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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.
- 1 PROCESS
- 2 FUNCTIONS
- 2.1 Module buttons
- 2.2 Credit return
- 2.3 Discount
- 2.4 Drop ship
- 2.5 Take a payment
- 2.6 Quick fulfill
- 2.7 QuickList
- 2.8 Check balance
- 2.9 History button
- 2.10 Duplicate a sales order
- 2.11 Delete, void, or close short
- 2.12 Edit a fulfilled sales order
- 2.13 SO to PO
- 2.14 Currency conversion
- 2.15 UPS
- 2.16 Search
- 3 TABS
- 4 MODULE OPTIONS
1. Create a sales order
Follow the steps below to create a sales order.
- Open the Sales Order module by clicking the Sales module group or menu and then clicking Sales Order.
- Click the New button in the module toolbar.
- Select a customer by typing the customer's name or number in the Customer field.
- Make any changes to order details such as order number, customer address, fulfillment date, tax, location group, class, etc.
Sales orders can also be created using the import.
2. Add items
Below are some of the ways to add items to a sales order.
- Start typing in the Product field and Fishbowl will search for products that begin with the entered text. Highlight the desired item and click Enter. There is an option in the Part module options that will also allow product descriptions to be searched when typing into this field. Customer part numbers can also be typed into the Product field to select an item.
- Click the Drop Down Arrow button to the right of the Product field and then click an item in the list to add it to the order.
- Click the Search button to the right of the Product field. This will display the Product Search window. Highlight the desired product and click OK.
- Click the Add Items button to the right of the Product field. This will display the Add SO Item wizard which displays more details and allows the following types of items to be added.
- Miscellaneous Sale - A sale that is not tied to a product.
- Miscellaneous Credit - A credit that is not tied to a product.
- Subtotal - An item that sums the prices above it.
- Discount - A percentage or flat rate discount. Discounts can be created in the Discount module or by clicking the Discount button to the right of the sales order item table.
- Associated Price - An additional charge associated with specific products.
- Tax Rate - A percentage or flat rate tax. To make a one-time modification to a flat rate tax, click the Unit Price field after adding the flat rate tax to the order.
- Note - Adds a note to the sales order as a separate line item. These are different than item notes which can be added to individual items in the Edit window.
- Custom Work Order - Creates a custom work order and adds it to the sales order. To view or reconfigure the work order, double-click the sales order item and select the Configuration tab. The sales order item can then be picked after the work order is completed.
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.
Edit an item
Below are some of the ways an item can be edited.
- Inline - Many fields (Qty, Price, Type, Notes, etc.) can be edited directly in the table by simply clicking the field and typing.
- Double-click - Other changes can only be made by double-clicking the line item to open the edit dialog.
- Edit button - The edit dialog can also be opened by highlighting the line item and clicking the Edit button found on the component toolbar to the right.
Below are a few of the things that can be edited on an item.
- Type - Product types include Sale, Drop Ship, and Credit Return. Miscellaneous item types include Credit and Sale.
- Quantity - The quantity of the item.
- UOM - The unit of measure for item.
- Unit Price - The price per unit of the item. Click the Pricing button to apply Pricing Rules.
- Taxable - Determines if the item should be taxed or not.
- Tax code - The tax code is displayed in the Item Details window. The tax code can also be displayed on the sales order item table. Currently, the tax code is read-only and is determined by the order tax or set by Avalara. Line item taxes will display their tax code. In future releases, the tax code will be set manually, or based on the product.
- Notes - Allows notes to be added to the item. These notes will display in the Picking module and on many reports. Information added on the Memo tab will only be visible internally.
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 Custom Field module.
3. Issue a sales order
Before an order is issued, it has a status of Estimate which means it can be saved as a quote. To issue a sales order, click the 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.
- For Sale type items, issuing will create a Pick.
- For Credit type items, issuing will create a Receipt.
- For Drop Ship type items, issuing will create a Purchase Order.
The Status field shows the status of the sales order.
- Estimate - The sales order has been created, but not issued.
- Issued - The sales order has been issued, but not picked.
- In Progress - The sales order has been picked or partially fulfilled.
- Fulfilled - The sales order has been completely picked, packed, and shipped.
- Closed Short - The sales order was closed short before all items were fulfilled.
- Void - The sales order was voided before any items were fulfilled.
- Expired - The sales order has expired. An expired order can be activated by clicking the Issue button. For more information, see the Date Expires field on the Details tab of the Sales Order module.
4. Fulfill a sales order
- A Sales type item is fulfilled by Picking, Packing, and Shipping the item.
