Sales Orders

A sales order is a document that confirms the terms of a transaction between you and your customer. This document is typically generated in response to a customer's purchase order and details the quantity, price, delivery terms, and other order-related information. You can send this document to the customer or use it solely for internal order processing purposes.

1. Create a Sales Order

To create a new sales order:

• In the main menu, go to Sales and then click on Sales Orders.
• In the list of Sales Orders, click on the (+) button.
• In the contextual menu, you can choose New Document or Copy from (allows you to generate an order from a previous quote).
• Select the customer, currency, issued date, due date, salesperson, and the Document Status (Draft or Open). If you choose a foreign currency (EUR$) for an order, a new field with the exchange rate will appear. You can adjust this rate if needed.
• In the content section, you can choose the products and services that will be included in this order. You can select a product, service, or bundle for each line and define the quantity.
• Each new order comes with one default line, but if you need to add more lines, simply click on the (+) button below the list and repeat the previous step.
• In the totals area, you can apply discounts as a percentage (%) of the sale or a fixed amount ($). If you want to apply one or the other, just click on DISCOUNT ($) and choose the desired option. Then click on the amount next to it and define the discount amount or percentage.
• To apply additional charges to an order, below the totals, select an option from the list field and define the amount in the adjacent field. If you need to add more charges, click on the (+) button next to the list field.
• Finally, you can define the terms and conditions of the order by completing the respective fields.
• Click Save to save the document.

2. Edit a Sales Order

To modify a sales order:

• In the main menu, go to Sales and then click on Sales Orders.
• In the list of Orders, find the order you want to modify.
• Click on the actions menu (three horizontal dots).
• Click on Edit.
• Make the necessary adjustments.
• Click 'Save' to save the changes.

3. Delete a Sales Order

There may be occasions when it's necessary to delete a sales order, perhaps due to an error or mistake. To delete a sales order:

• In the main menu, go to Sales and then click on Sales Orders.
• In the list of Orders, find the order you want to delete.
• Click on the actions menu (three horizontal dots).
• If the order is in Draft or Open status, you will have the option to Delete.
• If the order is in Closed status, it cannot be deleted.
• You will be asked to confirm the action.

4. Send Order via Email

With "Send by Email," you can send sales orders in PDF format to your clients via email. To send a sales order by email:

• In the main menu, go to Sales and then click on Sales Orders.
• In the list of Orders, find the order you want to send by email.
• Click on the actions menu (three horizontal dots), and then select Send by Email.
• Fill out the fields for To (your client's email), Subject, and Message. This information will be provided by default, but you can make any necessary adjustments.
• If you need to include a BCC or CC, click on the link next to the To field.
• Click Send to send the order.

5. List of Orders and Options

The sales order module provides a list of all generated orders and a set of options in the action menu (three horizontal dots) for each order, allowing you to easily manage and track each transaction. The options in this menu include:

• Edit
  If you need to edit a sales order, this option allows you to make changes to an order. Keep in mind that you can only edit an order as long as it is not in a Closed state.
  ‍
• History
  ‍Allows you to view all transactions associated with this order.
  ‍
• Preview
  ‍This option allows you to preview the order as it would appear once printed or sent to the customer.
  ‍
• Duplicate Document
  ‍If you need to create a new order with similar information to an existing one, this option allows you to duplicate it to avoid entering the same data again.
  ‍
• Copy to Invoice
  ‍If you need to generate an invoice from a sales order, this option allows you to create the invoice using all the information from the order. Note that this changes the status of the order to Closed.
  ‍
• Copy to Shipment
  ‍If you need to generate a shipment from a sales order, this option allows you to create the shipment using all the information from the order. Note that this changes the status of the order to Closed.
  ‍
• Attach File
  ‍Allows you to add files related to the order, such as supporting documents or attachments sent by the customer.
  ‍
• Audit
  ‍The audit trail displays the changes made to the document, providing detailed tracking of modifications.
  ‍
• Send by Email
  ‍This option allows you to send the order directly to the customer via email.
  ‍
• Delete
  If, for any reason, you need to delete an order, you can do so using this option. Please note that you can only delete orders in Draft status.
  ‍
• Cancel Document
  When the order is in an Open state and needs to be canceled, you can use this option. A canceled order cannot be deleted.

These menu options are designed to streamline the management of your orders and provide greater flexibility and control in your sales process.

7. Configuration Options

Cashflow provides customization features for sales, allowing you to tailor the platform to the specific needs of your business, enhancing operational efficiency. These customization options include:

7. Price Lists
   This feature enables the creation of distinct price lists for various products in your inventory.
   ‍
8. Discount Groups
   You can define and apply discounts to groups of products within a price list.
   ‍
9. Modify Sales Prices
   Granting users the ability to adjust the selling prices of products.
   ‍
10. Item-Specific Discounts
    Empowering users to apply individualized discounts to each item.
    ‍
11. Global Discounts
    Allowing users to set universal discounts applicable to the entire sales document.
    ‍
12. Item Commissions
    Enabling the establishment of commissions based on each product sold.
    ‍
13. Exchange Rate
    Provides the option to hide the display of the exchange rate in the user interface.

Tips & Best Practices

• Utilize the available options in the sales modules, such as price lists, item discounts, commission calculations, and more, to tailor them to your business's specific needs.
• Ensure you select the correct customer before adding items to an estimate. This is crucial for applying the correct price lists and avoiding later errors.
• Before saving an order as Open, double-check all details to prevent the need for later modifications.
• Use the Draft status for orders when creating or making changes. Once the order is ready to be sent to the customer, change the status to Open.

Common Problems

1. I don't see the "Copy to Invoice" option
   ‍If you can't find the Copy to Invoice option in the order's action menu, it could be due to several reasons: 1) You don't have permissions to perform this action, 2) the document has already been copied to an invoice or dispatch, or 3) the order is not in "Open" status. Only orders in the "Open" status can be copied to an invoice.
   ‍
2. I don't see the "Copy to Dispatch" option
   ‍Similar to the Copy to Invoice issue, if you can't find the Copy to Dispatch option, it could be due to permissions, the document's previous status, or the order not being in Open status.
   ‍
3. I can't apply discounts to specific products
   ‍You need to enable the Item Discounts option in Settings > Sales > General Settings. Save the changes and refresh the document to check if the functionality is available.
   ‍
4. I can't modify the selling price of a product
   ‍Activate the Modify Selling Price option in Settings > Sales > General Settings. Save the changes and refresh the document to confirm the modification.
   ‍
5. I can't apply a global discount
   ‍Enable the Global Discount option in Settings > Sales > General Settings. Save the changes and refresh the document to verify the functionality.
   ‍
6. I can't define item commissions
   ‍Activate the Item Commissions option in Settings > Sales > General Settings. Save the changes and refresh the document to confirm the change.
   ‍
7. The exchange rate is not displayed
   ‍You should enable the "Exchange Rate" option in Settings > Sales > General Settings. Save the changes and refresh the document to see the exchange rate.
   ‍
8. Some fields are not visible
   ‍Enable these fields in Settings > Document Settings. Under the Sales document list, go to Estimates and click on the settings icon. In the Column Display Options, activate the columns you want to appear in the document view and print view. Then click Save. Remember to exit and re-enter the estimate document to see the changes.

If you can't resolve the problem on your own, it's always better to contact technical support for assistance and to avoid potential errors that could affect your accounting records.