Sales Order

From Fishbowl

Jump to: navigation, search
Sales Order
Training Videos
Sales Training Videos
Related Pages
Picking
Shipping
RMA
Consignment
Accounting
Standard Inventory Items
Service Items
Discount Items
Credit Return

Icon.Sales Order.png The Sales Order module, located in the Sales group, allows the creation of sales orders, credit returns, and drop ship orders. This module is often referred to as the SO module and also provides the ability to quickly fulfill orders, take payments, print invoices, and much more. The following table of contents and flow chart can be used to navigate the article.

Contents


Create Sales OrderOrder is FulfilledPrint Pick TicketPrint Packing ListIssue Sales OrderPick ItemsPack/Ship ItemsSO, Credit Return or Drop ShipSales OrderDrop ShipCredit ReturnChange Item Type to Credit ReturnChange Item Type to Drop ShipIssue Sales OrderIssue Sales OrderReceive/Reconcile Sales OrderIssue Purchase OrderReceive Purchase OrderSO Flow Chart Process.PNG

PROCESS

1. Create a sales order
Jump to top of page

Follow the steps below to create a sales order.

  1. Open the Small.Sales Order.png Sales Order module by clicking the Sales module group or menu and then clicking Sales Order.
  2. Click the New Button.png New button in the module toolbar.
  3. Select a customer by typing the customer's name or number in the Customer field.
  4. Make any changes to order details such as order number, customer address, fulfillment date, tax, location group, class, etc.
General subtab SO.png

Sales orders can also be created using a CSV Import.

2. Add items
Jump to top of page

Below are some of the ways to add items to a sales order.

SO Item Types.png

Item types

Insufficient inventory dialog

When adding more inventory than is available, the Insufficient Inventory dialog allows the item to be drop shipped, substituted, added with only the available quantity, or added anyway. The lead time represents the time it will take to order or build the part. The lead time is also displayed on the Fulfillment Date step of the Add SO Item wizard.

Insufficient Inventory.png

Click the Info Icon Button.png Show inventory amounts button in the bottom-right corner of the dialog to see inventory details and purchase orders that have been placed for this item.

Edit an item

Below are some of the ways an item can be edited.

SO 2.png

Below are a few of the things that can be edited on an item.

Detailed information about the Product, Inventory, and Cost can be seen by clicking the appropriated tabs in the edit dialog.

On the Custom tab of the Sales Order Item Details window, custom fields can be set for each sales order line item. To configure custom fields for sales order line items, select Sales Order Line Item from the drop down in the Small.Custom Field.png Custom Field module.

SO Line Item Custom Fields.png

After the necessary changes have been made, click OK at the bottom of the window and then click the Save Button.png Save button in the module toolbar to save the changes.

3. Issue a sales order
Jump to top of page

To issue a sales order, click the Issue Button.png Issue button in the module toolbar. Issuing a sales order automatically saves the order and allows the order to move to the next step in the sales order process.

Order status

The Status field shows the status of the sales order.

4. Fulfill a sales order
Jump to top of page

FUNCTIONS

Module buttons
Jump to top of page

New Button.png New creates a new sales order.

Issue Button.png Issue toggles the Issued status of the sales order.

Save Button.png Save saves any changes made to the sales order.

Delete Button.png Delete deletes the sales order if it is in an Estimate status. Issued orders can be unissued to return them to the Estimate status.

Void Button.png Void replaces the Delete button when an order has an Issued status. The order will be voided, but not deleted.

Close Short Button.png Close Short replaces the Delete button when an order has been partially fulfilled. This button will close short the unfulfilled portion of the order.

Payment Button.png Payment takes a payment for the sales order.

Avalara Button.png Avalara gets a tax estimate from Avalara.

Check Balance Button.png Check Balance gets the customer's balance from the accounting system.

Invoice Button.png Invoice prints the invoice report for the sales order. Visibility for this button is set in the Small.Sales Order.png Sales Order module options.

SO to PO Button.png SO to PO creates a PO (Purchase Order) for the items on the sales order.

Inventory Button.png Inventory checks to see if there is sufficient inventory to fulfill the current order.

Quick Ship Button.png Quick Fulfill picks, packs, and ships the order from the Quick Fulfill wizard. The name of this button can be customized in the Small.Sales Order.png Sales Order module options.