- A Credit Return type item is fulfilled by Receiving the item.
- A Drop Ship type item is fulfilled by first Issuing the Purchase Order and then Receiving the item.
Check Balance gets the customer's balance from the accounting system.
Quick Fulfill picks, packs, and ships the order from the Quick Fulfill wizard. The name of this button can be customized in the Sales Order module options.
Rates opens a wizard to get shipping rates from UPS.
To Pick opens the order in the Picking module if the sales order has an Issued status.
To Receive opens the order in the Receiving module for credit return items.
Print sends the default module report to the printer.
Follow the steps below to create a credit return for items that a customers would like to return.
- Create a sales order or open an existing sales order.
- Add the item and change the type to Credit Return. Alternatively, click the Add button on the component toolbar to the right and choose Return Product.
- Issue the sales order.
- Receive the returned items in the Receiving module.
See Credit Return Journal Entries for an explanation of the accounting process for credit returns.
Follow the steps below to add a discount to a sales order.
- Highlight the item that will be discounted, and then click the Discount button located on the component toolbar to the right.
- 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 button.
- 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.
- To make a one-time modification to an amount discount, click the Unit Price field after adding the discount to the order.
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.
- Create a sales order or open an existing sales order.
- 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.
- The item can be set to always drop ship by loading the product in the Product module and changing the SO Item Type to Drop Ship on the Details tab.
- 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 Part module, or on the Parts tab of the Vendor module.
- 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.
- Issue the purchase order by clicking the Issue button in the Purchase Order module.
- Click the Receive PO button in the Purchase Order module and then click the Receive button in the Receiving module to fulfill the order.
Take a payment
Follow the steps below to take payment for a sales order.
- Open the sales order that is being paid for and click the Payment button located on the module toolbar.
- Select a payment method and enter the payment information.
- If wallets are enabled, the customer's previously used credit cards will be listed as one of the payment methods.
- Payments can be refunded by selecting Refund Credit Card in the Method field.
- Custom payment methods can be created on the Payment Methods tab of the Settings module.
- The required fields for credit card payments can be set in the Payment Viewer module options.
- The Paid amount indicates the total of previous payments.
- 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.
- Credit card receipt options can be set in the Sales Order module options.
- The Quick Fulfill wizard can be started automatically by selecting the checkbox at the bottom of the payment window. This option is also available in the Sales Order module options.
- If wallets are enabled, the customer's previously used credit cards will be listed as one of the payment methods.
- Click Process to complete the payment and print a receipt. When the order is paid in full, a Paid stamp will appear on the sales order. The Paid stamp can be disabled on the General tab of the Sales Order module options.
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.
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.
- Open the order in the Sales Order module and click the Quick Fulfill button located on the module toolbar.
- A warning will be displayed if the order has not been paid. This can be customized in the Sales Order module options. There is also an option to start the quick fulfill wizard after taking payment.
- The first step 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.
- The details of each pick item can be customized by highlighting the item, modifying the details in the lower pane, and using the buttons in the component toolbar to the right.
- Clicking the Find button will automatically select a location for the item.
- The Picking module documentation has more information about putting an item on hold, splitting and combining items, pick item status, FIFO picking, and more.
- Click Next to advance to the Summary step. The summary step allows a pick report or packing list to be printed or previewed.
- Verify the summary information and click Finish to ship and fulfill the order.
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
- Create a sales order, add all of the required items.
- Right-click any item and select Add items to a QuickList.
- Items can be added to an existing list, or a new list can be created. Select an option, and click Next.
- Select individual items to be added to the QuickList, or click the Select All button.
- 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.
- Click Finish to complete the wizard.
Use a QuickList
- Create a sales order for a customer that has a QuickList. QuickLists are customer specific.
- Click the List button in the component toolbar.
- Select a QuickList from the drop down at the top of the dialog window.
- Place a checkmark next to the items to be added or click the Select All button.
- Click Insert to add the items to the sales order.
- Customer Balance - The customer's unpaid balance in the accounting system.
- Credit Limit - The customer's credit limit. If the customer has different limits in Fishbowl and the accounting system, both limits will be displayed.
- Difference - The customer's available credit. The difference between the credit limit and the balance.
To change the report that is loaded when clicking the History button, open the Reports module options and change the report for Customer Purchase History. The same button is also found in the Customer module.
Duplicate a sales order
Any sales order may be duplicated, including fulfilled orders. The new sales orders will have an Estimate status.
Delete, void, or close short
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 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 Shipping module, void the pick in the Picking module, and unissue the order in the Sales Order module order before clicking the Delete button.
