Creating Sales Orders

Creating Sales Orders in XoroERP involves entering details of items and services that your customers have requested. By doing so, you can effectively keep track of the delivered and pending items or services. It's important to note that sales orders do not impact the general ledger.

The sales order process involves various status indicators that help manage the entire lifecycle of a sales order. Each status represents a different stage in the order's progression, providing valuable insights into its current state and allowing users to take appropriate actions accordingly.

Creating a sales order

When entering details to create a sales order, you'll begin by filling in essential header-level information, such as the store, customer details, order date, and shipping information. Once the basics are set, you can proceed to add goods and services to the order, ensuring a comprehensive and accurate record of the transaction. This streamlined approach empowers you to efficiently manage sales orders and cater to your customer's needs with ease.

To create a sales order, go to Menu > Sales > Sales Order

Sales Order Header Fields

Section	Field	Description
Sales	Sale Store*	This is the store from which the sale is being recorded to.
Sales	Ship Store*	This is the store from which the SO is being shipped from. You can change this store if the goods are being shipped or picked up from another location.
Sales	Project/Class	Select a project or class to associate this sales order with. You can remove or apply the project/class to all or selected items in the order by clicking on the "Gear" icon and selecting the desired option.
Sales	Customer*	Type a name, phone number, or email here to search and select a customer for the order. A “Search” icon is available beside the “Select Customer” field to perform an advance customer search. Click on this option. The Customer Centre window will open that will display the list of Customers. From here, you can Search and add the Customer. You can also use the Advance Search option to filter the results.
Sales	Sales Rep*	This is the Sales Rep for this SO. Once a customer has been selected this field will automatically be filled and will require authorization to edit.
Sales	Customer Tax Code	This is the tax code associated to the customer record. Changing this allows you to apply a different tax code to all the items in the SO. This field should already be fetched once a customer has been selected. This field can also be configured to be calculated automatically based on customer's shipping address for US and Canada customers.
Sales	Ref No	This field in the sales order allows you to assign a unique reference number or identifier to the order for easy tracking and reference purposes.
Sales	Customer PO	This field allows you to enter the customer's Purchase Order (PO) number, enabling easy tracking and referencing of the customer's order.
Sales	Payment Terms	You can specify the agreed-upon terms of payment for the sales order, defining when and how the customer should make the payment.
Sales	Order Date*	The date on which the sales order was created or initiated is captured in this field.
Sales	Contact	This allows you to fill in the contact information(Name, Phone no., Email, or Title) of the selected customer. There is also an option to "Add New Contact" that allows users to add new customer contacts without navigating away from their current workflow.
Sales	To Be Shipped	This field allows you to specify the intended date for the shipment of the sales order. You can remove or apply this date to all or selected items in the order by clicking on the "Gear" icon and selecting the desired option. Shipping dates for individual items can be different and in that case, this date is typically the earliest shipping date. Please note that you can set the offset for "Date to be Shipped" in the "Date offsets for Sales Order, Estimate and Invoice Date" app config.
Sales	To Be Cancelled	This field enables you to set the date until which the sales order is valid or eligible for cancellation. Please note that you can set the offset for "Date to be Cancelled" in the "Date offsets for Sales Order, Estimate and Invoice Date" app config. Additionally, if the app config, “Restrict Wave/Pack and Ship Operation for Orders that have passed their cancellation dates” is On, the user won’t be able to wave the Order after the cancellation date has passed. If the order has already been waved before turning on this App Config, the user won’t be able to Ship the Order.
Shipping	Ship Method	This field enables you to select the preferred method of shipment for the sales order. Select Pick Up if the customer is picking up the goods by themselves. Select Delivery (Own Truck) if your own company’s truck is being used for the delivery. And select Delivery (Third Party) if an external company is shipping the goods for you.
Shipping	Ship Via/Carrier	Specify the carrier or shipping service responsible for delivering the order to the customer. If Delivery (Own Truck) is selected, the company’s own carrier can be selected. If however Delivery (Third Party) is selected, choose another company’s carrier for shipping (FedEx, UPS, etc.). Please note that if the ship method is Delivery, this field is mandatory.
Shipping	Shipping Terms	These are the Shipping Terms options for the order. Available options - Prepaid, Collect, Prepaid & Billed, Collect & Allowed, Third Party Billing.
Shipping	F.O.B	Specify the freight on board - origin or destination.
Shipping	Total Weight	Specify the total estimated weight of the shipment for tracking and logistics purposes.
Shipping	Third Party Account Number	This field is used to capture the customer's account number provided to bill shipping charges directly to their own account with the shipping carrier or third-party logistics provider.
Shipping	Ship Service	This field allows you to specify the type of shipping service for the sales order, such as Standard Ground, Express Overnight, Two-Day Delivery, etc. Please note that if the ship method is Delivery, this field is mandatory.
Shipping	Ship Package Type	This field allows you to specify the type of packaging used for the sales order shipment, such as "Box," "Envelope," or "Pallet".
Shipping	Shipping Notes	Allows you to add any relevant notes or instructions related to the shipment.
Shipping	Shipping Expense Account	This field designates the accounting expense account to which the shipping costs will be allocated.
Shipping	Shipping Cost	This field allows you to enter the total cost incurred for shipping the order.