Rates Button.png Rates opens a wizard to get shipping rates from UPS.

To Pick Button.png To Pick opens the order in the Small.Picking.png Picking module if the sales order has an Issued status.

To Receive Button.png To Receive opens the order in the Small.Receiving.png Receiving module for credit return items.

History Button.png History opens the Purchase History Report for the customer on the sales order.

Duplicate Button.png Duplicate creates a copy of the sales order. The order number will automatically be assigned and the new sales order will have an Estimate status.

Email Button.png Email attaches the module's default report to an email, if email is configured.

Print Button.png Print sends the default module report to the printer.

How To Button.png How To opens this article in a web browser.

Refresh Button.png Refresh reloads whatever is currently open in the module.

Credit return
Jump to top of page

Follow the steps below to create a credit return for items that a customers would like to return.

  1. Create a sales order or open an existing sales order.
  2. Add the item and change the type to Credit Return. Alternatively, click the Add Icon Button.png Add button on the component toolbar to the right and choose Return Product.
  3. Issue the sales order.
  4. Receive the returned items in the Small.Receiving.png Receiving module.

See Credit Return Journal Entries for an explanation of the accounting process for credit returns.

Discount
Jump to top of page

Follow the steps below to add a discount to a sales order.

  1. Highlight the item that will be discounted, and then click the Add Discount Icon Button.png Discount button located on the component toolbar to the right.
    Add Discount Page.png
  2. Choose a discount from the window and click OK. Discounts can also be selected by typing the beginning letters of the discount name, description, or rate and then pressing Enter on the keyboard. To create a new discount, click the Add Icon Button.png Add button.
    Discount window.png
  3. The discount will be added below the selected item. A discount applies to the item directly above it. Items on a sales order can be rearranged by right-clicking an item and then selecting Move Up or Move Down. To apply a percentage discount to more than one item, add a subtotal before the discount.

Drop ship
Jump to top of page

Drop shipping in Fishbowl is the process of shipping an item directly from a vendor, to the customer, without ever physically receiving the item. Follow the steps below to drop ship an item.

  1. Create a sales order or open an existing sales order.
  2. Add a drop ship item using any of the following methods.
    • Add the item and change the type to Drop Ship.
    • When an item has insufficient inventory, a dialog will be displayed allowing the item to be added as a drop ship type.
      Insufficient Inventory.png
    • The item can be set to always drop ship by loading the product in the Small.Product.png Product module and changing the SO Item Type to Drop Ship on the Details tab.
  3. Issue the sales order. Drop ship items must have a vendor association before the order can be issued. Vendor associations can be added on the Vendors tab of the Small.Part.png Part module, or on the Parts tab of the Small.Vendor.png Vendor module.
  4. Open the purchase order that was created when the sales order was issued. The purchase order can be found by double-clicking the drop ship item, selecting the Purchase Order tab, and clicking on the blue Number link.
  5. Issue the purchase order by clicking the Issue button in the Small.Purchase Order.png Purchase Order module.
  6. Click the Receive PO button in the Small.Purchase Order.png Purchase Order module and then click the Receive button in the Small.Receiving.png Receiving module to fulfill the order.

Quick fulfill
Jump to top of page

The Quick Fulfill wizard allows the process of picking, packing, and shipping to be done within one simple wizard and is ideal for users who complete entire orders by themselves, or for orders that are quickly being processed without any delay. Instead of having separate users in charge or picking, packing, or shipping, one user can do all three in one easy step. Follow the steps below to use the quick fulfill feature.

  1. Open the order in the Small.Sales Order.png Sales Order module and click the Quick Ship Button.png Quick Fulfill button located on the module toolbar.
  2. The first window of the Quick Fulfill wizard shows the pick for the order. Items can be picked individually, or all items can be picked automatically by clicking the Next button.
    Picking Quickship.png
  3. Click Next to advance to the Payment Methods step.
    Quick Ship Payments.png
    • Multiple payment methods can be specified by holding the Ctrl key and clicking multiple payment types.
  4. Enter any information required to complete the payment steps and click Next to advance to the Summary step.
    QuickShip Summary.png
    • The Summary step allows a receipt, pick report, or packing list to be printed or previewed.
    • By default, payments will be placed into the account with undeposited funds, however the account can be customized on the Summary step.
  5. Verify the summary information and click Finish to ship and fulfill the order.

