Sales Orders

The Sales Orders tab helps you record and monitor orders that you have received from your Customers.

Creating a New Sales Order

To create a new sales order, click on the New Sales Order button.

Understanding Sales Orders Columns

The Sales Orders tab presents several columns, each serving an important purpose:

• Date: Indicates when the customer received the sales order.

• Reference: Displays the reference number assigned to the sales order.

• Customer: Displays the name of the customer who placed the order.

• Sales Quote: Displays the reference number of an approved customer quote. Only use this if you are working with the Sales Quotes tab.

• Description: Provides a brief description of the sales order.

• Order Amount: Displays the total amount of the sales order.

• Invoice Amount: Shows the total from all Sales Invoices linked to a single order. Typically, you'll link one invoice to one order, but if you invoice customers in stages, multiple invoices might be linked to one order. This ensures the combined invoices match the order value.

• Invoice Status: Displays one of these statuses:

  • Invoiced: the order has been fully invoiced.
  • Partially Invoiced: the order is partly invoiced, with additional invoicing expected.
  • Uninvoiced: the order has not yet been invoiced.
  • Not Applicable: appears only if the Order Amount equals zero.

Customizing Sales Order Columns

You can personalize your sales orders view by selecting the columns you want to display. Click on the Edit columns button to select your preferred columns.

For more instructions on how to edit columns, refer to: Edit columns.

Monitoring Sales Order Status

To easily track if all your sales orders have been invoiced accurately:

1. Click Edit columns.
2. Enable the Invoice Amount and Invoice Status columns.

When selling inventory items (via the Inventory Items tab), you can also activate columns such as:

• Qty to deliver
• Delivery Status

An order is considered closed when:

• Invoice Status is set to "Invoiced," and
• Delivery Status is marked as "Delivered."

Remember, the sales order status does not indicate if payment has been made—that function belongs to tracking in the Sales Invoices tab. The main goal of tracking sales orders is to ensure your orders have been invoiced and delivered accurately.

Advanced Queries

You can utilize Advanced Queries to filter, sort, and group sales orders on your Sales Orders screen. For example, you could quickly display only sales orders that still have pending customer deliveries.

To learn more, refer to: Advanced Queries.