Overview

This article outlines the steps to create, manage, and optimize sales orders in iVendNext.

1. What is a Sales Order?

A Sales Order (SO) is a document that confirms a customer’s request to purchase products or services. It serves as a formal agreement between the seller and the buyer, detailing the items ordered, quantities, prices, and delivery terms. In iVendNext, sales orders are essential for tracking customer requests, managing inventory, and ensuring timely order fulfillment.

Why are Sales Orders Important?

• Order Accuracy: Sales orders ensure that the correct products and quantities are delivered to the customer.

• Inventory Management: They help in tracking stock levels and reserving inventory for specific orders.

• Customer Satisfaction: Timely and accurate order processing leads to happier customers.

• Financial Tracking: Sales orders are the first step in the revenue recognition process, helping businesses track sales and revenue.

2. Creating a Sales Order in iVendNext

Creating a sales order in iVendNext is a straightforward process. Follow these steps to create a new sales order:

Step 1: Navigate to the Sales Order Module

• Log in to your iVendNext account and go to the Sales Order module. This is where you can create, view, and manage all sales orders.

Step 2: Create a New Sales Order

• Click on the New Sales Order button to start creating a new order.

• Fill in the necessary details, such as:

• Customer Name: Select the customer from your customer list or add a new customer if needed.

• Delivery Date: Specify the date by which the order should be delivered.

• Payment Terms: Define the payment terms, such as due date or advance payment requirements.

Step 3: Add Items to the Sales Order

• In the Items section, add the products or services that the customer has ordered.

• Item Code: Enter the item code or select it from the dropdown list.

• Quantity: Specify the quantity of each item ordered.

• Rate: Enter the price per unit of the item.

• Amount: The total amount for each item will be calculated automatically based on the quantity and rate.

Step 4: Review and Submit the Sales Order

• Once all items have been added, review the sales order to ensure accuracy.

• Click on the Save button to save the order as a draft or Submit to finalize the order.

3. Managing Sales Orders

After creating a sales order, you may need to manage it throughout its lifecycle. iVendNext provides several tools to help you manage sales orders effectively.

3.1. Editing a Sales Order

• If you need to make changes to a sales order, open the order from the Sales Order List.

• Make the necessary changes, such as updating quantities, adding new items, or modifying delivery dates.

• Click Save to update the order.

Note: Once a sales order is submitted, some fields may be locked for editing. You may need to cancel the order and create a new one if significant changes are required.

3.2. Tracking Sales Order Status

• iVendNext allows you to track the status of each sales order, from Draft to Submitted, Delivered, and Invoiced.

• Use the Sales Order List to view the status of all orders and filter them based on their current stage.

3.3. Reserving Stock for Sales Orders

• To ensure that the items in the sales order are available for delivery, you can reserve stock directly from the sales order.

• Click on Stock Reservation and select Reserve to allocate the required quantity of stock to the order.

4. Automating Sales Order Processes

iVendNext offers several automation features to streamline the sales order process, saving time and reducing errors.

4.1. Auto-Reserve Stock on Purchase

• Enable the Auto Reserve Stock for Sales Order on Purchase feature in Stock Settings.

• When a purchase order is received, the system will automatically reserve stock for any linked sales orders.

4.2. Email Notifications

• Set up email notifications to automatically inform customers when their sales order is created, shipped, or delivered.

• This helps in keeping customers informed and reduces the need for manual follow-ups.

5. Best Practices for Managing Sales Orders

To ensure smooth and efficient sales order management, consider the following best practices:

• Regularly Update Customer Information: Ensure that customer details, such as contact information and payment terms, are up to date.

• Monitor Stock Levels: Regularly check inventory levels to avoid stockouts and ensure timely order fulfillment.

• Use Automation Features: Leverage iVendNext’s automation features, such as auto-reserve stock and email notifications, to streamline processes.

6. Troubleshooting Common Sales Order Issues

Here’s a quick look at some common issues you might run into.

Issue 1: Incorrect Item Quantities

• Solution: Double-check the quantities entered in the sales order before submitting it. If the order has already been submitted, consider canceling it and creating a new one with the correct quantities.

Issue 2: Stockouts

• Solution: Regularly monitor stock levels and enable Auto Reserve Stock to ensure that inventory is allocated for sales orders.

Issue 3: Delayed Deliveries

• Solution: Use the Delivery Date field to set realistic delivery expectations and communicate with customers if delays occur.