Sales order

Sales Order

A sales order is a record that contains the products or services ordered by a business partner (client) or customer, along with the prices, terms and conditions, and other relevant details. The sales order includes the customer’s information, such as the address, loyalty points earned, product details, delivery date, and payment information. Each sales order is assigned a unique sales order number, which allows the customer to confirm the order details, including the delivery date and payment information. New sales orders are added through a console and the Sales Orders tab. The items sold from the inventory are then shipped or delivered to the location provided by the customer. The process of creating a sales order involves locating an existing customer or creating a new one, and then establishing “bill-to” and “ship-to” addresses.

Creating a Sales Order

A sales order can be created using two methods – • From the Sales Orders tab (record level) • With the Enterprise Point of Sale tab

Creating a sales order through the Sales Orders tab:

1. Click on the Sales Orders tab as shown below.

2. Once in the Sales Orders section, you can track the sales orders already filled in and create new sales orders. 3. When filling in a new sales order, enter the following information:

• The details about the estimated delivery date and the date of fulfilment of the sales order.
• In the Information section, fill in the order name for ease of tracking. Fill in the customer details.
• Fill in the Order Details section using the price list, order type and subscription of the order, if any.
• Fill in the information about loyalty points, return details and payment details in their respective sections.
• In the Address section, customers’ pre-saved addresses can be selected in the “bill to” and “ship to” address fields.
• Fill in the order details and other instructions, then save.

4. Existing orders also have options to edit after saving. In addition, you can import records of previous to existing sales orders using the import option located at the top right-hand corner of the Sales Orders tab. In the sales order, besides the estimated delivery date, there is the fulfilled date, which shows the date on which the goods are to be delivered as indicated in the purchase orders. Additionally, you can track goods that are ready for shipping, those that have been held, and those that have been fulfilled.

Creating Sales Order Lines

Sales order lines contain details about the specific items being sold. A sales order can contain more than one sales order line. Each sales order line includes details about the quantity to be sold and the item, with a unique SOLI number. The sales order lines are found in the tab related to the sales order. To view them, click on the sales order, then select the specific sales order you want to view. The sales order is located on the Details tab. Next, click on the “Related” tab, which is located next to the “Details” section. Here, you will find the sales order line items related to the sales order. Additionally, there are invoices, purchase orders, work orders, and other features related to the sales order in that tab. The tabs also include a link that allows the user to add new items, as seen at the right end of the Sales Order Items tab.

Return Merchandise Authorisations

A customer makes a sales return by sending goods back to your business. The Sales Order Related list includes a “Return of Purchase” section, which allows the customer to return the goods if they are faulty or for any other stated reason. Additionally, the sales order contains RMA lines to process the section with information about the items to be returned. The Return Merchandise Authorization (RMA) holds the information about the returned goods.

Fields to note:

