Sales Orders

Source: This article refers to Sales Orders


In a Nutshell

The Sales Order module is used to track sales orders from start to finish. This module is a powerful tool for sales teams that operate an Enterprise Resource Planner (ERP) system in the backend and use a review process to review and approve sales orders.

A Closer Look

The module is organized by status. From the main screen, users can view sales order records by the following statuses:

Status Description
Draft This status is for sales orders that have not yet been marked as “Ready,” where there project will be tracked.
Ready This status is for sales orders that are ready for review.
Process This status is for sales orders that are currently in the process of being reviewed.
Approved This status is for sales orders that have been approved and can now be completed.
Closed This status is for sales orders that have been completed.

When a Sales Order record is selected, it will include the following information:

Field Description
Status The current status of the sales order quote.
Business Partner The Business Partner (customer) receiving the sales order.
Contact The customer point of contact.
Bill to Address The billing address associated with the form of payment.
Ship to Address If different from the billing address, the address to which the sales order is shipped.
Payment Term The terms of payment.
Payment Type The type of payment used to complete the sales order (bank transfer, credit card, etc.)
Shipping Type The type of shipping service used to send the sales order to the Business Partner (customer).
Delivery Date The anticipated date of delivery.
Sales Person The sales person (employee) responsible for submitting the sales order.
Price List The predefined price list associated with the sales order (this information is generally managed and created using an Enterprise Resource Planner (ERP) system like SAP Business One.
Items The items included in the sales order quote.

Additionally, the application will display the Total Amount Net, Total Amount Gross, and Total Amount Currency figures for each sales order.


How do I use it?

Create a New Sales Order

Users can create a new sales order by selecting the “Create New Sales Order” option from the module home screen.

Users will then be prompted to enter the following information:

Field Description
Mark as Ready Checkbox. By selecting this checkbox, this record will be marked as ready for completion.
Business Partner Dropdown. The prospective customer.
Contact Dropdown. The prospective customer contact person.
Payment Term The terms of payment.
Payment Type The type of payment used to complete the sales order (bank transfer, credit card, etc.)
Shipping Type The type of shipping service used to send the sales order to the Business Partner (customer).
Delivery Date The anticipated date of delivery.
Reference Number A shipping or sales order reference number.
Sales Person The sales person (employee) responsible for submitting the sales order.
Notes If applicable, any notes associated with the sales order.
User-defined Fields For users operating an Enterprise Resource Planner (ERP) system in the background, additional fields may be present.
Attention: For iOS there is a configuration called Show conflicts where UDF values are null in Mobile app but not null in Cloud. By default the configuration is not active and will not allow visibility of all null data conflicts for UDFs (empty value of UDFs only on mobile side) that occur when syncing mobile app data to the Cloud, and direct Field Service mobile users to the conflict screen. By activating it, UDFs that have a null value on the Field Service mobile platform and not an empty value on Cloud will be displayed as conflicts.

Available Actions

Users can complete the following actions for a Sales Order record:

Available Action Description
Duplicate By selecting, users can create a duplicate order, or modify the duplicate as needed.
Create Activity By selecting this option, users can create a new activity using the information contained in the Sales Order record, such as Business Partner, contact, status, etc.
Create Checklist By selecting this option, users can assign a checklist template to the Sales Order record.
Create Effort By selecting this option, users can input working time information associated with an Sales Order.
Create Expense By selecting this option, users can add an expense to the Sales Order record.
Create Material By selecting this option, users can add materials to the Sales Order.
Create Mileage By selecting this option, users can input travel and mileage information associated with the Sales Order record.
Create Service Call By selecting, the application will redirect to the Create Service Call screen where users can enter information such as Subject, Order Reference, Priorty, etc.
Reports If there are reports associated with the Sales Order, the application will redirect to the relevant report.

Applying Discounts

Discounts can be applied to one or more items from the Sales Order screen by completing the following:

  1. Navigate to the Sales Order tab.
  2. Open a Sales Order draft or create a new Sales Order.
  3. Click the Edit option from the Sales Order record, and click on Items.
  4. Select one or more items from the Items list.
  5. Click on Discount. The application will now display a new dialog.
  6. Enter a discount value in the the dialog (example: 25 = 25%).
  7. The discount will be applied to the items selected in the sales order.
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