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Standard Inventory Items|
File:Icon.Sales order.png The Sales Order (SO) Module is a versatile tool which allows you to do more than simply sell your products. From the Sales Order Module you may create Sales Orders, credit returns, drop ship items, duplicate orders, Quick Ship orders, create a Payment for an order, print an Invoice, etc.
Quick Lists, another SO Module tool, allows you to save groups of repeat purchase orders for each customer. If a customer has a standard order, you'll be able to add it to the SO in one step. The Quick Ship feature allows a streamlined pick-and-ship process, bypassing the Pick Module and Ship Module.
- 1 Create a Sales Order
- 2 Add Items to your Sales Order
- 3 Edit a Line Item on your Sales Order
- 4 Drop Ship Items
- 5 Create and Use a QuickList
- 6 Take a Payment for a Sales Order
- 7 Quick Ship a Sales Order
- 8 Create a Credit Return
- 9 Duplicate a Sales Order
- 10 Voiding or Deleting a Sales Order
- 11 Edit a Fulfilled Sales Order
- 12 Create a Purchase Order from a Sales Order using SO to PO
- 13 About Sales Orders
Create a Sales Order
When we first create a Sales Order there are a couple of steps to take us through the process.
- In the Sales Module Group | Sales Order Module click on New in the upper left hand corner of the Module Toolbar
- First you will want to select a Customer from the drop down list. You can do this by typing in the name or the customer's number (defined on the Customer's Detail tab). Once you have selected the desired customer, the Bill To and Ship To address field will populate according to the default addresses set up for the customer. If you wish to change the address for this order you may click on the edit Image:'edit_item'_symbol.JPGbutton and a list of all addresses for this customer will be displayed. Next to the edit button you will also notice a world icon Image:Google_world_symbol.JPG. For your convenience this icon will open a web browser and display the address on Google Maps.
- The date will auto populate with the date the Sales Order was created. This may be changed by simply clicking on the calendar icon Image:Calendar_icon.JPG next to the date field. The SO No: field will auto populate with the next auto-assign number. Numbers are limited to 25 characters. Fishbowl also offers the ability to associate two Purchase Orders with any one Sales Order. Both the Customer PO and Vendor PO boxes will be blank for you to enter associating orders. To avoid duplications, an Alert will be displayed if a user attempts to enter a number into a PO field where the PO already exists in the database.
- The Status field shows the status of the Sales Order.
Estimate: The Sales order has been created and saved, but not issued
Issued: The Sales Order has been issued but not Picked.
In Progress: The Pick for this order has been started
Partial: Some of the items on the Sales Order have been picked and shipped.
Fulfilled: The Sales Order has been completely picked, packed, and shipped.
Closed Short: The Sales Order was closed short.
You may then add items to your Sales Order (see 'Add Items to your Sales Order' below for detailed instructions). The bottom of the main screen has a section for Tax, Location Group, and Class. If you are charging Sales Tax then your default Tax Rate from the Tax Module will populate the Tax field. Similarly, the default Location Group and default Class (if Class tracking is turned on) will auto-populate in the Location Group and Class fields. You may change any of these three fields from their default setting by clicking the drop-down arrow in the appropriate field and saving your changes in the Module Toolbar.
Add Items to your Sales Order
When you initially add items to a Sales Order the price will auto-populate according to the price in the Product Module. If the price shows blue, then a pricing rule has been applied and the price is adjusted according to the pricing rule. Fishbowl gives a few different options to add a product to a Sales Order. This may be done in any of the following ways:
- Click your mouse in the Product box. Fishbowl will do a search for any product that starts with the number/letter you enter into this field.
- Click on the arrow Image:Add_part_arrow_icon.JPG to the right of the product box. This will bring up all of your parts first numerically then alphabetically in order. Click on the product with your mouse you wish to add.
- Click on the binoculars Image:Search_icon.JPG to the right of the product box. This will pull up an advanced product search for the product where you can look by product type, description, or product number. Highlight the product you would like to add and click Ok at the bottom of the product search box.