Take a payment
Jump to top of page

If the order is being fulfilled at the same time that the payment is being received, it may be helpful to use the Quick Fulfill wizard.

Follow the steps below to take payment for a sales order.

  1. Open the sales order that is being paid for and click the Payment Button.png Payment button located on the module toolbar.
  2. Choose a payment method, or hold down the Ctrl key to select multiple payment methods.
    Payment Methods.png
    • Fishbowl has the ability to remember the last credit card used for each customer. This option must be turned on through the Small.Sales Order.png Sales Order module options.
    • To create a custom payment method, click the Add Icon Button.png Add button on the first step of the payment wizard.
  3. Click Next to enter the payment amount and any other required payment information.
    Payment Amount.png
    • The required fields for credit card payments can be set in the Small.Payment Viewer.png Payment Viewer module options.
    • Unchecking the Process Credit Card checkbox will record the payment in Fishbowl, but will not actually charge the credit card through the Payment Gateway. This may be useful if the card needs to be charged at a later time or run through an external payment processing service.
    • The Pre-Validate Card button provides the ability to check for available funds and reserve them prior to completing the wizard.
    • If a Payment Gateway has not been configured, the Pre-Validate Card and Process Credit Card options will not be visible. A warning message will be displayed stating that the credit card will not actually be charged.
  4. Click Next to proceed to the Summary step.
    Payment Summary.png
    • The Paid amount indicates the total of all payment methods.
    • The Difference amount indicates the difference between the amount due and the amount paid. If the amount is in parenthesis this indicates the customer has overpaid.
    • By default, payments will be placed into the account with undeposited funds, however the account can be customized on the Summary step.
    • Credit card receipt options can be set in the Small.Sales Order.png Sales Order module options.
  5. Click Finish to complete the payment and print a receipt.

NOTE: For companies that consistently take prepayment before an order is fulfilled, see Handling prepayments for a process that will export the payment to an unearned revenue account instead of the Accounts Receivable account.

QuickList
Jump to top of page

A QuickList is a group of products that can be quickly added to a sales order. Similar results can also be achieved with a kit, a bill of materials, or associated products. QuickLists are an efficient way to manage groups of regularly purchased goods for a specific customer. For example, if a customer orders the same 16 items on a monthly basis, that list of items and their respective quantities can be stored in a QuickList for that customer, while still maintaining the ability to customize the items once they have been added to the order.

Create a QuickList

  1. Create a sales order, add all of the required items.
  2. Right-click any item and select Add items to a QuickList.
  3. Items can be added to an existing list, or a new list can be created. Select an option, and click Next.
    QuickList Wizard Choose QuickList.png
  4. Select individual items to be added to the QuickList, or click the Select All button.
    Choose items to add to Quicklist.png
    • The quantities of the items for future orders can be modified by double-clicking in the quantity field. Changing the quantity will not affect the quantity on the current sales order.
  5. Click Finish to complete the wizard.

Use a QuickList

  1. Create a sales order for a customer that has a QuickList. QuickLists are customer specific.
  2. Click the List Icon Button.png List button in the component toolbar.
  3. Select a QuickList from the drop down at the top of the dialog window.
    QuickLists.png
  4. Place a checkmark next to the items to be added or click the Select All button.
  5. Click Insert to add the items to the sales order.

Check balance
Jump to top of page

The Check Balance Button.png Check Balance button appears when Fishbowl is integrated with an accounting system. When pressed, a dialog will display the following information for the customer on the current order.

Check Balance.png

History button
Jump to top of page

The History Button.png History button will open the Purchase History report. If an order is open, the report will show the purchase history of the customer on the order.

Purchase History Report Window.png

To change the report that is loaded when clicking the History button, open the Small.Reports.png Reports module options and change the report for Customer Purchase History. The same button is also found in the Small.Customer.png Customer module.

Duplicate a sales order
Jump to top of page

To duplicate a sales order, click the Duplicate Button.png Duplicate button located on the module toolbar. This will create a copy of the sales order using the next auto-assigned SO number.

Duplicate SO.png

Any sales order may be duplicated, including fulfilled orders. The new sales orders will have an Estimate status.