Shipping	Tax Code	This field allows you to specify tax code applicable to the shipping charges.
Shipping	Shipping Tax Amount	The amount of tax applied to the shipping costs is recorded here.
Shipping	Total Amount	This field displays the overall total cost of the shipping, including shipping taxes.
Other	Order Tags	This field allows you to tag or categorize sales orders, making it easier to sort and filter them based on specific criteria.
Other	Risk Analysis	This field displays the potential risks associated with the sales order. This field is only supported for the orders created using an integration like Shopify, etc.
Other	Presentation	This field displays the B2B presentation name linked to this sales order. This field is only populated if this order is created via the Xoro B2B platform
Other	Promise Date	This field indicates the committed date of delivery or fulfillment to the customer, helping to manage customer expectations effectively. Please note that you can set the offset for "Promise Date" in the "Date offsets for Sales Order, Estimate and Invoice Date" app config.
Other	EIN	This field allows you to enter the EIN associated with the sales order.
Other	Priority Code	This field allows you to select the priority code for the sales order.
Other	Order Type	Specify the type of sales order, such as standard, rush, or backorder, to categorize and handle orders accordingly such as ECOM or B2B etc.
Other	Third Party Fulfillment	This field displays the displays the reference to the third party fulfillment identifier for the orders created using an integration like Shopify, etc.
Other	Campaign	This field displays the B2B campaign name linked to this sales order. This field is only populated if this order is created via Xoro B2B platform.
Other	Select Buyer	Utilize this field to assign a specific buyer or representative responsible for handling the sales order.
Other	Minimum Fill Rate %	This field allows you to enter the percentage of the ordered quantity that has to available for the order to be processed.
Other	VAS Instruction	If a VAS item has been applied, this field field allows users to input any specific instructions or requirement for the additional services provided.
Other	Is VAS Required?	Enable this if VAS is mandatory for the sales order.
Other	Third Party Account	This field displays the reference to the third party account identifier for the orders created using an integration like Shopify, etc.
Other	Third Party Ref Name	This field displays the reference to the third-party name identifier for the orders created using an integration like Shopify, etc.
Other	CSR (Customer Service Rep)	This field specifies the customer service representative handling the order for efficient communication.
Other	Quality	This field allows users to define the standard quality of items specified in the sales order. Click on the "Gear" icon beside this field to apply this quality to apply or remove this quality from the items in the sales order.
Other	Third Party Notes	This field displays the third party notes for the orders created using an integration like Shopify, etc.
Other	Auto Update Cancel Qty On SO?	This option allows the system to automatically mark orders for cancellation if insufficient inventory is available when creating a sales order. If this option is enabled, any unfulfillable item quantities will be automatically canceled upon saving the order. Please remember to enable this option before creating the order to enable auto cancellation. Please note that this field will only be if the app config "Auto-Cancel Sales Order on Inventory Shortage" is enabled.
Other	Require Pack & Hold	This field allows users to indicate whether the sales order items should be packed and held for a specific period before shipping.
Other	Third Party Source	This field displays the displays the reference to the third party source identifier for the orders created using an integration like Shopify, etc.
Other	Brand	This field allows you to associate the sales order with a specific brand or product line, aiding in brand management and analysis.
Other	Default Location	Set the default location for the order's fulfillment and shipment to streamline the order processing and shipping process.
Other	Duty Payment Terms	This field allows users to specify the terms and conditions under which import/export duties for the sales order will be handled.
Other	Custom Comment	This free-text field is where users can add any additional notes, comments, or instructions specific to the sales order. These comments may not fall under predefined categories but are essential for processing or fulfilling the order.
Advance Payment	Require Advance Payment	Use this field to enter an advance payment that is required from the customer to ship the order. You can select an absolute amount or percentage of the order. You can utilize this field to restrict the order from waving or shipping if the payment is not recorded in the system.
Custom Fields	Custom Fields	This will allow you to enter data in the custom fields defined for the sales order entity. This feature provides the flexibility to capture and store additional information relevant to the sales order, tailoring the system to your unique business requirements.
Address Notes	Address Notes	This will allow you to enter data in the address instruction fields defined for customer's ship to or bill to addresses. This feature enables you to provide specific instructions or additional information related to the delivery or billing address, ensuring accurate and efficient order processing.
Footer	Bill To Address	This field displays the billing address for the sales order. When you select a customer, this field is automatically populated with the associated billing address, which can be edited as needed.
Footer	Ship To Address	The "Ship Address" field shows the shipping address for the sales order. When a customer is selected, this field is automatically filled with the corresponding shipping address. You can choose other addresses from the drop-down menu or edit the address by clicking on it.
Footer	Exchange Rate	If the sales order is for a foreign customer, the "Exchange Rate" field allows you to specify the conversion rate for currency exchange.
Footer	Customer Message	In this field, you can enter a personalized message for the customer or choose from pre-written messages to include in the sales order printout.
Footer	Memo	The "Memo" field provides space for writing notes or any additional information related to the sales order. This allows you to add important details or instructions that need to be considered during order processing.