The 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 Shipping module and void the pick in the Picking module before clicking the Void button.
The 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.
Edit a fulfilled sales order
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 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
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 Part module, or on the Parts tab of the Vendor module.
- If the SO to PO button button is not on the module toolbar, enable it in the Sales Order module options.
- Create and issue a sales order.
- Click the SO to PO button in the module toolbar.
- Choose which items should be purchased and click OK.
- 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.
If a sales order item has a BOM with Auto Create enabled, selecting All Items in the SO to PO window will place all of the raw goods on a purchase order.
The 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 Sales Order module, prices can be viewed and set in the alternate currency. Fields used for multi-currency will not be visible until currency conversion is enabled. Below are the currency features available in the Sales Order module.
- The currency rate for the order can be set using the Rate field at the top of the sales order. When changing the rate, a dialog will allow the customer's default rate to be updated as well if the customer is not using the currency default rate.
- When selecting a customer, the sales order currency and conversion rate will default to the customer's default values set on the Details tab of the Customer module.
- The alternate currency is displayed in the order item table. Click to edit the Unit Price or Total field in either currency and the currency conversion will happen automatically.
- The order total will be displayed in the alternate currency at the bottom of the sales order.
- The Sales Order report can display the alternate currency which allows the order to be sent to the customer in their default currency. The Shipping Invoice can also display alternate currencies.
- If currency conversion is enabled in Fishbowl and QuickBooks, orders will export to QuickBooks with the alternate currency set.
- The Sales Order import also has currency conversion support.
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 in the Shipping or Sales Order module, or by opening the UPS Ready module.
- Sales Order Rates - Rates are created in the Sales Order module. A rate is an estimate that can be added as a line item on the sales order. It is not necessary to have a UPS account number to get rates. The Account Type will determine the type of rates that are shown. A rate can also be added to the order to charge the customer for shipping.
- Shipping Quotes - Quotes are created in the Shipping module. A quote reflects the actual amount that will be paid to UPS. The Shipping module has buttons to get and accept quotes, create and void shipments, print labels, and return shipments. Shipping amounts will be determined by the negotiated rates associated with the shipper account. To charge a customer for actual shipping charges, see Carton based shipping.
- Open the sales order and click the Rates button in the module toolbar.
- If the UPS license agreement is displayed, complete the UPS Setup.
- Set any applicable Service Options at the top of the window.
- Click the Add button to add any additional cartons and then highlight each carton and set the Carton Details at the bottom of the window.
- Click the Get Rates button.
- To add a shipping rate to the sales order, select the desired rate and then click the Add to SO button.
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.
The General tab displays important order information, including the customer, the order number, the order status, addresses, order items, tax, and more.
- Click the Edit button in the address panel to modify the addresses for the current order.
- Use the component toolbar to the right of the item list to add and modify items, discounts, QuickLists, and more.
- Right-click on the table header and choose More... to customize which columns are displayed.
- Order items can be rearranged by right-clicking on an item and choosing Move Up or Move Down, or by using the Keyboard Hot Keys.
- To view the product image, hold the Alt key and click a sales order item, or right-click the item and choose Show Product Image.
The Details tab displays important order details including a link to the customer in the Customer module, shipping terms, payment terms, order dates, and more.
- Date Expires only applies to orders with an Estimate status. The Date Expires field will be set automatically with the Days to expire module option. The date can be modified on the Details tab, but orders will only expire if the module option is enabled by entering an amount greater than 0. If the module option is set to 0, orders will not expire, even if an expiration date is manually entered on the order. Each day at 1 AM, a scheduled task will run and change the status to Expired for any Estimates with expiration dates that have passed. Expired orders can be viewed by selecting the Expired or All status in the sales order search pane. An expired order can be activated by clicking the Issue button.
- The Phone and Email fields will show the default Main number and Email address of the customer's default Ship To address. These fields can be modified on a per order basis and they will transfer to the Details tab of the Shipping module. For more information, see Address precedence.
- The Category field sets the default calendar category for the sales order.
- Many of the details, such as shipping terms, payment terms, etc. will default to the values on the Details tab in the Customer module.
- The priority set in the Priority field will transfer to the pick priority in the Picking module.
- Information added to the Note field will be displayed on the Sales Order report. Information added on the Memo tab will only be visible internally.
- The URL field can be used to link to local files, websites, etc.
- Each sales order can be marked as To Be Printed and To Be Emailed. These orders can then be displayed in the search pane by clicking the Advanced Search button.
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.
- Click the New button to create a new memo.
