Sales Order Options
The Sales Order module offers a variety of options at both the header and detail levels to efficiently manage and process sales orders. From confirming orders to performing batch actions on line items, these options enhance flexibility and control over the sales order workflow.
Sales Order Header Level Options
These options are located under the "Options" menu in the top right corner of the page.
Send EDI Confirmation: This allows the system to send an electronic data interchange (EDI) confirmation for the sales order. It applies to EDI orders only.
Mark Order Confirmed: Marks the order as confirmed, signifying its readiness for further processing. It applies to EDI orders only.
Mark Change Request Received: Indicates that a change request for the order has been received. It applies to EDI orders only.
Release: Releases the sales order for processing and fulfillment.
Create Wave -
Manual: Provides an interface to manually create a wave for warehousing and fulfillment.
Auto: Offers different sub-options for automatically creating a wave based on specific criteria, such as full order(s) only, full quantity line(s) only, or allocating what's available.
Full Order(s) Only: Automatically creates a wave for full orders only.
Full Qty Line(s) Only: Automatically creates a wave for full quantity line items only.
Allocate What's Available: Automatically allocates items available for fulfillment in the wave.
Quick Ship: This function performs the quick ship function, automating all the intermediate processes such as Wave-> Pick-> Pack-> Ship
Remember Customer Pricing: Records the customer's pricing preferences for all the items for future reference.
Take Deposit: Provides sub-options for sending or generating a deposit link, as well as recording the deposit.
Send Deposit Link: Sends a deposit link to the customer to pay.
Generate Deposit Link: Generates a deposit link for the customer.
Record Deposit: Displays the interface to record the deposit for the sales order.
Copy: Offers multiple sub-options for copying the sales order, such as creating a duplicate, copying to an estimate, copying to a purchase order, etc.
Create Duplicate: Creates a duplicate of the sales order.
Copy To Estimate: Copies the sales order to an estimate.
Copy To Purchase Order: Copies the sales order to a purchase order.
Create Dropship PO: Initiates the creation of a dropship purchase order.
Copy To PO(s) By Vendor: Copies the sales order to purchase order(s) based on the vendor.
Copy Selected Lines To PO: Copies selected lines from the sales order to a purchase order.
Copy To Transfer Purchase Order: Copies the sales order to a transfer purchase order.
Copy Selected Lines To TPO: Copies selected lines from the sales order to a transfer purchase order.
Create Manufacture Order: Creates a manufacturing order for manufacturable items.
Create Dynamic MO (Selected Lines): Creates a dynamic manufacturing order for selected lines.
Move / Split: Allows moving or splitting line items in order.
Move Lines: Allows to move selected line items to a new sales order.
Move Lines to SO: Moves selected line items to an existing sales order.
Move Un-available Lines: Moves unavailable line items to a new sales order.
Approval: Offers options for marking the order for approval or removing approval status.
Mark as Waiting For Approval: Marks the sales order as waiting for approval.
Mark as Approved: Marks the sales order as approved.
Remove Approval Status: Removes the approval status from the sales order.
Reporting: Provides sub-options for showing wave(s), profitability, linked orders, linked invoices, deposits taken, etc.
Link Orders: This option allows you to establish a connection between the line items in the sales order and the line items of one or more purchase orders. This linkage enables seamless coordination and tracking between the sales and procurement processes, streamlining order fulfillment and enhancing efficiency.
Link Credit Memo: Links a credit memo to the sales order to auto-apply and pay the invoice.
Remove Address Verification Error: Removes any address verification errors for the sales order.
Add To Email Queue: Places the sales order in the email queue for sending at a later time.
Cancel: Mark the sales order as cancelled and restrict any further processing. If the Auto Remove Linking option in the Cancel confirmation pop up is enabled, the system will automatically remove all the linked POs to the sales order. Please note: If the app configuration setting "Restrict SO Cancellation, if SO is linked with PO" is enabled, the sales order cannot be canceled if it is linked to a PO. Therefore, in this case, the auto-remove linking toggle will not be visible, as the system will prevent any cancellation action.
Void: Voids the sales order. Voided orders are deleted permanently from the system.
Mark As EDI Order: Marks the sales order as an EDI order.
Close SO: Closes the sales order and restricts any further processing.
Re-Open SO: Reopens a closed or cancelled sales order for further processing. **This option needs elevated permissions.
Show Activity : Opens the Data Activity popup window where you can track and review field-level changes, ensuring that any modifications to critical data are recorded for auditing and compliance purposes.