- Click on the Add item File:'add item' symbol.jpg button located in the Component Toolbar. This will bring up the same advanced product search box to search for a product by type, description, or number.
Note: When Using Pricing Tiers, the List Price is always the price that was brought down from Tier 2. If no Tier 2 rules are defined, then the List Price is simply the Tier 1 price (ie. the Product Price). If Tier 3 establishes a price different than the List Price it will be displayed in blue when creating the Sales Order.
Edit a Line Item on your Sales Order
To edit a line item on a Sales Order double-click on the line item you wish to change. [You may also highlight the line item and click the edit Image:'edit_item'_symbol.JPGbutton found on the Component Toolbar.] This will bring up a Sales Order Item Details box where underneath the details tab you can change either the Quantity or Cost if necessary. You may also enter line-item notes into this field. After you have modified the information needed, click Ok at the bottom of the details box. Click Save Image:'save'_symbol.JPG in the Module Toolbar to save the changes.
Drop Ship Items
In Fishbowl, you have the option to Drop Ship items to customers. Items may be drop shipped in a couple different ways; First, create a new Sales Order in the usual manner.
If you usually drop ship certain items, it is unlikely they are kept in your inventory. To drop ship an item that is not in inventory, add the part to your Sales Order. You will receive the Insufficient Inventory dialog box. Choose Drop Ship and the item will be added to your order. Items that are being drop shipped must have a default vendor assigned to them before your Sales Order may be issued.
If your item to be drop shipped is in inventory, first add the part to your order. Next, either double click on the line item or highlight the line item and choose edit from the Component Toolbar. The Sales Order Item Details will be displayed. In the Details subtab of the Sales Order Item window, choose the drop down arrow for the Type field in the upper right hand corner. Select Drop Ship and choose Ok to submit your changes.
Once your Sales Order has been Issued, a Purchase Order will automatically be created for your item using its default vendor. Your drop ship item will be fulfilled once the Purchase Order has been issued and the item received through the Receiving Module.
Create and Use a QuickList
QuickLists are an efficient way to manage groups of regularly purchased goods for a specific customer. For example, if you have a customer who orders the same 16 items from you on a monthly basis, you can store that list of 16 inventory items and their respective quantities under a list for that customer. Once you have used a QuickList to add items to a Sales Order, you can still add or delete items from either the QuickList or the Sales Order depending on the customer's needs at the time.
Create a QuickList
- Once you have created your Sales Order and populated it with all of the required items, click the Add Items to a Quick List File:Add items to QuickList.JPG icon located on the Component Toolbar.
- You now have two options: you can add these items to a QuickList you have already created for this customer, or you can create a new QuickList.
- Select an option. Depending on your choice, you'll need to either browse for a List by clicking the drop-down, or enter a name for the new List. Click Next.
- The next step of the Create a QuickList wizard will provide a list of all the items on your Sales Order. Select the items you wish to be saved in the QuickList by clicking the checkboxes or choosing the Select All button.
You can modify the quantities of the items by double-clicking in the Quantity field of the appropriate line item, changing the number, and then choosing Enter. Changing the quantity here will not affect the quantity on the current sales order, but it will reflect when the QuickList is used for future orders. When you are satisfied with the items for your QuickList, Click Finish.
Use a QuickList
When you want to add a QuickList to a Sales Order, first create an order using the desired customer. QuickLists are customer specific; therefore if you have not already created a List for your desired customer, you must do so first.
- After you have created a new sales order with the desired customer, click the Add items to SO using a QuickList File:Add items to SO using QuickList.JPG icon from the Component Toolbar.
- Select the QuickList you would like to use for this order by clicking the drop-down box. (Only QuickLists previously created for this particular customer will be listed.)
- Choose which items you would like added to the Sales Order by clicking the appropriate checkboxes, or by clicking the Select All button at the bottom of the screen. Click Insert.
