Transactions: New Sales Order
Updated
by Tyler MacDonald
Sales Orders are essentially the blueprint of a transaction between a business and its customers. They serve as the official confirmation of a customer's purchase request, outlining key details such as customer information, ordered items, quantities, pricing, delivery instructions, and any specific terms or conditions. These documents mark the starting point for the fulfillment process, guiding subsequent actions such as invoicing and shipping. In the intricate web of commerce, Sales Orders play a vital role, providing a structured framework for smooth and efficient transactions.
Lets create a new Sales Order
- From the green + icon select new Sales Order
- Fill in the initial details, and select "Save & Add First Line Item"
- To include line items on your Sales Order, simply click on "+ Add New Line Item." Then, choose the product you want, fill in the necessary information, and click "Save." It's as easy as that!.
- Click the Action button on the right of a line item to edit, copy or delete the item
- Hover over the "T" to quickly display the taxes
- Click "Add Description For Customer" to add a description
- Expand "Additional Info" to Add Internal Notes,Production, Design, Install, Shipping Details and Tracking
- Click "Save Additional Info" when complete
Add assets by selecting "+ Add New Asset" from your line item
Download the Work Order
To Download the Work Order as a PDF select "Download WO PDF" from the top of the Sales Order
Emailing the Sales Order
- To email the Sales Order as a PDF select "Email PDF" from the top of the Sales Order
- You'll be prompted to enter the email details on the following screen. Enter in the Customer, Staff, Email Template, Format, Subject, Message and click "Send"
- You will find the email that was sent, by clicking on the "Emails" tab
Additional Features of the Sales Order Interface
Lets explore some of the additional feature of the Sales Order interface
Adding Tasks to your Sales Order
- Select "Tasks" and "+ Add New Task"
- Enter in the Task Details, Title, Description, Assignee, Due Date, Type, Start At, End At, Remind Before, Time Unit
You can "Choose Other Users to Create this Task For", by selecting additional assignee's - When complete select "Save Task"
Adding Assets to your Sales Order
- Select "Assets" and "+ Add New Asset"
- Drag and Drop or select your asset and select "Save Asset"
- You will see your Asset saved to the Sales Order. Take notice of the options available to you from the asset. These are Download Asset, Calculate Print Size, Edit Asset, and Delete Asset
Adding Notes to your Sales Order
- Select "Notes" and "+ Add New New Note"The power of notes lies in their capacity to mention a single user or others within your shopVOX system effortlessly by using the "@" symbol and selecting the individual(s) you want to notify with the note.
- Once you've filled in the note details and clicked "Save Note," an alert will be sent to all individuals included in the note.
- You can see the Note alert from the Alert Bell icon
Clicking on the Alert located on the Alert Bell icon, will take the user directly to the screen the note originated from
Understanding Profitability: Viewing Margin on Sales Order's
Viewing the margin on a sales order is crucial for businesses as it provides valuable insights into the profitability of each transaction. By analyzing the margin, individuals or organizations can gauge the difference between the selling price of a product or service and the associated costs, including production, labor, and overhead. This information allows for informed decision-making regarding pricing strategies, resource allocation, and overall business performance evaluation. Understanding the margin on sales orders enables businesses to identify areas for optimization, negotiate better deals with suppliers, and ensure sustainable profitability in the long run.
- From the top of the Sales Order, select "Show All Information"
- Continue scrolling until you locate the segment labelled "Financial Details".
Explore Additional Options on the Sales Order Screen
At the top of the Sales Order interface, you'll find the prominent Blue Action button offering a variety of choices to select from.
Item | Description |
Record Payment | The process of logging and documenting a received payment against an invoice or a sales order in a financial system, indicating the settlement of a debt or obligation. |
To Invoice | The action of converting an estimate or a quote into an official invoice, typically indicating the intention to charge a customer for goods or services provided. |
Create Purchase Order | The act of generating an official document specifying the details of goods or services to be purchased from a vendor, including quantities, prices, and delivery terms. |
Create Need Purchasing | The initiation of a request or requirement for procurement, indicating the necessity to purchase certain items or materials to fulfill operational needs. |
Create Copy | The process of duplicating an existing record to create a new instance with identical or modified information, often used for efficiency or archival purposes. |
Print Box Labels - PDF | Producing physical labels or tags containing information about packaged items, typically used for identification, tracking, and logistical purposes. |
Mark Fulfilled | The action of indicating that an order or request has been completed or fulfilled. |
Sales Commissions | Monetary compensation paid to sales representatives or agents based on the value or volume of sales they generate, serving as an incentive for achieving sales targets. |
Apply Discount Code | The process of applying a predetermined reduction in the price of goods or services by entering a specific code or identifier, typically used to encourage purchases or reward customers. |
Attach to Project | Associating a document, task, or transaction with a specific project or job, facilitating organization, tracking, and management of project-related activities. |
Show Inventory | Displaying information about available stock or inventory levels, including quantities on hand, locations, and status, enabling effective inventory management and decision-making. ( Available only with the Inventory Add-On ) |
Packing Slip - PDF | A document accompanying a shipment that itemizes the contents of the package, typically including product names, quantities, and descriptions, provided in PDF format for printing or digital distribution. |
Partial Packing Slip - PDF | Similar to a packing slip but specifically detailing only a portion of the items included in a shipment, often used when fulfilling orders in multiple shipments or stages. |
Sales Order - PDF | A document summarizing a customer's order, including item details, quantities, prices, and shipping information, presented in PDF format for record-keeping, distribution, or printing. |
Work Order - PDF | A document outlining specific tasks, instructions, and requirements for completing a job or project, provided in PDF format for reference, execution, and tracking. |
Down payment Invoice - PDF | An invoice issued to a customer requesting payment for a partial amount of a total order or project cost, typically issued in advance of the completion of goods or services. |
Invoice - PDF | A formal document sent to a customer requesting payment for goods or services rendered, detailing the transaction's terms, quantities, prices, and payment instructions, provided in PDF format for record-keeping and distribution. |
Bill of Materials - PDF | A comprehensive list of components, parts, and materials required to manufacture a product or complete a project, presented in PDF format for reference, procurement, and production planning. |
Pick List - PDF | A document specifying the items to be picked from inventory to fulfill an order, typically including item codes, descriptions, and quantities, provided in PDF format for warehouse operations and order fulfillment. |
Void | The action of cancelling or nullifying a transaction, document, or process, typically used to reverse an action or correct errors in a controlled and auditable manner. |
Sales Orders serve as the foundational blueprint for transactions between businesses and customers, encompassing crucial details such as customer information, ordered items, and pricing. They initiate the fulfillment process and guide subsequent actions like invoicing and shipping. Additionally, understanding the margin on sales orders provides invaluable insights into transaction profitability, aiding businesses in pricing strategies and resource allocation. With various features and options available within the Sales Order interface, businesses can streamline processes, enhance efficiency, and ensure smooth transactions, ultimately contributing to their success in the competitive marketplace.
