This guide covers the management of open sales orders. The guide instructs on how to use basic and advanced search, modify views, process orders, and what are the print formats for sales orders.
The Open Sales Orders view can be accessed from Sales > Orders > Open Sales Orders. At the top of the view, there are four tabs that allow navigation between Open Quotes, Open Sales Orders, Quote List, and Sales Order List.
The view shows sales orders with the status of undelivered, partially delivered, or unbilled. If the order is delivered and billed, it moves to the Sales Order List.
Basic search
In the search field, you can search for sales orders by order number, reference number, customer, or business ID.
The basic search can be refined from the dropdown menu on the right side of the search field. One or more search terms are selected from the dropdown menu, after which sales orders matching the search are listed. The search criteria are included in the search when the search window is open. If the window is closed, the basic search works without separate search factors.
Advanced search
With this functionality, the search can be limited with one or more search criteria. Search criteria can be added and removed with the "+" and "-" buttons. The search can be saved for later use from "Save changes". After this, the saved search can be found in the Open Sales Orders view on the right side of the search fields (in the picture, the section "My orders").
Show columns
With this function, you can define what information you want to be visible in the listing. First, select the information and then save the selections with the "Update view" option. The selections are saved and remain the same when you return to the view. Below are detailed descriptions of a few columns:
Internal notes: A comment added to the sales order. The comment is also visible by clicking the speech bubble after the order number.
Sent to customer: You can see from the column whether a document related to the order, such as an order confirmation, has been sent to the customer.
Delivery readiness: Based on delivery readiness, you know whether the order lines can be fully or partially delivered based on inventory management balance information.
Group
With this, you can define the basis for grouping the listing or remove the grouping entirely. By default, this is Status.
Update view
Changes made to columns and grouping are saved when "Update view" is selected.
Restore defaults
The function restores the default settings and selections.
Save as Excel file
The listing can be exported to Excel with this function.
Row-specific action buttons
With the blue arrow button at the end of the row, it is possible to process an individual order.
The above-mentioned order-specific actions can also be performed for multiple orders at once. This is done by checking the orders, and when orders are selected, action buttons are activated at the bottom of the page according to what actions can be performed on the orders.
Actions
With this function, it is possible to perform the listed actions for multiple orders at once.
Create purchase order: With this, a purchase order can be created from the order. To see this, the company must be in the Professional or Premium package.
Create supplementary purchase order: Also requires the Professional or Premium package. With this, a purchase order can be made for those products that are not sufficiently available for order delivery. If the product is sufficiently in stock, this cannot be used. In that case, additional orders must be handled through the create purchase order option.
Process orders
You can select one or more orders for processing. Depending on the status of the order, the following functions are available.
Process / invoice order: Takes the order to the processing view, where the order can be delivered either fully or partially (and if necessary, backordered) and invoiced. More details on order processing can be found here.
Send documents: Takes the order to the sending process, where the channel is selected based on customer information.
Print order: Takes the order to the sending process, and the channel becomes Local printing.
Statuses of open sales orders
The statuses of sales orders are undelivered, partially delivered, and unbilled. When the order is delivered and billed, it moves from open sales orders to the Sales Order List.
Print formats
The order and quote can be printed in different formats:
- Quote
- Quote + bank transfer
- Order
- Order + bank transfer
- Dispatch note: Barcodes are printed if such are recorded for the product
- Dispatch note with prices: Barcodes are printed if such are recorded for the product
- Pro forma: Used, for example, for customs clearance. Pro forma is a "mock invoice" that shows the value of the goods
- Pro forma (export): Customs code and product description are printed if these are recorded for the product
- Dispatch note with prices (gross): gross unit price is in its own column on the printout in addition to the VAT-free unit price
The print format can be changed in the print preview. The default print format can be set in customer information.
Consolidated invoicing
In the customer's information on the "Edit additional information" tab, there is a setting "Use consolidated invoicing by default". If this option is selected, a consolidated invoice is created from the sales orders processed in the same process for the customer. If the orders are processed in different processes, a separate invoice is created for each order. The same process means that unbilled orders are selected for processing at the same time for invoice creation ("Process / invoice order").
Keywords: Open sales orders, basic search, advanced search, consolidated invoicing
This article has been translated using an AI-based translation tool.
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