Overview

In iVendNext, Sales Orders are a critical part of the sales process, serving as a binding contract between you and your customer. Once a Sales Order is submitted, it’s not the end of the road—there are several actions you can take to manage and modify the order as needed. Whether you need to amend quantities, close an order, or handle partial deliveries, iVendNext provides robust tools to manage Sales Orders after submission. This article provides a step-by-step guide to managing Sales Orders after they have been submitted, ensuring smooth order fulfillment and customer satisfaction.

You can update Rate and Qty in a Submitted Sales Order, by clicking on the Update Items button. 

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1. Overview of Sales Order Management After Submission

Once a Sales Order is submitted, it moves from the Draft stage to the Submitted stage, where it becomes a binding document. However, there are several scenarios where you may need to manage or modify the order after submission:

• Amending Quantities or Rates: The customer may request changes to the quantity or price of items.

• Partial Deliveries: Only part of the order may be delivered, with the rest pending.

• Closing Orders: The customer may cancel part of the order, requiring you to close it.

• Reopening Orders: A closed order may need to be reopened for further transactions.

iVendNext provides flexible tools to handle these scenarios efficiently.

2. Amending Sales Orders After Submission

After a Sales Order is submitted, you can still make changes to the quantity or rate of items, depending on the order’s status. Here’s how:

2.1 Updating Quantities

• Scenario: The customer requests a change in the quantity of items ordered.

• Steps:

1. Open the submitted Sales Order.

2. Click on the Update Items button.

3. A dialog box will appear, allowing you to modify the quantity of items.

4. Save the changes.

Note: You can only update quantities for items that have not been delivered or have partial delivery. If the entire order has been delivered, you cannot update the quantities.

2.2 Updating Rates

• Scenario: The customer negotiates a new rate for the items.

• Steps:

1. Open the submitted Sales Order.

2. Click on the Update Items button.

3. Modify the rate of the items in the dialog box.

4. Save the changes.

Note: You can only update rates for items that have not been invoiced or have partial invoicing. If the entire order has been invoiced, you cannot update the rates.

3. Handling Partial Deliveries

In some cases, you may only be able to deliver part of the order due to stock shortages or other reasons. iVendNext allows you to handle partial deliveries efficiently.

3.1 Creating a Partial Delivery Note

• Scenario: Only part of the order is delivered, and the rest is pending.

• Steps:

1. Open the submitted Sales Order.

2. Click on Create > Delivery Note.

3. In the Delivery Note, specify the quantity of items being delivered.

4. Submit the Delivery Note.

3.2 Invoicing for Partial Deliveries

• After creating a partial Delivery Note, you can generate a Sales Invoice for the delivered items.

• The remaining items will still reflect as Pending to Deliver in the Sales Order.

4. Closing and Reopening Sales Orders

There are scenarios where you may need to close a Sales Order, such as when the customer cancels part of the order. iVendNext allows you to close and reopen Sales Orders as needed.

4.1 Closing a Sales Order

• Scenario: The customer no longer needs the remaining items in the order.

• Steps:

1. Open the submitted Sales Order.

2. Click on the Close option under the Status dropdown.

3. The Sales Order will be marked as Closed, and no further transactions (e.g., Delivery Notes or Invoices) can be created against it.

Note: Closing a Sales Order will remove the pending quantities from reports like Pending to Deliver and Pending to Invoice.

4.2 Reopening a Sales Order

• Scenario: The customer requests the remaining items after the order was closed.

• Steps:

1. Open the closed Sales Order.

2. Click on the Reopen option under the Status dropdown.

3. The Sales Order will be reopened, and you can create further transactions (e.g., Delivery Notes or Invoices) against it.

5. Stopping a Sales Order

In some cases, you may need to temporarily stop a Sales Order to prevent further transactions (e.g., Delivery Notes or Invoices) from being created against it.

5.1 Stopping a Sales Order

• Scenario: The customer requests a hold on the order due to budget constraints or other reasons.

• Steps:

1. Open the submitted Sales Order.

2. Click on the Stop option under the Status dropdown.

3. The Sales Order will be marked as Stopped, and no further transactions can be created against it until it is unstopped.

5.2 Unstopping a Sales Order

• Scenario: The customer is ready to proceed with the order.

• Steps:

1. Open the stopped Sales Order.

2. Click on the Unstop option under the Status dropdown.

3. The Sales Order will be reactivated, and you can create further transactions against it.

6. Key Features for Managing Sales Orders After Submission

6.1 Update Items

• Allows you to modify quantities and rates for items that have not been fully delivered or invoiced.

6.2 Partial Deliveries

• Enables you to create Delivery Notes and Invoices for partially delivered orders.

6.3 Close/Reopen Orders

• Provides flexibility to close or reopen Sales Orders as needed.

6.4 Stop/Unstop Orders

• Allows you to temporarily stop a Sales Order to prevent further transactions.

7. Best Practices for Managing Sales Orders After Submission

1. Communicate with Customers: Keep customers informed about any changes to their orders, such as quantity adjustments or partial deliveries.

2. Monitor Pending Quantities: Regularly check the Pending to Deliver and Pending to Invoice reports to ensure timely fulfillment.

3. Use Update Items Wisely: Only update quantities and rates when necessary, and ensure that the changes are reflected in the customer’s invoice.

4. Leverage Reporting: Use iVendNext’s reporting features to track the status of Sales Orders and identify any issues in the fulfillment process.

8. Conclusion

Managing Sales Orders after submission is a critical part of the sales process, ensuring that orders are fulfilled accurately and efficiently. With iVendNext’s robust tools for amending quantities, handling partial deliveries, and closing or reopening orders, you can manage your Sales Orders with ease and flexibility.

By following the steps outlined in this article, you can ensure smooth order fulfillment, improve customer satisfaction, and maintain accurate records of your sales transactions. Whether you are a small business or a large enterprise, iVendNext’s Sales Order management features are designed to support your business every step of the way.