Highlighting a line item and then clicking on the Delete Item File:'delete item' shortcut.JPG icon will removed that item from your QuickList. While clicking on the Delete Button to the right of your QuickList drop-down menu will delete the entire QuickList. Once you have chosen Insert, the specified items will then be added to your order.
Take a Payment for a Sales Order
Fishbowl allows you to take payments for Sales Orders using cash, check, Invoice, or credit cards. To create a payment double click in the search panel on the Sales Order you are taking payment for.
1. Select the 'Payment' button Image:Payment_icon.JPG located on the Module Toolbar. This will bring up a Customer Payment Wizard. Choose whether the customer is paying by Cash, Check, Credit Card, or Invoice. If the customer is paying in more than one method, hold down the Ctrl key while selecting each method. Click Next. You will then be asked to enter the payment amount. Click Next. If you selected multiple methods, you would now be asked to enter in the amount for the next payment type. (If you choose a credit card enter in the credit card number and expiration date as these two fields are required. Please see the Payment Viewer Module | Tools | Module Options for choices on other required fields. Note: Credit cards entered as payment are not actually charged unless a Merchant Services account has been set up and integrated with Fishbowl).
2. After entering your payment amounts and going to the next screen, you will be shown a summary of the transaction. The amount paid indicates the total of all payment methods. The amount labeled difference will show you the rest of the amount due or the excess amount (if the amount is in parenthesis this indicates the value is a credit, or excess amount).
The two Radio Buttons located at the bottom of the screen show where the payment will go in QuickBooks. Group with other Deposited Funds places the payment into your default account. If you have other accounts in QuickBooks and wish for the funds to be deposited in one of these locations, choose Deposit To and select a deposit location from the drop down menu.
Once you have verified your information, click finish. You will now be asked to print a receipt, preview, or bypass a receipt.
Taking a Payment through Credit Card Integration
Fishbowl allows you to process Credit Cards in the Sales Order Module or the Point of Sales Module. The customer's account will be checked for available funds and confirmation will be given all within Fishbowl.
In order to set up the Integration, you must already have an account with either QuickBooks Merchant Services or Authorize Net. When you click on Payment in the Sales Order module, choose the customer's credit card type. After selecting your type, a Credit Payment Screen will open. Enter as much information as necessary, including the fields that have been marked 'required' through the Payment Viewer Module | Tools | Module Options. The following information are optional fields depending on what is required.
Enter the Credit Card Number in the CC Number field.
Enter the Credit Card Expiration Date in the Exp. Date field.
Enter the Confirmation Code (three digit security code located on the back of the card) in the Confirmation field.
Check the Process Credit Card if you wish the card to be processed immediately. If not you may Uncheck it.
The Pre-Validate Card button allows you to check for available funds and reserve them for a certain number of days, depending on your Credit Card Service. At the end of the transaction this will be done automatically but if you need to Validate the Card before completing the transaction, you can do so now.
Click Next to move to the Summary screen where you can verify the information before completing the transaction. Once you have verified the information is correct, click Finish.
The credit card will be processed, and a confirmation message will be displayed notifying you of the successful transaction. If you would like the Confirmation to appear every time you process a Credit Card then click 'Yes' to see the message again.
The Print option screen will now appear (If not, it may have been turned off under Point of Sale Module | Tools | Module options). You will be able to print out your Customer's Receipt and allow them to sign for their card. If you have not done so already, you may want to set the Receipt Printer as the Default Printer on your computer.
Quick Ship a Sales Order
The Quick Ship feature allows the process of Picking, Packing, and Shipping to be done within one simple wizard. The Quick Ship button would be ideal for users who complete entire orders by themselves, or 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.
In the Sales Module Group | Sales Order Module double click on the issued Sales Order you would like to Quick Ship out. Once the order is pulled up in the main screen click on the Quick Ship Image:QuickShip_icon.JPG button located on the Module Toolbar.
The first window of the Quick Ship Wizard will appear, showing the active Sales Order items. If you would like to pick all of the items on the Order from their default tag and location, click Next.
