Zikpro - ERPNext Sales Order
Sales Order
A Sales Order is a confirmation of an order from your customer.
Quotation to Sales Order Conversion
A Quotation is a legally enforceable Sales Agreement with your Customer. With Customer Approval (signature/email confirmation), the system enables one-click conversion of the Quotation to a Sales Order.
To access Sales Order, go to:
1. Prerequisites
Before creating and using a Sales Order, it is advised that you create the following first:
Customer
Item
2. How to create a Sales Order
Go to the Sales Order list, click on New
Select the Customer.
Put the 'Delivery Date' - to the entire order.
Using Order Type, you can put whether it is a Sales order, Maintenance order, or from the online Shopping Cart of your website. This value is, by default, set to "Sales".
In the "Customer's Purchase Order" you may input Customers Purchase Order No. or any other information that might be useful as a reference.
Enter the items and quantities to be shipped in the Item table. If Item Prices are configured for the items, the Rate field will automatically be filled up. If not, fill up the item Rate manually. You can also overwrite the auto-filled Item Rate in case you need to alter that value.
Click "Save" to save a draft of the Sales Order.
"Submit" to submit the Sales Order to the System.
2.1 Other ways to create a Sales Order
- You can even create a Sales Order from an approved Quotation through the top right Create button.
- Or you can create a new Sales Order and pull details from a Quotation.
To enable per-Customer, per-Item Pricing Rules, ("Customer A" pays £1.00 for "Item 1" but "Customer B" pays £1.25 for "Item 1"), there is a check box named 'Allow User to Edit Price List Rate in Transaction' in Selling Settings. This allows saving the particular item price per customer when you alter a price in the Sales Order.
3. Features
3.1 Currency and Price List
You can set the currency through which the quotation/sales order will be sent. If you would like to set a Pricing List, then the prices of the items would be retrieved from there. Checking 'Ignore Pricing Rule' would override the Pricing Rules defined in Accounts > Pricing Rule.
Read about Price Lists and Multi-Currency Transactions to know more.
3.1 Set Source Warehouse
If you have the same stock in different warehouses, then you setting up a warehouse here will make all the items of the item table to be retrieved from this warehouse. You should have stock in this 'source warehouse' you're specifying. This option will override your 'Default Warehouse' that you've specified in the Item master.
3.2 The Items Table
- Delivery Date against each one: In case you have several items and you put in a delivery date in the first row, the date will automatically be carried forward to other rows where it is left blank. You'll need to define these if not defined globally at top of the Sales Order.
A Sales Order shows the amount billed, valuation rate, and gross profit in the items table when you click on the inverted triangle to open a row.
You can also insert Items in the Items table by scanning their barcodes if you have a barcode scanner. Read documentation for tracking items using barcode to learn more.
Delivery Warehouse: This is the warehouse from which the stock will be pulled to be shipped to your customer.
Drop Ship: This is a condition where you don't hold stock in your own Warehouse but ship items directly to a customer from a distributor. To allow drop shipping for a product check on the 'Supplier delivers to Customer'. When you check on this, the Delivery Warehouse option will not be available because you're not shipping the product. Choose your supplier in the 'Supplier' field. Also, if you are creating a purchase order from this sales order, it will be created for the supplier you picked here and just the items which are eligible to be drop-shipped.
Planning: Read Projected Quantity to learn about fields under planning. The other fields in the item table are similar as explained in Quotation.
3.3 Packing List
This field dynamically links to product bundles and only becomes visible when transacting with bundled items.
The “packing List’’ table automatically updates upon saving the Sales Order. For any product bundle items, it shows the component-wise breakdown of products in a bundle.
The system necessitates a selection of a delivery warehouse for product bundle items, which rolls over to all the components of the packing list. Manually, you can override the warehouse, provide serial numbers, or pick batches for the individual items in case the components come from multiple warehouses.
3.4 Taxes and Charges
To include taxes on your Sales Order, choose a Sales Taxes and Charges Template or manually type in the taxes in the Sales Taxes and Charges table.
The total taxes and charges summary is located below the transactions table. Click View Tax Breakdown to see all tax elements that apply, along with the calculated amounts.
Shipping Rule
A shipping rule assists in determining the price of shipping an item. The price will generally rise with the shipping distance. To learn more, see the Shipping Rule page.
In case a tax category is chosen, the template and tax table will be populated automatically. To learn more, see this page.
