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Sales Orders
Sales Orders
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Sales Order Records

Sales Orders represent the sale of one or more inventory items to a customer. Selling an item reduces its quantity on hand in Inventory Records. Sales Orders are linked to customers defined in Account Receivable.

Adding a Sales Order

Go to Program → Sales Orders → Sales Order Records.

Click Add in the sidebar and complete each section.

Sales Order

  1. Select a customer from the Customer List which is linked to Accounts Receivable

  2. Enter the Order Date

  3. OPTIONAL  Enter a Standard Discount that will apply to the whole order

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Sales Order Line Items

  1. Type in the name of the Inventory Item, and then press Tab on your keyboard

  2. Enter Quantity

  3. OPTIONAL  Enter an Adjustment - If you want to adjust the price of this item, choose an appropriate selection and enter a corresponding amount:

    Click to expand...

    • Discount - Standard - Applies the standard discount, if set, to this item; if no discount was set, the price will not change

    • Discount - Line Item - Apply a discount to this line item only; enter the discount percentage as the amount

    • Flat - Enter a flat per-item amount

    • None - Force the base unit price, even if there is a standard discount on the order; amount is unused

  4. OPTIONAL  Enter notes in Memo - Click the magnifying glass icon to open an extended entry window and type a memo to appear with this line item

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You can add multiple inventory items to a single sales order, even adding the same item multiple times to track split discounts or separate notes. Just click Add Sales Order Line Item.

You have the ability to enter a negative amount when making flat adjustments.

Payments

  1. Select or enter a new payment method

  2. Enter a Check Number, last 4 digits of a credit/debit card, or other payment related notes

  3. Enter the payment amount

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You can enter multiple payments to represent split payments; e.g. between cash and a gift card.

Payment methods are shared with Contributions and are tracked under File → Master Coding System → Codes → All → Payment Methods.

Summary

  1. OPTIONAL

     Select the sales tax to apply to this order; if selected, the total sales tax will appear

  2. OPTIONAL  Select a shipping method and enter the corresponding amount; shipping methods are managed under File → Master Coding System → Codes → Shipping Category → Shipping Category

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Complete adding the record

Click Save in the sidebar.

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Printing the Sales Order

When saving, you will be prompted to print a Sales Order Report. This is a handy way to generate a receipt at the time of purchase.

If you want to print immediately:

  1. When prompted, click Yes

  2. Select from Screen, Printer, or PDF

  3. Click OK

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If you wish to print later, or want to print more than one:

  1. Set a search for Sales Orders

  2. Select the order(s)

  3. Click Print in the sidebar

  4. Select one of the report options

  5. Click OK

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A report window will open, and you can immediately print it. If you wish to modify it and need help knowing how to run a report, see Sales Order Reports.

The Sales Order Report will print the customer’s address and a shipping address. By default, these will both display the address from the customer record. If the shipping address is different, un-check Same as Customer and enter a new address.

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