Delete, void, or close short
Jump to top of page

The Delete button changes according to the status of the sales order. Before deleting or voiding a sales order, any order processing, such as picking and packing, needs to be voided. Shipped items cannot be voided, but can be reversed with a Credit Return. The unfulfilled items on a partially fulfilled order can be closed short.

The Delete Button.png Delete button will remove an order, and any record of it. Saved orders with an Estimate status can be deleted. If the order is already being processed, void the pack in the Small.Shipping.png Shipping module, void the pick in the Small.Picking.png Picking module, and unissue the order in the Small.Sales Order.png Sales Order module order before clicking the Delete button.

The Void Button.png Void button will prevent the order from being processed, but leave a record of it. Orders with an Issued status can be voided. If the order is already being processed, void the pack in the Small.Shipping.png Shipping module and void the pick in the Small.Picking.png Picking module before clicking the Void button.

The Close Short Button.png Close Short button will void the unfulfilled items on a partially fulfilled order. Orders with an In Progress status can be voided. All items on the order must either be fulfilled or in a voidable state. If there are any open shipments or picks, they must be fulfilled or voided before clicking the Close Short button. To see the original quantity after closing short an order, hover over the item's Qty field.
Close Short Qty.png

Edit a fulfilled sales order
Jump to top of page

Many details of a sales order can be edited even after the order is fulfilled. A user with access to all of the Sales Order-Can Always Change Access Rights in the Small.User Group.png User Group module will be able to modify the Fulfillment Date, Bill To Address, Ship To Address, Contact, Salesperson, Shipping Terms, Payment Terms, FOB, Carrier, Ship Services, Order Notes, Item Notes, Memos, and Custom Fields. After making changes to a fulfilled order, click the Save button in the module toolbar to commit the changes.

NOTE: If an order has already been exported to QuickBooks, a dialog will be displayed informing the user that the changes will need to be manually entered into QuickBooks.

SO to PO
Jump to top of page

The SO to PO function allows a purchase order to be quickly created for the items that are on a sales order. To use the SO to PO feature, items must first have a vendor association which can be added on the Vendors tab of the Small.Part.png Part module, or on the Parts tab of the Small.Vendor.png Vendor module.

  1. If the SO to PO button is not on the module toolbar, enable it in the Small.Sales Order.png Sales Order module options.
  2. Create and issue a sales order.
  3. Click the SO to PO Button.png SO to PO button in the module toolbar.
  4. Choose which items should be purchased and click OK.
    SO to PO Dialog.png
  5. A confirmation dialog shows the order numbers for the purchase orders that were created. If the items on the sales order are associated with different vendors, multiple purchase orders will be created.

Currency conversion
Jump to top of page

The Small.Currency.png Currency module provides the ability to create alternate currencies and set the conversion rate between the home currency and the alternate currency. These currencies can then be assigned to customers. When a customer with an alternate currency is used in the Small.Sales Order.png Sales Order module, prices can be viewed and set in the alternate currency. Fields used for multi-currency will not be visible until multi-currency is enabled. Below are the currency features available in the Small.Sales Order.png Sales Order module.

UPS
Jump to top of page

UPS features are built into Fishbowl and directly accessible with no additional software required. The UPS integration can be configured by clicking a UPS Button.png UPS button in the Shipping or Sales Order module, or by opening the Small.UPS Ready.png UPS Ready module.

The Rates Button.png Rates button is used to get UPS estimates.

  1. Open the sales order and click the Rates button in the module toolbar.
  2. If the UPS license agreement is displayed, complete the UPS Setup.
  3. Set any applicable Service Options at the top of the window.
    UPS Rates.png
  4. Click the Add Icon Button.png Add button to add any additional cartons and then highlight each carton and set the Carton Details at the bottom of the window.
  5. Click the Get Rates button.
  6. To add a shipping rate to the sales order, select the desired rate and then click the Add to SO button.

Search
Jump to top of page

In the search pane on the left of the module, orders can be filtered by Number, Customer, and Status. Click the Advanced Search button to search the Custom Fields and the following search options.

SO Advanced Search.png

TABS

General tab
Jump to top of page
SO General Tab.png

The General tab displays important order information, including the customer, the order number, the order status, addresses, order items, tax, and more.

