Understanding Sales Order

A Sales order is a document created by the seller to define the product specifications and services ordered by the customer. It confirms and records the sale of goods and/or services ordered for the company. The process of booking a quotation and converting it into a contract is the same for all the categories of quotations. These categories of quotations include Sales, Rental, Unit, and MPS.

Settings

Navigate to Settings > Sales.

Check all the boxes under Sales Order Preference and Sales Order Form Builder tabs.

In case you are an approver, check the required boxes under the Sales Order Approval Preferences tab as well.

Click on Update.

Permissions

Navigate to Settings > User Roles.

Select the employee you want to give Sales Order Permissions to and scroll to the right.

Select Edit option from the Action dropdown menu.

Go to the Permissions tab.

Enable the checkboxes Create Sales Order Ticket and Manage Sales Order Edit.

Click on Save.

Process of Sales Order

Creation of Quotation >> Conversion of Quotation to Contract >> Booking of Sales Order.

A quotation, once prepared, is sent to the Customer, who in turn will Accept or Reject it.

If rejected, then it comes under the category of Rejected Quotations. 

When a Sales, MPS, Rental or Unit Quotation for a company’s own equipment is booked,  it gets converted to a Sales Order.

Whereas when the quotation for Visit, AMC, ASP, and MPS is created and the equipment belonging to the client is booked, a Sales order will not be created. This will then be converted into a Contract with a resulting change in the process.

Creating a Sales Order by Changing the Status

Navigate to Left Menu > CRM Sales > Sales Order

Scroll to the far right of the page and look for the Status field.

Click on Book. Click Yes on the pop-up.

If “Yes” is selected, the quotation will be moved to the quotation Accepted page. The quotations that are accepted and not contracted are shown on the Quotations Accepted page.

This will be converted into a contract in the following steps:

Scroll to the Action button on the far right of the page, or right click on the name and select Convert to Contract. 

All the particulars added to the proposal will be shown in the contract. Fill out the required details.

The create to order form will appear. 

Add the product and branch details where necessary. 

Click on Add.

The sales Contract Form is generated, which can be mailed to the customer when required.

Creating Sales Order from Scratch

Navigate to Left Menu > CRM Sales > Sales Order.

Click on the plus button from the right hand side.

Fill in all the required fields and click on Save.

Order Register

An Order Register is a table that contains all booked Sales Orders. It shows the varying stages of all the sales orders after booking them. This assists the company in staying on track and moving forward in the sales process.

When a sales order register is accessed, it only shows the current month’s orders by default, unless another month’s orders are selected to be shown.

The path to the Order Register is : CRM Sales > Sales Order.

When the Sales Order is clicked, a drop down menu with all of the below mentioned options.

Sales Order 

This shows a list of all booked sales orders in their respective stages after booking. All the fields in the register will be pre-filled with all the particulars of the order.

Sales Order (Pending)

The order that needs to be executed after its booking.

The processing of a pending order is done in the following steps:

Navigate to the left menu> CRM Sales > Sales Orders. 

Click on Sales Order and select Sales Order (Pending).

Fill in the Serial no./Qty field according to what is shown in the Is Without field.

Go to the checkbox near the No column and click on it.

Click on the down arrow key below the check box.

Click on Delete, if multiple orders need to be deleted at one time.

Click on Connect Challan if a challan needs to be connected to the order.

Click on the challan number connected to the order and click Save.

Click on Action if the order needs to be canceled. Then click yes.

Sales Order (Completed)

Now the order will be shifted from the Sales Order (Pending) tab to the Sales Order (Completed) category in the ERP. 

Sales Order (Drafted)

A Draft is created as a note of what is to be sent to the customer before it is actually recorded in the order. This is done in case there are multiple line items/product serial numbers for a single order. The method for creating a Draft order is:

Navigate to the left menu> CRM Sales > Sales Orders.

Click on Sales Order > Sales Order (Pending).

Enter the Serial Number of the product.

Click Draft.

Go to Sales Order > Sales Order (Drafted) and click on Save.

A challan will be created for the order automatically, and the order will now be shown under Sales Order (Completed).

Pending Parts Order

This section contains all the orders related to request spare parts approved in the service ticket  that are still not approved.

Pending Toner Order

This section contains all the orders related to toner requests that are still not approved.It is applicable for MPS Request Toner tickets.

Notes:

•  If the button under ‘Action’ is clicked, then the deleted orders will be shown under Canceled orders. This is done in the event that the order is booked incorrectly for any reason.

• The Delivery Due Date will be displayed by default as 24 hours from the date of booking the order, unless the user changes it by selecting a date from the calendar.

• Once the serial number of the product is entered in the ‘Is Without’ field, a challan is created automatically. The stock mentioned will be sent for delivery, and the order will be executed. 

• If the customer makes the challan manually, then the Connect Challan button will be clicked to link the customer’s challan to the order.
• Edit Order Features: The user can edit the sales order, by opening the Sales order and editing it by clicking on the pen icon on the extreme top right corner. They can edit the branch and product details there.