3.5 Additional Discount
You can apply bulk discounts to the whole sales order in this section. These discounts can be applied either on the Grand Total (all taxes and charges included) or the Net Total (excluding taxes and charges). The discount can be entered as either a fixed amount or a percentage of the chosen base amount.
Read Applying Discount for more details.
3.6 Payment Terms
Sometimes the payment is not made in one go. Based on the deal, half the payment can be made prior to shipment and the remaining half on receiving the goods/services. You can insert a payment terms template or manually input the terms in this section.
Read Payment Terms to know more.
3.7 Terms and Conditions
In sales/purchase transactions, there may be specific terms and conditions upon which the supplier delivers goods or services to the customer. You can assign the terms and conditions from transaction to transaction, and they will print when printing the document. For information about Terms and Conditions, click here.
3.8 Print Settings
Letterhead
You can print your quotation/sales order on your company's letterhead. Learn more here.
'Group same items' will cluster the same items entered more than once in the items table. This can be observed when you print.
Print Headings
Quotations can also be titled as “Proforma Invoice” or “Proposal.” You can do this by selecting a print heading. To create new Print Headings, go to Home > Settings > Printing > Print Heading. Know more here.
Group same items
To combine identical items into a single line on the printed document (PDF/print format), select the "Group same items" checkbox located under the Print Settings of a sales order.
3.9 More Information
Campaign: A sales campaign may be linked to the quotation. A group of quotations may be a part of a sales campaign.
Source: A lead source type can be associated if quoting to a lead, either from a campaign, a supplier, an exhibition, etc. Choose Existing Customer if quoting to a customer.
Is Internal Customer To determine if a customer is an internal party within the same company or group of companies, check the "Is Internal Customer" checkbox under Additional Info in the Customer master.
3.10 Billing and Delivery Status
You can monitor the status of item delivery and invoicing for every sales order with ERPNext's Billing and Delivery Status feature.
1. Delivery Status: Shows the percentage of the order that was successfully delivered.
Among the possible values are:
Not Delivered: No delivery note has been created.
Partially Delivered: A portion of the items has been delivered.
Delivered: All items have been delivered as per the order.
2. Billing Status: Indicates how much of the order has been invoiced.
Possible values include:
Not Billed: No sales invoice has been created.
Partially Billed: Only some items have been invoiced.
Billed: The entire order has been invoiced.
3.11 Commission
Sales commissions paid to sales partners or sales team members based on a percentage of the sale are managed and tracked using ERPNext's Commission feature.
1. Commission for Sales Partners
A sales order or invoice can have a sales partner (such as an agent or reseller) assigned to it.
Either manually enter the commission rate (%) on the document or in the Sales Partner master.
ERPNext uses the order's net total to determine the commission amount.
Appears in the sales invoice's commission section.
3.12 Sales Team
Sales Persons: ERPNext has the functionality to add multiple Sales Persons who might have worked on this deal. You can update the contribution percentage of the Sales Persons and see how much incentives they accrued on this deal.
3.13 Auto Repeat Section
Auto repeating Sales Orders is similar to a subscription. Assign a start and end date for the auto-repeat. Choose the Auto Repeat created. To learn more about auto, repeat click here.
3.14 After Submitting
A sales order is a "submittable" transaction. You will only be able to perform subsequent steps (such as creating a delivery note) after "submitting" a sales order. Once you "Submit" your Sales Order, you can take actions from the Sales Order:
You can add, update, or delete items from the sales order by clicking the Update Items button. But you cannot delete items that are already delivered or have a work order attached to them.
Status: Once submitted, you can keep a sales order open or close it.
Create: From a submitted sales order, you can create the following:
Delivery Note—To make a shipment entry. You can also make a delivery note for selected items based on the delivery date.
Work Order—To initiate a work order with the raw materials.
Sales Invoice—To charge for the order.
Material Request—To order re-stocking materials if not in stock.
Request for Raw Materials—To request raw materials needed for production.
Project: To make a project from the sales order.
Payment Request—To create a payment request.
Payment—To post payment against the sales order.
These operations are also visible at the head of the Dashboard. You can even create an accounting Journal Entry from the Sales Order based on the dashboard
3.15 Sales Order with Order type 'Maintenance'
When the 'Order Type' of Sales Order is 'Maintenance' do the following: 1. Fill in Currency, Price list, and Item details. 2. Specify taxes and other details. 3. Save and Submit the form. 4. When the form is submitted, the Create button will offer these options specific to the maintenance Order Type.
i) Maintenance Visit ii) Maintenance Schedule.
