Sales and purchase orders

Quotations, sales orders, purchase orders and requests for quotation are the same document at different stages, and each one converts into the next in a click.

• Sales orders and purchase orders, sales quotations and requests for quotation.
• Turn a quotation into an order, and an order into an invoice, carrying the lines, prices and discounts across.
• Turn a sales order into a purchase order for the parts you have to buy in.
• Part-ship and part-invoice an order; the balance stays open.
• Ship-to addresses per order, with shipping point, ship via and waybill.
• Required-by dates per line, so you can see what is late.
• Combine several orders into one invoice, or generate invoices for a batch of orders.
• On-order and committed quantities feed straight into the stock figures.
• Print or email the order, quotation, packing list, pick list or work order from your own templates.
• Orders taken by the web storefront arrive on the same report as the ones keyed by hand.

Where to find it Order Entry › Sales Order  ·  Order Entry › Purchase Order  ·  Quotations › Quotation  ·  Quotations › RFQ  ·  Order Entry › Reports  ·  Logistics › Merchandise

From quotation to invoice

The four documents share one screen. Each has a button that turns it into the next stage, carrying the lines, prices and discounts across, and the original is closed automatically.

1. Start with a Quotation (or an RFQ on the buying side): customer, valid-until date, lines. Print or email it.
2. When the customer accepts, open the quotation and press Sales Order. The order number is assigned and the quotation closes.
3. On the order, set the Required by date and any shipping details. The order now reserves stock: its quantities show as committed on the parts.
4. Ship what is available — the Ship column per line — and press Sales Invoice (or use AR › Generate for a batch). Part-shipped orders stay open for the balance.
5. For parts you have to buy in, press Purchase Order on the sales order to raise one to the vendor for the same lines.

Shipping and receiving

1. Logistics › Merchandise › Ship lists open sales orders; open one, enter the quantity shipped per line and the warehouse it left, and post.
2. Receive does the same for purchase orders: what arrived, into which warehouse. Stock moves on receipt; the vendor invoice is matched to it later.
3. A pick list can be printed for the warehouse and a packing list for the box, both from the order’s document selector.

Order reports

1. Order Entry › Reports and Quotations › Reports use the same report builder as everything else: filter, tick columns, Continue.
2. Tick Closed as well as Open to see history; Backorder adds a column for what is still to ship.

Rules worth knowing

1. Stock moves when you ship or receive, not when you order. Shipping through Logistics › Ship updates on-hand at once; receivables and payables only move when the invoice is raised.
2. An invoice raised from an order cannot have its quantities changed or parts added — this keeps the invoice and the order in step. Services can still be added to it.
3. Invoicing a partly shipped order closes that order and opens a new one with the same number holding the remaining quantities and a new date.
4. Pressing Sales Invoice on an unshipped order ships it in full and invoices it in one go; use Ship first when only part of it went out.
5. Tick the box beside the Description heading and press Update to expand every line to a full block with serial number, delivery date, project and notes.
6. Type % in a part number field and press Update to get a pick list of everything; a partial number narrows it.

More screens