If you would like to put items on hold to pick at a later date, highlight the part and click the 'Toggle Hold' Image:Toggle_hold_icon.JPGbutton on the component toolbar.
If you would like to split a line item for a partial pick, simply highlight the line item and click the 'Split Current Pick' Image:Split_pick_icon.JPG button located on the component toolbar. You will be given the option to split the part's quantity into separate line items. In addition, each of these line items may be picked from different locations.
You may also combine line items that are the same part and have been previously split by holding the Ctrl key and selecting each line item to combine. Once you have the line items selected click the 'Combine Current Picks' Image:Combine_pick_icon.JPGbutton located on the component toolbar. This will combine the separate lines back into one line item.
The status column lists the inventory status of each part.
A Green Triangle represents the status of 'in stock', or available. These items may be picked and shipped.
A Red Square means the part is not currently in inventory and therefore cannot be picked or shipped.
A Blue Check means the part has already been picked and is either waiting to be shipped or has already been shipped.
A set of Yellow Bars means the part has been put on hold for one reason or another. You may put any item on hold unless it has already been picked.
Each line item will have a pick location, tag, and destination. These fields will do FIFO by default (you may change the pick's default in Sales Module Group | Picking Module | Tools | Module Options). You may manually change the tag number or pick location by highlighting the line item and selecting the drop down arrows next to 'Pick Location' and 'Tag'.
Click Next to move past the picking screen.
You will now be asked to specify the payment methods. If you select 'No Payment' clicking next will take you straight to the summary screen. If you select 'Choose Payment' you will then be given the opportunity to highlight the payment method from the customer.
Next enter in the payment amount (or if they are paying by credit card enter the credit card information first and then the payment amount).
After you have entered the payment amount, the next screen will show a summary of the transaction. On this summary you have the option to print or preview a payment receipt, pick ticket, or packing list for the Sales Order. The two Radio Buttons located at the bottom of the screen show where the payment will go in QuickBooks. Group with other Deposited Funds places the payment into your default account. If you have other accounts in QuickBooks and wish for the funds to be deposited in one of these locations, choose Deposit To and select a deposit location from the drop down menu.
Once you have verified the summary to be correct, click 'finish'. The Sales Order status will now move from being issued to fulfilled, and the items on the Sales Order will be removed from inventory.
Create a Credit Return
At times in Fishbowl it may become necessary to create a credit return for items Customers return back to you. To do this, follow the steps under Create a Sales Order and create a new Sales Order with the items being returned on it.
After you have created your Sales Order with the items needing to be returned, double click on the line item that is being returned (or you may highlight the line item and select the edit button located on the component toolbar). This will bring up the Sales Order Item Details box. In the top right of the box select the drop down arrow next to the Type box. Change the Type from a Sale to a Credit Return. Click ok at the bottom of the details box.
Your Sales Order with the items needing to be returned will be waiting for you in the Receiving Module where you can bring the items back into your inventory. Upon receiving the items back into inventory, your Sales Order items will now be fulfilled.
SO Credit Return: The Accounting Process
Duplicate a Sales Order
You may duplicate a Sales Order by simply clicking the Duplicate Image:Duplicate_PO.JPG button located in the Module Toolbar. This will create an exact Sales Order using the next auto-assigned SO number. Any Sales Order may be duplicated, including Fulfilled orders. The Sales Orders duplicated will always be created as an Estimate.
A dialog box will be displayed informing you of the New Sales Order number created. Click ok to confirm.
Voiding or Deleting a Sales Order
When you want to annul the action on a Sales Order, you will need to start at the latest process the Sales Order is in and work your way backward.
For example, if the Sales Order has been issued, picked, packed, and is ready to be shipped, then:
- You must delete it first from the Shipping Module (the latest action).
- You will then need to delete it from the Pick Module (the next to last process).
- And finally you can delete or void it from within the Sales Order Module.