Organization Section
Field	Description
Organisation	It defines the name of the organisation/Account
Organisation Business Unit	It defines the Business Unit name of the Account/Organisation
Redeem Voucher Amount	Redeem Voucher Amount Describes the amount that can be redeemed using the voucher
Customer Purchase Order Reference	When a sales order is converted into a purchase order, this field is auto-populated with a unique number
Amount Paid	Describes the amount paid by the customer for a sales order
Authorized	Inventory, Purchase Order and Work Order can be created only if a sales order is authorized
Ready For Shipment	Indicates whether the sales order is ready for shipping
Number of Fulfilled Items	Indicates the fulfilled number of items from the sales order
Total Number of Items	Indicates the total number of items in the sales order
Estimated Delivery Date	Provides the estimated delivery date of the sales order
Fulfilled Date	Provides the fulfillment date of the sales order
RMA Lines to Process	Details the RMA line items
Information Section
Order Name	Describes the unique sales order number
Code	Auto-generated code for each record
Channel	Describes the name of the sale point
Stage	Gives the sales order’s current stage
Status	Gives the status of the sales order
Customer Profile	Describes the profile of the customer
Barcode	Gives the Barcode of the Sales order
Contact	Describes the contact name for the customer
Customer	Describes the name of the customer
Is Invoice Sent	This is checked if the invoice for the sales order is sent
Is Back Order	Indicates whether the sales order is a backorder
Order Details Section
Total Vat	Describes the sum of VAT on selected sales order line items
Total Other Tax	Describes the sum of taxes on selected sales order line items
Sub Totals	Describes the sum of the selected sales order line items
Amount	Describes the total amount of the sales order, including VAT, taxes and discounts
Total Discounts	Describes the sum of the discount amount on selected sales order line items
Price List	Gives the price list of the products/items being added
Total Tax Amount	Describes the sum of taxes, including VAT and other taxes on selected sales order line items
Order Type	Gives the profile type of the sales order
Total Due	Describes the amount due on the sales order
Subscription	Indicates whether the sales order is being subscribed
Return and Loyalty Details Section
Loyalty Points	Describes the number of loyalty points earned by the customer
Loyalty Amount	Describes the equivalent amount
Customer Id	Describes the unique customer ID
Payment Details section
Payments Status	Gives the payment status
Sales Order Amount	Defines the complete sales order amount
Payment Method	Indicates the types of payments which can be used
Payment Mode	Mode used for the payment
Due Amount	The total amount which must be paid
Address Details section
Bill-To Address	Describes the address to which the customer is billed
Ship-To Address	Describes the address that will be used for shipment
Order Dates Section
Book Date	The date when the sales order is booked
Request Date	The date when the sales order is requested
Order Date	The date when the sales order is created
Special Instructions	Instructions for the sales order, if any
Hold Status	Status for the sales order being held

Creating the sales order from the Enterprise Point of Sale Tab:

The orders created through Enterprise Point of Sale are for situations when a customer walks into a store/outlet, orders a product, pays for it, and takes the product home or opts for the available shipment options. Upon confirming the sales order, the sales invoice is created automatically. Each sales order has a unique number to enable simple tracking. The order console, where the sales orders are processed, is as shown below. It is referred to as Enterprise Point of Sale (EPOS) in Axolt ERP.

1. Click on the Enterprise Point of Sale tab, as shown below.

2 .Under the Customer Details section, select the Account Name, and the other details auto-populate, such as the Email, Phone, Customer ID, Bill To, and Ship To address of the contact. Type the first few characters of the customer name in the Account Name field to browse for a valid customer name. While browsing, you may scroll down or use the arrow keys to highlight the correct customer name. Select the customer to retrieve the customer’s contact information and billing/shipping addresses. For example, if you get an order from Scott Bill and type “Sco,” the system displays a lookup of customers in the system whose names begin with “Sco.” This brings you closer to finding Scott Bill in the system, as shown below.

3. If you cannot locate the customer name in the lookup, you can enter a new customer without exiting the POS page or switching to other windows. Simply click on the Account tab located on the right-hand side of the screen. On the Account tab, you will be prompted to add:

• Customer
• Address
• Contact

You will be able to add a new customer, both the “Bill To” and “Ship To” addresses, and a new contact for the new or existing customer. Based on the selection made, the relevant screens will appear to add information. To return to the new orders, click on the Sales Orders tab on the right-hand panel after saving your new customer.

 

4. Once the customer name is entered, the contact details, such as contact name, email address, phone number, account ID, customer profile, and address details, are retrieved automatically. You may select the retrieved “Bill To” address or select a different “Bill To” address if one or more “Bill To” addresses are saved for the selected customer. This change will apply to this order only and not to the customer account.

5. A single “Bill To” address/a single customer may have several “Ship To” addresses. Select the “Ship To” address from the available picklist for the selected customer. The “Ship To” address describes the location where the order is to be shipped. If the “Ship To” address required for the order has not been saved in the customer account, click on the Accounts tab to create new address information. This will take you to the “Add New Address” screen, where a “Ship To” address can be recorded. Clicking on the Sales Orders tab will bring you back to the screen where new orders can be recorded.