Fields marked with an asterisk * suffix are required fields

Adding Lines to a Sales Order

After inputting the header level information in the sales order, you'll proceed to enter line-level details, which encompass the specific goods and services requested by the customer. In the line-level section, you can add individual items, and specify their quantities, unit prices, and any applicable discounts or taxes.

There are multiple ways to add an item to a sales order and are listed as follows:

• Add Item: This option allows you to add a single item at a time to the sales order, ideal for quickly including individual items with specific attributes or quantities. To use this option, click the "Add Item" button in the Sales order detail section.

• Advanced Variant Finder: With the Advanced Variant Finder, you can efficiently bulk add items using a variant grid view, perfect for managing complex product configurations or multiple variants in a single operation. To use this option, click the "Advanced Variant Finder" button in the Sales Order Detail section. Within the Product Variants Finder popup window, you can now view the inclusion of option 1, and option 2 as subtext within the product dropdown menu of the advanced variant finder.

  

  

  If a product has three options, "Option 3" dropdown option will be available in the Advance Variant Finder screen. Users can select Option 3 from the dropdown and specify the quantity independently. XoroERP also allows you to update the price of the item directly from the Advance Variant Finder option. This feature is based on the app config, “Enable Price Edit in Advance Variant Finder”.

  

  If this configuration is turned ON, a new price field will be displayed in the Advance Variant Finder pop-up. By default, the price field will be automatically pre-filled with the minimum price obtained from all items with the same Option 1. For example, if the Option 1 code is "XL" and there are 5 items with "XL," the minimum price from those items will be set as the default value in the price field.

  

  Users have the liberty to modify the price in the field as needed. You can update the price according to your specific requirements.

  

  However, please note that, after updating the price, when you open the advance variant finder in the edit state then the price field will be disabled.

  

  
• Quick Add Items: The Quick Add Items feature enables the bulk addition of items to the sales order using a table form with search capabilities, making it a convenient choice for quickly populating the order with multiple items. To use this option, click the "Quick Add Items" button in the Sales order detail section.

• Last Ordered Items: This option allows you to bulk add items or easily repeat items from the customer's last ordered items, streamlining the reordering process for frequently purchased items. To use this option, click the "Last Ordered Items" button in the Sales order detail section.

• Kit Finder: The Kit Finder feature simplifies adding kits to the sales order, allowing you to efficiently include pre-configured sets of items or components with a single selection. To use this option, click the "Kit Finder" button in the Sales order detail section.

