Overview

Sales Orders are the backbone of any business’s sales process. They serve as a binding contract between you and your customer, ensuring that the right products are delivered at the right time and price. In iVendNext, creating and managing Sales Orders is a seamless process that integrates with inventory, accounting, and customer management modules. 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.

2. Create a New Sales Order:

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

• Select the Customer from the dropdown list.

3. Set Delivery Date:

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

4. 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.

5. 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.

6. 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.

6. Best Practices for Managing Sales Orders

1. Regularly Update Order Status: Keep the status of your Sales Orders updated to ensure accurate tracking of deliveries and payments.

2. Monitor Pending Quantities: Regularly check pending quantities to avoid delays in delivery or invoicing.

3. Use Drop Shipping for Efficient Fulfillment: If you don’t stock certain items, use the Drop Shipping feature to streamline the fulfillment process.

4. Leverage Reports and Analytics: Use the reporting features to analyze sales performance and identify areas for improvement.

7. Conclusion

Creating and managing Sales Orders in iVendNext is a seamless process that integrates with other modules like inventory, accounting, and customer management. By following the steps outlined in this article, you can efficiently create, track, and manage your Sales Orders, ensuring timely delivery and accurate invoicing.

Whether you are a small business or a large enterprise, iVendNext’s Sales Order management features are designed to streamline your sales process and improve overall efficiency. With advanced features like Drop Shipping, UOM management, and comprehensive reporting, you can take your sales operations to the next level.