How to Manage Sales Order
Sales order is a document made by a seller specifying the details about the product or services ordered by a customer. Along with the product and service details, sales order includes price, quantity, terms, conditions etc.
In SeeBiz Inventory, you can view and manage all of your sales orders in one place.
Sales Order Masterview
Here, you’ll be able to view all the Sales Order properties such as:
- Order Date
- Sales Order Number
- Customer Name
- Status
- Packing and Invoicing Status
- Total Amount of Sale
Pro Tip: You can sort sales orders by clicking on the above properties. Each click either sorts them in ascending or descending order indicated by the “↑” and “↓” Arrows.
Here you’ll be able to perform the following actions:
- Viewing Sales Orders
- Exporting Sales Order
- Sales Order Menu
- Filtering Sales Orders
- Sorting Sales Orders
- Creating Shipment from Sales Order
- Dropshipping a Sales Order
- Sales Orders Navigation
View Sales Order
Overview
By clicking on a sales order, a window will expand displaying all of its details.
Basic Information
This section shows the following:
- Name of the customer
- Sales order number
- Sale order status
- Order creation date
- Expected shipment date
Addresses
This section shows the following:
- Shipping address of the customer
- Billing address of the customer
Insight: In some cases, a customer’s shipping and billing addresses are the same.
Item Details
This section shows the following:
- Item name
- Warehouse(s) where the items are stored
- Number of items
- Price per piece or other measuring metric (kgs, liters etc.)
- Total amount per item (includes every piece of a particular item)
- Total amount before the end sum aka subtotal
- Percentage of discount
- Applicable tax
- Price adjustment
- Shipping cost
- Final payable amount
- Notes from the customer.
History
Click on the “History” tab to view all the past changes made to the sales order.
Packages
Click on the “Packages” tab to view all the packages created for the sales order. If there are no packages made for the order, you can click on the “+ Create Package” to make one now.
Invoices
Click on the “Invoices” tab to view all the invoices created for the sales order. If there are no invoices made for the order, you can click on the “+ Create Invoice” to make one now.
Sales Return
Click on the “Sales Return” tab to view any returns made on the sales order number.
Export Sales Orders
If you wish to make a separate back-up of your sales order record, the “Export Sales Orders” option will help you in this regard. Here’s how:
- To export your sales orders, click on the hamburger button and then go to “Export Sales Order Option”.
This popup window will appear.
Here, you can either export all of your sales orders or only some within a specific time frame.
When done, click on “Export” to download sales orders CSV file from SeeBiz Inventory.
Sales Orders Menu
From here, you can change the details about a sales order and even perform different actions on them.
Click on the ellipsis icon against a specific sales order to open a drop-down menu. You will be able to perform the following actions.
- Edit: By clicking on the “Edit” option, you can add/change different details about a sales order.
Insight: Details about a sales order cannot be changed if the order is packed.
- Clone: By clicking on the “Clone” option, you can make a duplicate/copy of the sales order.
- View in PDF: This will display the sales order details in a PDF form. Here, you can also download and print the sales order in PDF form.
- Email: By clicking on the “Email” option, you can directly email the sales order to a contact.
- Delete: By clicking on the “Delete” option, you can remove the sales order from SeeBiz Inventory.
Insight: The sales order can only be deleted if it hasn’t been packed or invoiced.
- Mark As Confirmed: This option will mark your unconfirmed sales order as confirmed.
- Mark As Void: This option will null and void the sales order.
- Dropship: To drop ship the sales order, click on the “Dropship” option. Also, click here to learn more.
- Backorder: Select this option to allow a customer to place an order for this product even if it’s temporarily out of stock.
Bulk Operations
To apply actions on multiple sales orders at the same time, use bulk operations. Here’s how.
Select the sales orders that you need to perform bulk operation on.
Now, click on the drop-down box at the top of the page and select one of the available options.
- Mark as Confirmed: All selected sales orders will get confirmed.
- Export Selected: Export all the selected sales orders.
- Delete Icon: Delete the selected sales orders. However, sales orders converted into invoices or packages can’t be deleted.
Filter Sales Orders
Your sales orders can be filtered according to following criteria:
- Show all sales orders
- Only show confirmed sales orders
- Only show closed sales orders
- Only show shipped sales orders
- Only show drop-shipped sales orders
- Only show back-ordered sales orders
- Only show the voided sales orders
- Only show invoiced sales orders
- Only show drafted orders
- Only show partially invoiced sales orders
- Only show partially packed sales orders
Sort Sales Order
You can sort your sales orders according to the following criteria:
- Order Date: Sort according to when the sales order is sent to buyers. Click on the arrow to arrange them in ascending or descending order.
- Sales Order: Sort according to the sales order number. Click on the arrow to arrange them in ascending or descending order.
- Customer Name: Sort according to the customer’s name. Click on the arrow to arrange them in ascending or descending order.
- Status: Sort according to the status of the sales orders. Click on the arrow to arrange them in ascending or descending order.
- Packing Date: Sort according to the packing date. Click on the arrow to arrange them in ascending or descending order.
- Invoice Date: Sort according to the invoicing date. Click on the arrow to arrange them in ascending or descending order.
- Amount: Sort according to the total payment amount payment. Click on the arrow to arrange them in ascending or descending order.
- Created Time: Sort according to when the sales order was created in the system.
- Last Modified Time: Sort according to the last modified sales order.
Create Shipment
You can directly create a shipment from a sales order, here’s how.
First, you need to package the item. To do this, click on the unpackaged sales order. In the new window, click on the “+Package” button at the top-right corner. Make sure all the information is correct and click on the “Save” button.
Now, click on the “Create” button and select the “Shipment” option.
Here you will need to fill out some details to finish creating a shipment.
- Package and shipment order number will be added automatically.
- Select a shipping date for the order.
- Enter the name of the shipping carrier that will deliver this order.
- If you want, you can enter a shipment tracking number.
- You can also enter any shipment charges.
- Mention any additional notes or memos if required.
- Click on the “Save” button to finish.
Dropship a Sales Order
Here’s what you need to do to dropship an order with a few clicks.
- Click on the vertical ellipsis icon against a sales order and select the “Dropship” option.
- Select the item(s) that you want to dropship and click on “Next”.
Insight: A sales order can only be deleted if it hasn’t been packed or invoiced.
- Select the vendor
- Purchase order number is automatically added
- Enter the order date
- Enter delivery date
- You can add a reference i.e. purchase order number as well.
- Select the “Yes” option to include terms and conditions. Otherwise, select “No”.
- Review the item’s account, price, tax. and/or discount
- Make any necessary adjustment to the item’s price
- Now, either click on the “Save as Draft” button to save the dropship order without finalization. Or, click the arrow to select one of the following options:
- Save and Issue: It will save the dropship order and issue it.
- Save and Send: It will save the dropship order and email it to the customer.
A dropship order will be created in the “Purchase” orders tab.
Sales Order Navigation
Seeing a lot of data on screen can become overwhelming. In order to easily navigate through these pages, SeeBiz Inventory allows you to display a limited amount of sales orders per page.
- Here you can select the amount of sales orders per page you want to view.
- You can also click on “>” or “<” icons to scroll to the sales orders on the next or previous pages.