Deleting or Voiding Sales Orders from the Sales Order Module
If the Sales Order is still in Estimate or Issued status (it has not been Picked or Shipped) you will be able to delete it. Open the Sales Order in the Sales Order Module and then simply click on the Delete SO Icon located on the Module Toolbar at the top. This will delete the Sales Order and any record of it. If you want to retain the record of the sales order, click the void icon located on the Module Toolbar.
Sales Orders that have been Picked or Shipped may NOT be voided or deleted. If a shipped sales order needs to be 'reversed' the best option is to create a Credit Return Sales Order for the items shipped out. You may void or delete a Sales Order that has been picked after the pick has been voided.
Edit a Fulfilled Sales Order
As of Fishbowl Inventory 2009.3, users with given rights will be able to modify the information included in the Details, Memo, and Custom subtabs of a Sales Order even after the order has been Fulfilled and exported to QuickBooks. This includes the ability to change the Fulfillment Date, Shipping Terms, Payment Terms, FOB, Carrier, Custom Fields, and to add Notes or Memos to the order.
This does not include the ability to modify costs, customers, or items currently on the order. Any changes made to Fulfilled orders that have already been exported to QuickBooks will not update QuickBooks (modifications must be manually entered into QuickBooks).
To create modifications, choose the desired Sales Order from the Search Panel. After making the desired changes to the General, Memo, or Custom subtabs choose the Save option from the Module Toolbar to complete your changes.
Create a Purchase Order from a Sales Order using SO to PO
Use the SO to PO button to quickly create a PO for items that are on an SO. This function is handy for quickly creating "one off" purchase orders for items you happen to sell to a customer but do not normally stock. Before you can use the SO to PO function you must enable it in the Sales Order Module Options.
Using the SO to PO function is simple.
- Enable SO to PO in the SO module options.
- To use the SO to PO function a new SO must be created and the SO must be issued.
- The items that have been added to your sales order must have a default vendor.
- Click the SO to PO button in the module toolbar.
- A box will open that will confirm the creation of a new PO for items on the loaded SO.
- Choose whether you want to create a PO for all items or only items not currently in stock.
The SO to PO function will create as many purchase orders as needed to fulfill the sales order. The purchase order created by the SO to PO function will not be issued.
About Sales Orders
Product Info Tab
The Product Info Tab will give detailed information on the Size, Weight, and Custom Fields for the product. However, you are not able to edit information that is shown here.
The inventory tab gives the part number tied to the product and provides information for what inventory is on hand, allocated, committed, etc. This inventory is read-only and will not allow changes to inventory to be made here.
If your product has a Bill of Materials associated with it, the configuration tab will show the products, BOM type, qty, UOM, and price adjustments associated with the product.
The details subtab will give a general overview of your Sales Order. In this subtab you may view the Customer, date the Sales Order was issued, completed, as well as the last user to make changes to the order. The details subtab will also display the default contact, salesperson, and fulfillment date for the order. The Shipping and Payment Terms, FOB, and Carrier are all populated from the details tab in the Customer Module.
Any notes entered into the Note field will be displayed on the Sales Order Report.
The memo field is an internal-use subtab that allows a user to enter notes regarding each Sales Order. The top portion of the main screen will offer the dates notes were given, by what user, as well as a portion of the memo written. If the memo is longer than the top line allotted, you may highlight the entire line and the memo will be shown in its entirety on the bottom half of the main screen.
You may add a new note Image:New_icon.JPG, edit an existing note Image:'edit_item'_symbol.JPG, or delete a note Image:'delete_item'_shortcut.JPGby highlighting the line item to be changed and clicking the corresponding button located on the component toolbar.
You may print all the memo notes for a Sales Order by clicking on the 'Print Memos' button in the top left corner of the main screen.
The custom field subtab is an internal-use field for extra information regarding your Sales Order. You can set up specific names for each custom field line in the Custom Fields Module.
You may also look for Sales Orders using the custom fields in the Advanced Search field of the search panel. For example, in the screenshot shown (right), you could flag each Sales Order as either a high or low priority and then look for the corresponding Sales Orders in the Advanced Search.