Order Closure Inquiry
Deciding if you should close an order depends on your operation’s workflow. An order can be closed if it no longer needs any further processing. But remember, it is not mandatory to close an order. You can leave sales orders as "Shipped" or purchase orders as "Received" if you and your team feel it is unnecessary to close orders.
The option to close an order can also come in handy for orders that are partially shipped or received; in this status, it is unclear whether further action needs to be taken on the order. If you know for sure the remaining inventory is not going to be shipped/received on such orders, you can go ahead and close the orders. Closing it removes ambiguity and clearly states that no further action is required.
Please note: The system will keep a record of the voided transactions (posting) such as invoices, IR, bills, etc.
Closed V/S Cancelled Orders
Closed Order: An can be closed once it is completed or if it is no longer valid. You can however re-open a closed order in case anything changes and you want to process the order. Canceled Order: An order can also be marked as canceled when it is no longer valid or you can cancel an order if it is created by mistake. Once an order is canceled, you can not change its status or process the order.
Closing an Order
In XoroERP you have the option to close a single order or batch close multiple orders.
Closing single order
To close a single order, open the order and go to Options > Close.
Batch close orders
To batch close an order, navigate to the concerned centre (Sales Order Centre/Purchase Order Centre).
You can then select the order you want to close and go to Options > Close.
Please note:
Closed orders do not impact inventory.
To close an SO, there should be no waves in picking. Please complete the order or void all the waves before proceeding to close the order.
Sales Order Line Level Options
The Options" menu in the Sales Order Details section offers a variety of options to manage the items, while the "Sort By" option allows you to sort the items in the estimate as per your needs.
Sales Order Line Level Options
These options are located under the "Options" menu in the SO detail section of the sales order
Batch Discount: Allows applying discounts in bulk to multiple line items.
Batch Unit Price: Allows updating unit prices for multiple line items at once.
Batch Qty: Allows adjusting quantities for multiple line items in bulk.
Batch VAS Item: Allows selecting/updating the Value-Added Service (VAS) item for multiple line items at once.
Batch BackOrder Qty: Allows updating back-ordered quantities for multiple line items.
Remove Restrictions: Removes any pricing restrictions on selected line items. **This option needs elevated permissions.
Delete Selected Row(s): Deletes the selected line items from the sales order.
Batch Apply Custom Price: Provides sub-options for applying custom prices to multiple line items, including standard unit price, standard unit cost, and up to fourteen custom price options.
Remember Customer Pricing: Saves the customer's pricing preferences for the line items.
Refresh Availability: Updates the availability status for the line items.
Recalculate Pricing Rule: Triggers a recalculation of pricing rules for the line items.
Sorting Sales Order Items
Beside the Options menu in the details section of the sales order, there is an option to sort the items. To sort the items, click on the "Sort By" option and select how you want to sort the items.
Sorting Options
The sorting options available include:
Item Number: Arrange items either in ascending or descending order based on their item numbers.
Total Price: Sort items based on their total price, helping you quickly identify high-value transactions. (Please note that this sorting option is not available in transfer orders as these orders do not involve pricing.)
Quantity: Arrange items by quantity, aiding in inventory management and fulfillment tracking.
Variant Sequence: Sort the items by variant sequence, ensuring a smooth flow in ordering processes involving variants.
These options empower users to efficiently manage sales orders, streamline workflows, and enhance customer satisfaction.
Sales Order Right-Click Options
Delete: Deletes the item from the sales order.
Pricing Levels: Displays the pricing level applied to the item, if applicable.
Item Details: Opens up the item subform and allows you to view item details.
Inventory Info: Choosing this option will open the "Qty Details" subform, providing you with the inventory details for the selected item. Additionally, this option allows you to link a sales order (SO) to a purchase order (PO).
To link a PO to the current SO:
Click on "Incoming Deliveries" in the "Qty Details" window. This will display the purchase orders for the item and their expected delivery dates.
Select the PO Number you want to link. This action will redirect you to the Order Linker module.
In the Order Linker module, click "Add Linking" to establish the connection between the PO and the SO.
Once linked, you can view the connection in the "Linked Orders" tab of the sales order.
Inventory Info (Multi Company): If your system is connected to multiple company instances, this option allows you to view the inventory information across all connected companies. Please note that if option will only be available if the "Show Inventory Info (Multi Company)" app config is enabled.