Use the convenient keyboard shortcut (Alt+A) for the "Add Item" option

Sales Order Line Fields

Field	Description
Alternative Item Number1	This field displays an alternative item number1 for the item, providing additional identification.
Alternative Item Number2	This field displays an alternative item number2 for the item, providing additional identification.
Alternative Item Number3	This field displays an alternative item number3 for the item, providing additional identification.
Amount	Displays the calculated amount, which is the result of (Unit Price * Qty - Discount).
Availability	Indicates whether the item is available or unavailable for sale from its Ship Store.
BackOrder Qty	This is an editable input field that allows you to indicate the quantity that is currently back-ordered and awaiting fulfillment. The items in which this field is specified cannot be fulfilled until the back-order quantity is removed or resolved.
BasePart#	Displays the product base part number associated with the item.
Category	Displays the item category associated with the item.
Country Of Origin	Indicates the country of origin for the item.
Customer Item#	Display's the item number assigned by the customer in item customer mapping module.
Default Vendor	Displays the default vendor for the item.
Description	This is an editable input field that displays the description of the item.
Discount	This field allows you to apply a discount to the item.
Dropship PO Number	For dropship items, this field captures the purchase order number for the item.
Dropship Qty	Displays the quantity to be drop-shipped for the item.
Dropshipped Qty	Represents the quantity of items that have been drop-shipped.
Dynamic MO Status	Displays the dynamic manufacturing order status for the item.
Dynamic MO#	Displays the dynamic manufacturing order number for the item.
EUP	Indicates the Effective Unit Price for the item after discount.
HS Code	Displays the HS code for the item, which is used for customs and trade regulations.
Images	This field allows you to add images related to the item in the sales order
Is Dropship Item?	Specifies whether the item is a dropship item or not.
Is Manufacturable?	Indicates whether the item is manufacturable.
Item Image	Displays the image related to the item.
Item Tags	Displays tags associated with the item.
Item Type	Specifies the type of item, such as inventory, non-inventory, etc.
Item#	The unique identifier for the item.
Item Unit Price	This field displays the standard unit price of the item. This will come in handy in case of any price adjustments made on the sales order. Please note that this column will only be visible when the Multi UOM feature is turned off. In cases where item prices are defined in multiple currencies, this column will fetch the price in the customer's currency for which the sales order is being placed. However, if item prices are not defined in multiple currencies, the registered standard unit price of the item will be fetched in this column, irrespective of the currency of the customer.
Kit Factor	Captures the kit factor for the item.
Kit Item Price	Displays the item price for the kit.
Linked PO Qty	This column displays the linked purchase order quantity on the SO detail line, enabling users to quickly assess the associated purchase order quantities for each sales order.
MO#	Represents the manufacturing order number associated with the item line in the sales order.
Notes	Provides the ability to add notes or additional information for the item line.
Opt 1 Name	Displays the name for Option 1 related to the item.
Opt1 Code	Vendor List PriceDisplays the code associated with Option 1 for the item.
Opt1 Value	Displays the value for Option 1 related to the item.
Opt2 Code	Displays the code associated with Option 2 for the item.
Opt2 Name	Displays the name for Option 2 related to the item.
Opt2 Value	Displays the value for Option 2 related to the item.
Project/Class	Allows you to select a project or class to associate with the item line.
Qty	This is an editable input field that specifies the order quantity of the item.
Qty Allocated	Represents the quantity of the item reserved/allocated for the customer on a pick wave.
Qty Remaining To Allocate	Displays the remaining quantity to allocate for the item.
Qty Remaining To Ship	Indicates the remaining quantity to be shipped for the item.
Qty Shipped	Displays the quantity of the item that has been shipped to the customer.
Ship Date	Allows you to edit the to be shipped date for an individual item in the order. If the PO is linked to an SO, the ship date will be automatically updated on updating the delivery date in the corresponding Purchase Order.
Tax	This is an editable input field that specifies the tax code applied to the item.
Tax Amount	Displays the calculated tax amount for the item.
Title	Displays a title associated to the base product of the item.
Unit Price	This is an editable input field that allows you to edit the unit price for the item.
Uom	Specifies the unit of measure for the item (liter, unit, kilogram, etc.).
UPC	Displays the Universal Product Code (UPC) for the item.
VAS Item	This is an editable input field that indicates whether the item has a VAS (Value-Added Service) item applied to it or not.
VAS Item Total Cost	Displays the total cost for the Value-Added Service item.
VAS Item Unit Cost	Displays the unit cost for the Value-Added Service item.
Weight	Displays the weight of the item.
Weight UOM Name	Displays the name of the unit of measure for the item's weight.
Add Images	This field allows you to add images related to the item, enhancing visual representation.
Pencil Icon	This field allows you to update the item quantity (add a new item or remove any item (set the qty to 0 to remove it)). If the “Enable Price Edit in Advance Variant Finder” app config is on, there will also be an option to edit the price in the advance variant finder.
Active Linked Qty	This column displays the calculated active linked quantity. It's determined by the following formula: Active Linked Qty = Total Linked Qty - Linked Qty Received, where "Total Linked Qty" is equivalent to the existing "Linked Qty" field.
Not Linked Qty	This column displays the calculated not-linked quantity. It's determined by the following formula: Not Linked Qty = Remaining to Ship - Qty Allocated - Active Linked Qty

After completing the header fields and adding items, click on the "Save" button to create a sales order. The system will automatically assign a unique number to the sales order in the format of SR-S000001, where "SR" denotes the sales store code and 1 denotes a sequential series. This number will be displayed on the top left corner of the page. Once this number is generated, it becomes a permanent identifier and cannot be altered.