6.Under the Order Details section, the Order Start Date, Status, and Sales Order Profile are auto-populated.

7.If you want to select an existing sales order, click on the order lookup and select the sales order.

8.If you are creating a new sales order, a new sales order number is generated after adding the product line items and saving the order.

Adding product line items from EPOS

1. 1.To add products, click on the “Add New +” button.

   2.In the “Add New Products” pop-up, select the product and click the “Find” button, or type the name of the product to find it.

   3.From the list of products, select the checkboxes for the desired products. Enter the quantity and select the discount plan, then click the “Add” button. The selected products will now appear in the product line item section, as shown below.

   

4.To save the sales order with the selected product line items, click the “Save” button. This will generate a unique sales order number.

5. Product line items can be edited or deleted and every product can have comments added by using the action buttons next to the product line item code.

View/ Edit Sales Orders of the existing customers:

After the order is entered, a customer will be able to inquire about or update the order. For example, if the order was entered on August 15th and not closed, the customer can return and inquire about or update the order at any time in the future. The customer can either remove products or add a few more products to the sales order. The process to view/edit a sales order is discussed below.

1.Select the customer name from the Account Lookup and retrieve the customer details.

 

2.On the Sales Orders tab, located on the right-hand side of the screen, enter the unique sales order number in the “Sales Order Lookup” field.

 

3.For example, say you get an order from Scott Bill, and he would like to update sales order number 00135. You enter 001, and the system displays a lookup of sales orders in the system beginning with 001. This brings you closer to finding sales order number 00135 in the system.

 

4.The system displays the details of the selected sales order. You may add products to the Product Line Item section.

5. To add products, click on the “Add New +” button.

6. In the “Add New Products” pop-up, select the product family and click the “Find” button or type the name of the product to find it.

7. From the list of products, select the checkboxes of the desired products, enter the quantity, select the discount plan, and click the “Add” button. The selected products will now appear in the Product Line Item section.

Explanation of Fields in the Product Line Item Section:

Code:
Every product is assigned a unique number in the system, and the same is displayed in the product line item section when a product is selected. It can be a system-generated code or a company-specified product code.

Product:

This displays the product name in the product line item section. The products displayed in the “Add New Product” pop-up are shown only if the stock is available in your company’s inventory.

Quantity:

This displays the quantity of a particular product purchased and the price of the product, depending on the quantity purchased.

Base Price, Discount, VAT, Tax, Total Price:

This displays the price of the product assigned to the customer’s profile. The discount is the reduction of a certain percentage from the base price allowed to the customer for the purchased product. The discount may or may not be applicable to every product.

VAT and tax are additions of a certain percentage to the base price for the purchased product. The total price is the amount of the product displayed after calculating the discount and taxes. It is the final price the customer pays for the product purchased.

For example, a product is sold for $100 and has overall taxes of about 14% (i.e., VAT = 7% and Tax = 7%) along with a 10% discount on it. The total price is calculated using the following formula:

Total Price = ((Base Price * Quantity) – Discount Amount) + (VAT + Other Tax Amount)

Invoices and Payments:

The Invoices tab in ERP Mark 7 is used to manage customer invoices that contain order information about purchased products. Users can view or send the invoice via email to the client. The tab also allows users to generate an invoice document as a PDF.

An invoice is created in two ways:

• From the Sales Orders tab (record level)
• From the Enterprise Point of Sale tab

Creating an invoice through the Sales Orders tab:

• Create the sales order as described in “Creating a sales order through the Sales Orders tab.”
• From the related tab, find “Invoices” and click the “New” button.
• Select the “Sales” record type and click the “Next” button.
• Enter the organization details, the purchase order number, the sales order number, and the amount details under the Organization Details section.
• If the invoice needs to be reflected in the organization’s finance, select the “Posted” checkbox and enter the posted date.
• Fill in the Information section with details like the tax receipt number, customer account, and active checkbox, then click “Save” to create an invoice record.