- To edit a memo, highlight the memo in the upper pane and then click the Edit button.
- To delete a memo, highlight the memo in the upper pane and then click the Delete button.
- Click the Print Memos button to print the memos for an order.
The Custom tab stores additional fields for the order that can be customized to fit the needs of each company.
- Custom fields can be created and modified by opening the Custom Field module and selecting Sales Order from the drop-down at the top of the module.
- Custom fields with the same name and type will transfer from the customer to the sales order if the Customer module option is enabled. For example, if a customer has a custom field that stores priority and there is a matching custom field for sales orders, the data in the custom field will transfer when creating a new order for the customer.
- To search for orders using the custom fields, click the Advanced Search button in the search pane to the left and then click the Custom tab.
Some aspects of the Sales Order module can be customized by opening the module, clicking the Tools menu, and then selecting Module Options.
- Next Number
- 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.
- Start fulfillment wizard after taking a payment
- Warn user when payment has not been made
- When this option is on, a warning will be displayed when trying to quick fulfill an order before payment has been made.
- Print invoices from Fishbowl
- If this option is on, an Invoice button will be added to the Sales Order module toolbar. The Invoice button loads a Sales Order report that is marked as an invoice.
- Check bill of material parts when checking inventory
- 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.
- Verify when the user selects 'None' as the Tax Rate
- This option displays a message when a Sales Order is saved with a tax rate of None.
- Default the salesperson field to the customer’s default salesperson
- 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 Customer module.
- Highlight the difference in list price after saving the order
- 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. The list price is the tier 2 price or the product price if no tier 2 rules have been created. See Pricing rule precedence for more information.
- Do not change sales tax for tax exempt customers
- Setting this option will prevent the sales tax from changing to None when selecting a tax exempt customer.
- Show printer options for credit card receipts
- Selecting this option display a window with printer options before printing a credit card receipt.
- Show markup and margin on sales order
- Selecting this option will add a Part Cost column, a Markup column, and a Margin column to the table. When the Markup or Margin cells are edited, the product price will be adjusted automatically. A user must have the Sales Order-Markup and Sales Order-Margin access rights to be able to adjust the markup and margin. Markup and Margin fields will also be added near the order total which shows the total margin percentage and markup amount for all items on the order. 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.
- Show Paid stamp
- If this option is disabled, the Paid stamp will not be shown on sales orders.
- Days to expire
- 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 Sales Order module.
- Duplication rule
- This option determines which user is set as the salesperson when duplicating a Sales Order.
- Insufficient inventory
- This option determines which location groups are used when checking for insufficient inventory.
- Credit card receipt copies
- This option provides the ability to choose how many Credit Card Receipt copies are printed after each transaction.
- Payment receipt
- This option determines if the payment receipt will be automatically displayed or printed.
- The name of the Quick Fulfill button can be customized.
- The title displayed on the Sales Order report can be customized for orders with an Estimate status.
- A custom message (up to 4 lines) can be displayed on Sales Order reports.
- Enable Sales Order to Purchase Order conversion
- This option adds an SO to PO button to the module toolbar which creates Purchase Orders for the items on a Sales Order.
- Round quantities up to the nearest whole number in the part's UOM
- 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.
- Use the Sales Order's UOM on Purchase Order
- With this option checked, the UOM on the purchase order will be the same UOM used on the Sales Order.
- Combine line items of the same part number
- If the Sales Order has the same part multiple times, this option will combine the quantities into one line item on the Purchase Order.
- Use sales order item description as purchase order item description
- The sales order item description can be edited on the sales order. If this option is enabled, the sales order item description will be used. If this option is disabled, the product description will be used.
- Use sales order carrier on the purchase order
- If this option is enabled, the sales order carrier will be used as the purchase order carrier.
- Standard Shipping
- With Standard Shipping, the sales order customer is charged for any shipping items that are manually added to the sales order.
- Carton Based Shipping
- With carton based shipping, the sales order customer is charged for the carton costs that are set in the 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 Advanced ShipStation module or other shipping integrations. To see example journal entries for different shipping charges, see Standard Shipping and Carton Based Shipping.
- Default Shipping Product
- This option specifies the default shipping product that will be used to automatically add carton shipping costs back to the Sales Order.
- Shipping markup
- This option allows a markup percentage to be used with carton based shipping.
- Prompt the user when saving if there are no shipping line items
- This option displays a message when a Sales Order is saved without a shipping line item.
- Allow users to put Drop Ship Items on a Sales Order
- Unchecking this option will remove the ability to drop ship items.
- Send email when Sales Order is issued
- 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.