Creating and Managing Sales Orders

Creating and Managing Sales Orders

Overview

This article provides a step-by-step guide to creating, managing, and tracking Sales Orders in iVendNext, along with tips for effective order management.




1. What is a Sales Order?

A Sales Order (SO) is a confirmation of an order from your customer. It includes details such as the items ordered, quantities, prices, delivery dates, and payment terms. Once a customer confirms a quotation, it can be converted into a Sales Order, which then serves as the basis for delivery and invoicing.


Key Components of a Sales Order

  • Customer Details: Name, contact information, and billing address.

  • Item Details: Products or services ordered, along with quantities and rates.

  • Delivery Information: Delivery date and shipping address.

  • Payment Terms: Terms of payment, such as advance payment or payment upon delivery.



2. Creating a Sales Order in iVendNext

Creating a Sales Order in iVendNext is a straightforward process. Follow these steps to create your first Sales Order:


2.1 Prerequisites

Before creating a Sales Order, ensure that the following are set up:


  • Customer: The customer for whom the order is being created must be added to the system.

  • Items: The products or services being ordered must be available in the item master with proper pricing and stock details.

  • Price Lists: If you use different price lists for different customers or regions, ensure they are set up.


2.2 Step-by-Step Guide to Creating a Sales Order

  1. Navigate to Sales Orders:


  • Go to Home > Selling.

  • Click on the Sales Order shortcut to access the Sales Order list.


  1. Create a New Sales Order:


  • Click on the New button to create a new Sales Order.

  • Select the Customer from the dropdown list.


  1. Set Delivery Date:


  • Specify the Delivery Date for the order. This date will apply to all items in the order unless specified otherwise.


  1. Add Items:


  • In the Items Table, enter the items and quantities to be delivered.

  • The Rate field will be auto-populated if item prices are predefined. You can manually override the rate if needed.


  1. Configure Additional Details:


  • Order Type: Choose between Sales, Maintenance, or Online Shopping Cart.

  • Customer’s Purchase Order: Enter the customer’s purchase order number or other reference details.


  1. Save and Submit:


  • Click Save to save the Sales Order as a draft.

  • Once all details are confirmed, click Submit to finalize the Sales Order.



3. Managing Sales Orders

Once a Sales Order is created, you can manage it efficiently using iVendNext’s robust features. Here’s how:


3.1 Tracking Sales Orders

  • Status Tracking: Track the status of your Sales Orders (e.g., Draft, Submitted, Delivered, Invoiced).

  • Pending Quantities: Monitor pending quantities to be delivered or invoiced.


3.2 Amending Sales Orders

  • Update Items: After submission, you can update the quantity or rate of items using the Update Items button.

    • Note: You cannot update items that have already been delivered or invoiced.

  • Close/Reopen Orders: You can close a Sales Order to prevent further transactions or reopen it if needed.


3.3 Creating Related Documents

From a submitted Sales Order, you can create the following documents:


  • Delivery Note: To record the shipment of goods.

  • Sales Invoice: To bill the customer for the delivered items.

  • Material Request: To request restocking of items if they are out of stock.



4. Key Sections of a Sales Order

When creating or managing a Sales Order, you will encounter several important sections:


4.1 Details Section

  • Customer Information: Name, contact details, and billing address.

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

  • Order Type: Specify whether it’s a standard Sales Order, Maintenance Order, or from an online Shopping Cart.


4.2 Terms Section

  • Payment Terms: Define the terms of payment, such as advance payment or payment upon delivery.

  • Shipping Rules: Set the cost of shipping based on distance or other factors.


4.3 More Info Section

  • Campaign: Link the Sales Order to a specific sales campaign.

  • Source: Specify the source of the order, such as a lead, campaign, or existing customer.

  • Project: Link the Sales Order to a specific project for better tracking.



5. Advanced Features in Sales Orders

5.1 Drop Shipping

  • If you don’t stock the items yourself, you can enable Drop Shipping for specific items.

  • The supplier will ship the items directly to the customer, and you can track the delivery from the Sales Order itself.


5.2 Selling in Different Units of Measure (UOM)

  • You can sell items in different units of measure (e.g., selling pens in boxes instead of individual units).

  • The system will automatically convert the quantities based on the UOM conversion factor.


5.3 Taxes and Discounts

  • Apply taxes and discounts at the item level or the order level.

  • Use predefined tax templates or add taxes manually.



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