 

Creating an invoice through the Enterprise Point of Sale tab:

• Create the sales order as described in “Creating the sales order from the Point of Sale Tab.”
• When the sales order is saved from the EPOS tab, an invoice record is automatically created with complete amount details of the purchased products.
• Click the “View/Send Invoice” button to view the invoice template. The console provides an option to send the invoice as an attachment to the customer’s email address.

When you sell a product/service, the order is created through order processing. The order processing functionality allows for the entry of payments, which can be made via the following payment methods:

• Cash
• Bank/Cheque
• Credit Card/Debit Card
• Loyalty

The system can accept partial payments and has the ability to record multiple payments for each sales order.

When the customer places a sales order, the system typically creates an invoice, which can be sent to the customer’s email ID.

Making a Payment

Payments can be made using one of two methods:

• From the Sales Order tab (record level)
• From the Enterprise Point of Sale tab.

Creating payments through Sales Order Tab:

• Open the Sales Order record for which the payment must be made. On the related tab, scroll down and select “Payments.” Click on the “New” button.
• From the New Payment Record Type pop-up, select “Cash Payment” and click the “Next” button.

• From the New Payment Record Type pop-up, select “Cash Payments” and click the “Next” button.

• Fill in the organization and sales order details under the Organization Details section. Fill in the payment details under the Information section. Click the “Save” button to create a payment record for the selected sales order.

When the payment is made for the selected sales order, the status of the sales order is changed to either paid, underpaid, or overpaid based on the amount entered in the payment record.

Loyalty – If a customer is a regular customer of the organization, they would have received loyalty points for every purchase made. Each loyalty point can be assigned a currency value, and the customer can use these loyalty points to make a payment.

Credit/Debit – A customer can use credit/debit cards to make a payment by swiping the card at the time of sale. If they are a returning customer and wish to save the card details for future use, they can do so.

Payments from Point of Sale tab:

In a scenario where a customer walks into the store/outlet and makes a payment for the sales order, the POS page helps the user complete the sales order and payment process without having to navigate to different setups.

• Create the sales order from the POS tab (as described in “Create Sales Order through POS”).
• Navigate to the Payments tab and click on any of the payment options. Payments can be made using the following four methods:
• Credit/Debit
• Bank/Cheque
• Cash
• Loyalty

Credit/Debit

• To make the payment through a Credit/Debit card, click on the “Payments” tab and then click on the “Credit/Debit” button located on the right side of the screen.
• Enter the card details in the Card Information section and click the “Pay Now” button to complete the payment process for the sales order.

Bank/Cheque

• To make the payment through Bank/Cheque, click on the “Payments” tab and then click on the “Bank/Cheque” button located on the right side of the screen.
• Enter the bank name and reference cheque number in the Bank Information section. Click the “Pay Now” button to complete the payment process for the sales order.

Cash 

• To make the payment through Cash, click on the “Payments” tab and then click on the “Cash” button located on the right side of the screen.
• Enter the amount to be paid and click the “Pay Now” button to complete the payment process for the sales order.

Loyalty

Regular customers earn loyalty points as a reward for their regular purchases with the organization. They can use these points for payments. Loyalty points can be assigned a currency value. For example, 1 loyalty point = 1 pound or as per the organization’s decision.

• To make the payment through Loyalty, click on the “Payments” tab and then click on the “Loyalty” payment option located on the right side of the screen.
• The system will automatically reduce the amount to be paid by the equivalent loyalty points.
• The customer can pay the remaining amount with any of the other payment options.

Apply Credits

• To make the payment through Credit points, navigate to the “Payments tab” in ePoS and click on the “Apply Credits” button.

• To make the payment through Credit points, navigate to the “Payments” tab in ePoS and click on the “Apply Credits” button.
• The system will automatically fetch the Invoice Amount, Total Due, and Available Credit. Enter the “Redeem Credit” amount and click the “Pay Now” button.
• You will see that a Credit-type payment record has been created.