Duplicate Selected Items: Creates a duplicate of the selected item and add it to the sales order.
Copy
Copy Notes: Copies the details from the "Notes" column.
Copy Description: Copies the item description.
Copy Tax: Copies the details of the tax applied to the item.
Paste
Paste Notes: Pastes the copied notes into the "Notes" column of the selected item.
Paste Notes (Selected Rows): Pastes the copied notes into the "Notes" column of the selected item lines.
Paste Description: Pastes the copied description into the "Description" column of the selected item line.
Paste Description (Selected Rows): Pastes the copied description into the "Description" column of the selected item lines.
Paste Tax: Pastes the copied tax details into the "Tax" column of the selected item.
Paste Tax (Selected Rows): Pastes the copied tax details into the "Tax" column of the selected item lines.
Apply Custom Price: Provides sub-options for applying custom prices to multiple line items, including standard unit price, standard unit cost, and up to fourteen custom price options.
Add Item: Allows you to quickly add new item(s) to the sales order.
Splitting a Sales Order
Splitting a sales order refers to the process of dividing a single sales order into multiple orders, each with its own unique identification and set of items. This might be done for various reasons, including:
Partial Shipment: If not all items in the sales order are available or ready to be shipped at the same time, you may choose to split the order and ship the available items first.
Multiple Locations: If items in the sales order are stored in different locations, splitting the order allows you to fulfill it from multiple sources.
Different Delivery Dates: If the customer has requested or agreed to receive parts of the order at different times, splitting the order facilitates managing and tracking these separate deliveries.
Splitting a Sales Order
You can split the order directly from the sales order by moving the items to a new or existing sales order.
You can split the sales order in three ways:
Move Lines: This option allows you to move the selected lines to a NEW sales order.
Move Lines to SO: This option allows you to move the selected lines to an EXISTING sales order.
Move Un-available Lines: This option allows you to move the unavailable item(s) to a new sales order.
Once you click on the preferred method, you will be asked for confirmation. On this confirmation screen, you can also update the store for the new sales order.
However, if you are moving item line(s) to an existing SO, you can specify the sales order at this stage.
Splitting the Deposit on a Sales Order
If a deposit is recorded on a sales order, the deposit can also be split between the orders based on an App Config, "Auto split deposit on splitting a sales order".
If this config is enabled, the deposit will be automatically split when splitting the sales order.
Updated Deposit linked amount criteria (if the app config is ON):
For old SO (Deposit linked amount) = Linked deposit amount – New SO total amount.
For new SO (Deposit linked amount) = New SO total amount.
If this app config is Off, the deposit amount will remain linked with the original sales order and only the item(s) will be moved to the new SO.
Approval Feature(in-detail)
The approval feature in XoroERP's Sales Order module is designed to streamline the process of notifying and confirming the approval status of sales orders. This feature helps ensure that sales orders are reviewed and approved before further processing.
Key Columns and Their Functions:
Approval Status: Indicates whether the sales order requires approval or has been approved.
Approval Status Changed At: Displays the timestamp of the last change in the approval status.
Approval Status Change Source: Shows the source or user who changed the approval status.
These columns can be enabled in the Sales Order Centre by clicking on the "nine dots" menu and selecting the relevant columns.
How to Use the Approval Feature:
Navigate to the Sales Order Centre:
Go to the Sales Order Centre to manage and view sales orders.
Enable Approval Status Columns:
Enable the columns for “Approval Status”, “Approval Status Changed At”, and “Approval Status Change Source” from the “nine dots” menu.
Right-Click on a Sales Order:
Right-click on the desired sales order and select the “Approvals” dropdown from the context menu.
Select Approval Options:
Choose from the following options:
Mark as Waiting for Approval: Tag the sales order as pending approval.
Mark as Approved: Confirm that the sales order has been approved.
Remove Approval Status: Clear any existing approval status tags.
Example Workflow:
Marking as Waiting for Approval:
When a sales order is marked as "Waiting for Approval", it will be tagged accordingly in the Sales Order Centre. This status serves as a visual indicator that the order is pending review.
Notification on Sales Order Opening:
Upon opening a sales order tagged as "Waiting for Approval", users will see a notification indicating the order's pending approval status.
Important Note:
The approval tag is non-restrictive, meaning it does not impede any other system functions such as releasing or allocating orders. This allows for flexibility in managing sales orders while still maintaining an approval workflow.
By implementing this approval feature, XoroERP enhances control and oversight in the sales order
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