Use the convenient keyboard shortcut (Alt+S) for the "Save" action and (Alt+N) for the "Save and New" action

The new sales order will be created in the Open status. For more details on the sales order statuses, read Sales Order Statuses

You can print this sales order once it is created using the Print button situated on the top right of the page.

If duplicate items are added to the sales order, users will see an info alert to indicate that duplicate items have been added to the sales order. This alert is displayed as a div at the top of the screen and specifically identifies items that have multiple entries within the sales order.

Sales Order Statuses

• Open: When a Sales Order (SO) is initially created, it is in the "Open" status, indicating that it is not yet finalized, and modifications can be made to it.

• Released: After finalizing the SO, it can be "Released," allowing the fulfillment department to prepare it for shipment. However, the release is subject to the condition that there are no restrictions on the items (if applicable).

• Partially Shipped: If some items in the SO are back-ordered and yet to be shipped, the status becomes "Partially Shipped."

• Shipped: Once all items on the SO have been shipped and the order is fully fulfilled, it enters the "Shipped" status.

• Closed: The "Closed" status is applied manually to sales orders where either part or the entire order is not intended to be fulfilled. Closed orders are restricted from any further actions.

• Cancelled: The "Cancelled" status indicates that there are no items available on the order with an order quantity greater than zero. XoroERP also allows manually applying the "Cancelled" status. Cancelled orders are restricted from any further actions.

The system also provides the ability to track the allocation status of the order which indicates the progress of the order in the warehouse or fulfillment department. For example - Allocated, In Picking, Picked etc. For information on the allocation statuses, read Sales Order Allocation Statuses.

Show/Hide Deposit Refunded & Remaining amount in the Sales Order

To provide greater transparency and control over financial details in sales orders, XoroERP provides you an option to show or hide the refunded deposit and remaining deposit amounts.

• Deposit Refunded is the amount refunded on the linked Deposit to that Sales Order.

• Deposit Remaining is the Deposit amount remaining after deducting the refunded amount from the Total Deposit recorded on that Sales Order.

To show these amount, users have to enable the "Show deposit and refunded amount in Sales Order" app config.

When this config is on, the Deposit Remaining and Deposit Refunded amounts will be visible in the SO.

Please Note:

• The Deposit Remaining and the Deposit Refunded amounts will only be displayed if they are larger than zero, ensuring that you're only presented with relevant information.

• When a sales order is split, the deposit applied is split as well.

• In cases where a deposit is split and the total amount of the new sales order generated as a result of the split is different from the linked amount, the Total Deposit Amount will be shown in brackets.

  
• The 'Deposit Refunded' and 'Deposit Remaining' amounts are reflected based on the Total Deposit amount, ensuring accuracy and consistency in your sales order management.

Restricting a User from creating a Sales Order or performing Wave operations

There are two ways to restrict a user from creating a sales order or performing wave operations:

1. Access Manager

The access manager allows you to grant or restrict access to a user. To restrict a user from creating a sales order or wave, you can remove these access of the user.

How does it work?

• Navigate to the Access Manager module and select the user.

• In the "Set Access Levels" section, choose the "Custom Option"

• Uncheck the access for creating sales order and wave.

• After the access has been modified, click on "Grant Access".

• The user access will be modified and the user will not be able to create sales orders or perform wave operations.

1. User Store Mapping

If a user is not mapped to a store, all the sales order functions like creating SO or modifying an SO will not be allowed with the un-mapped store on the SO.

Only if the access is granted to the user by the user store mapping, the user shall be able to perform the SO process.

You can remove the user-store mapping to restrict a user from creating sales orders or performing wave operations.

How does it work?

• Navigate to the User Store Mapping module.

• Select the User from the dropdown menu.

• In the Store Access section, you can see all the stores for which the user has access.

• Click on the "Bin" icon next to the store to remove the store access for the user.

If the un-mapped ship store is selected for a sales order, the user will not be able to do the following:

• Create a Sales Order,

• Create Wave,

• Pick/Pack the Wave,

• Ship an Order,

• Void a Wave/SO Modify an existing Order

If an attempt is made to process an order with the un-mapped ship store, the user will be shown a message that the user doesn’t have access to the ship store.