Open Sales Orders : Netvisor

This guide covers the management of open sales orders. The guide instructs on how to use basic and advanced search, edit views, handle 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 offers, Open sales orders, Offer list, and Sales order list.

The view shows sales orders with the status of undelivered, partially delivered, or unbilled. When 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 name, or business id.

Enter the order number, reference number, customer name, or business id in the search field.
If you want to refine the search, select one or more search terms from the dropdown menu on the right side of the search field.
Keep the search window open when you want to use the selected search criteria in the basic search.
Close the search window when you want to use the basic search 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.

Open the advanced search.
Add search criteria by selecting the "+" button.
Remove search criteria by selecting the "-" button.
Select "Save changes" when you want to save the search for later use.
Use the saved search in the Open sales orders view from the selection on the right side of the search fields (in the example "My orders").

Show columns

With this function, you can define what information you want to be visible in the list. The selections are saved and remain the same when you return to the view.

Open the "Show columns" function.
Select the columns you want to be visible in the list.
Select "Update view" to save the column selections.

Below are detailed descriptions of a few columns:

Internal additional information: 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: Delivery readiness shows whether the order rows can be fully or partially delivered based on stock management balance information.

Undelivered amount (incl. VAT) EUR: Shows the euro amount including possible vat for the rows that have not yet been delivered on the order.

Unbilled amount (incl. VAT) EUR: Shows the euro amount including possible vat for the rows that have already been delivered but not yet invoiced. The amounts of undelivered rows are not included here.

Group

With this, you can define the basis for grouping the list or remove the grouping entirely. By default, the grouping is Status.

Select "Group" when you want to change the grouping basis of the list.
Select the desired grouping basis or remove the grouping.

Update view

Changes made to columns and grouping are saved when "Update view" is selected.

Select "Update view" when you have made changes to columns or grouping and want to save them.

Restore defaults

The function restores the default settings and selections.

Select "Restore defaults" when you want to restore the original settings and selections of the view.

Save as Excel file

The list can be exported to Excel with this function.

Select "Save as Excel file" when you want to export the list in Excel format.

Row-specific action buttons

With the blue arrow button at the end of the row, it is possible to handle an individual order.

Select the blue arrow button at the end of the row when you want to handle 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. When orders are selected, action buttons are activated at the bottom of the page according to what actions can be performed on the orders.

Check the orders for which you want to perform the same actions.
Check the activated action buttons at the bottom of the page.
Select the desired action that is available for the selected orders.

Actions

With this function, it is possible to perform the listed actions for multiple orders at once.

Select multiple orders from the list.
Select "Actions" when you want to perform the same action for all selected orders.

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.

Make sure that the company has the Professional or Premium package.
Select the order or orders from which you want to create a purchase order.
Select "Create purchase order" when you want to create a purchase order from the selected sales orders.

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.

Make sure that the company has the Professional or Premium package.
Select the order or orders whose products are not sufficiently in stock for delivery.
Select "Create supplementary purchase order" when you want to order only the missing products.
Use the "Create purchase order" function if the products are already sufficiently in stock and the supplementary purchase order cannot be used.

Handle orders

With the Handle orders function, one or more orders are selected for handling. Depending on the status of the order, the following functions are available.

Select one or more orders from the list.
Select "Handle orders" when you want to move to handling the selected orders.
Check which functions are available based on the status of the order.

Handle / invoice order: Takes the order to the handling view, where the order can be delivered either fully or partially (and if necessary, backordered) and invoiced. More details on order handling can be found here.

Select the order or orders that you want to deliver and invoice.
Select "Handle / invoice order" when you want to move to the handling view.
Deliver the order fully or partially and, if necessary, create a backorder.
Invoice the order in the handling view.

Send documents: Takes the order to the sending process, where the channel is selected based on customer information.

Select the order or orders from which you want to send documents.
Select "Send documents" when you want to move to the sending process.
Check that the sending channel is selected based on the customer information.

Print order: Takes the order to the sending process, and the channel becomes Local printing.

Select the order or orders that you want to print.
Select "Print order" when you want to move to the sending process for 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 offer can be printed in different formats:

Offer
Offer + 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.

Select the desired print format in the print preview.
Set the default print format in customer information when you want to use the same format by default.

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 handling at the same time for invoice creation ("Handle / invoice order").

Open the customer information and go to the "Edit additional information" tab.
Select "Use consolidated invoicing by default" when you want to create a consolidated invoice from sales orders processed in the same process.
Select the unbilled orders for handling at the same time with the "Handle / invoice order" function when you want to create a consolidated invoice.
Handle the orders in different processes if you want to create a separate invoice for each order.

Frequently asked questions

How do I open the Open sales orders view?
Open the view by selecting Sales > Orders > Open sales orders.

How do I search for sales orders with the basic search?
Enter the order number, reference number, customer name, or business id in the search field and, if necessary, refine the search from the dropdown menu on the right side of the search field.

How do I use the advanced search and save a search?
Open the advanced search, add search criteria with the "+" button, remove them with the "-" button, and select "Save changes" so that the saved search appears in the Open sales orders view on the right side of the search fields.

How do I edit the columns in the list?
Open "Show columns", select the desired columns, and select "Update view" so that the changes are saved.

How do I handle and invoice multiple orders at once?
Check the desired orders, select "Handle orders", and use the "Handle / invoice order" function to deliver and invoice the orders.

When does an order move to the Sales order list?
The order moves to the Sales order list when it has been delivered and invoiced.

How do I select the print format for an order or offer?
Select the desired print format in the print preview and set the default print format in customer information if you want to use the same format in the future.

How does consolidated invoicing work?
When "Use consolidated invoicing by default" is selected in the customer information and you select the unbilled orders for handling at the same time with the "Handle / invoice order" function, the system creates a consolidated invoice. Separate invoices are created for orders handled in different processes.

Keywords: Open sales orders, basic search, advanced search, consolidated invoicing

This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.

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