Details tab
Jump to top of page
SO Details Tab.png

The Details tab displays important order details including a link to the customer in the Small.Customer.png Customer module, the salesperson, shipping terms, payment terms, carrier, order dates, and more.

Memo tab
Jump to top of page
SO Memo Tab.png

The Memo tab can be used to add information to each sales order. The upper pane displays the memos, the date they were created, and the user that created them. Highlighting a memo will display the details of the memo in the lower pane.

Custom tab
Jump to top of page
SO Custom Tab.png

The Custom tab stores additional fields for the order that can be customized to fit the needs of each company.

MODULE OPTIONS

Some aspects of the Small.Sales Order.png Sales Order module can be customized by opening the module, clicking the Tools menu, and then selecting Module Options.

General tab
Jump to top of page
So module options general.png
The characters entered in this field will be used as the next order number. Every time a new order is created, the final group of numbers will be increased by one. For example, Pier1-Order99-LA will be incremented to Pier1-Order100-LA.
If this option is on, an Invoice button will be added to the Small.Sales Order.png Sales Order module toolbar. The Invoice button loads a Sales Order report that is marked as an invoice.
If this option is on, the Sales Order Check Inventory button will check the inventory of the raw goods on an auto-create BOM, instead of checking the inventory of the finished good.
This option displays a message when a Sales Order is saved with a tax rate of None.
If this option is on, the salesperson will be set to the customer's default salesperson. If this option is off, the salesperson will be set to the user that created the Sales Order. The default salesperson is set on the Details tab of the Small.Customer.png Customer module.
If the price of an item is different than the list price, this option will ensure that the price is highlighted with a blue font, even after a save.
Setting this option will prevent the sales tax from changing to None when selecting a tax exempt customer.
Selecting this option will show the last credit card used by the customer as a payment option when taking a payment.
Selecting this option display a window with printer options before printing a credit card receipt.
Selecting this option will add a Part Cost column and a Markup column to the table. When the Markup cell is edited, the product price will be adjusted automatically. A user must have the Sales Order-Markup access right to be able to adjust the markup. A Markup field will also be added by the order total which shows the total markup amount of all items.This is also helpful for wholesale pricing, where the price is determined by marking up the cost a small percentage. The markup can also be set by using pricing rules.
Specifies the number of days until the order is marked as expired. By entering a value of zero, orders will not expire, even if an expiration date is manually entered on the order. For more information, see the Date Expires field on the Details tab of the Small.Sales Order.png Sales Order module.
This option provides the ability to choose how many Credit Card Receipt copies are printed after each transaction.
This option determines which user is set as the salesperson when duplicating a Sales Order.
This option determines which location groups are used when checking for insufficient inventory.
Custom tab
Jump to top of page
So module options custom.png
SO to PO tab
Jump to top of page
So to po.png
This option adds an SO to PO button to the module toolbar which creates Purchase Orders for the items on a Sales Order.
With this option on, the quantity on the Purchase Order will be the Sales Order quantity rounded up to the nearest whole number in the part's UOM.
With this option checked, the UOM on the purchase order will be the same UOM used on the Sales Order.
If the Sales Order has the same part multiple times, this option will combine the quantities into one line item on the Purchase Order.
Shipping tab
Jump to top of page
Sales Order Shipping module options.png
With Standard Shipping, the sales order customer is charged for any shipping items that are manually added to the sales order.
With carton based shipping, the sales order customer is charged for the carton costs that are set in the Small.Shipping.png Shipping module. After the order is shipped, the default shipping product is automatically added to the sales order with the sum of the carton costs. Carton costs can be manually entered or automatically updated when using the Small.ShipStation.png ShipStation module or other shipping integrations. To see example journal entries for different shipping charges, see Standard Shipping and Carton Based Shipping.
This option specifies the default shipping product that will be used to automatically add carton shipping costs back to the Sales Order.
This option displays a message when a Sales Order is saved without a shipping line item.
Unchecking this option will remove the ability to drop ship items.
Email tab
Jump to top of page
So module options email.png
There are three options for email behavior when issuing a Sales Order. Always send an email, Prompt if an email should be sent, or Never send an email.
Personal tools
Namespaces
Variants
Actions
Navigation
Other Pages
Toolbox
Print/export
Translate