge.

You will be redirected to the detail view of the parent sales order.

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Clone Sales Order

Cloning a sales order maps the details of the original sales order to a new sales order. The new sales order will have a different sales order number, time stamp, and no associated documents. A sales order in any status may be cloned, and an unissued sales order will be created. This feature is helpful for customers who have fairly consistent orders.

  1. Navigate to the Sales Order module.
  2. Use the header sorting and filters to find the order to be cloned.
  3. You may either:
    • Click Quick Action, and select Clone Sales Order. OR,
    • Click the order number, click the Actions menu, and select Clone Sales Order.
  4. You will be prompted to select whether not to preserve the notes or the pricing from the original order.
  5. Click Clone.

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Reserve All Lines

Reserving line items makes a soft allocation to the part quantity available for sale. An expiration is required, and once the date is reached, the soft allocation is deleted and releases the items back to the available for sale status. Note: this action is for all line items on the order. If you wish to reserve a specific line item, please see the Line Items page.

  1. Navigate to the Sales Order Module.
  2. Use the header sorting and filters to find the sales order to be reserved.
  3. Click the sales order number.
  4. Click Actions, and select Reserve All Lines.
  5. Enter the date that the reservation is to expire, or select it from the calendar pop-up.
  6. Click Save And Close.

On the order, each line item will now have an "R" icon to indicate that the line item is reserved. Hover over the icon to see the quantity, name of the user and expiration date.

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Delete Sales Order

Sales orders may be deleted from the list view under the Quick Action Menu, or:

  1. Navigate to the sales order you would like to delete.
  2. Click Actions, and select Delete Sales Order.
  3. When prompted, click Yes.

Sales orders that have been issued may not be deleted.

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