Creating a Sales Order
• From the Sales Orders tab (record level)
• With the Enterprise Point of Sale tab
Creating a sales order through the Sales Orders tab:
1. Click on the Sales Orders tab as shown below.
2. Once in the Sales Orders section, you can track the sales orders already filled in and create new sales orders.
3. When filling in a new sales order, enter the following information:
- The details about the estimated delivery date and the date of fulfilment of the sales order.
- In the Information section, fill in the order name for ease of tracking. Fill in the customer details.
- Fill in the Order Details section using the price list, order type and subscription of the order, if any.
- Fill in the information about loyalty points, return details and payment details in their respective sections.
- In the Address section, customers’ pre-saved addresses can be selected in the “bill to” and “ship to” address fields.
- Fill in the order details and other instructions, then save.
4. Existing orders also have options to edit after saving. In addition, you can import records of previous to existing sales orders using the import option located at the top right-hand corner of the Sales Orders tab.
In the sales order, besides the estimated delivery date, there is the fulfilled date, which shows the date on which the goods are to be delivered as indicated in the purchase orders. Additionally, you can track goods that are ready for shipping, those that have been held, and those that have been fulfilled.
A customer makes a sales return by sending goods back to your business. The Sales Order Related list includes a return-of-purchase section that gives the customer room to return the goods if they are faulty or for any other stated reason.
Additionally, the sales order contains RMA lines to process the section that contains the information about the items to return. The Return Purchase Authorization holds the information about the return on goods.
Fields to note:
|Organisation||It defines the name of the organisation/Account|
|Organisation Business Unit||It defines the Business Unit name of the Account/Organisation|
|Redeem Voucher Amount||Redeem Voucher Amount Describes the amount that can be redeemed using the voucher|
|Customer Purchase Order Reference||When a sales order is converted into a purchase order, this field is auto-populated with a unique number|
|Amount Paid||Describes the amount paid by the customer for a sales order|
|Authorised||Inventory, Purchase Order and Work Order can be created only if a sales order is authorised|
|Ready For Shipment||Indicates whether the sales order is ready for shipping|
|Number of Fulfilled Items||Indicates the fulfilled number of items from the sales order|
|Total Number of Items||Indicates the total number of items in the sales order|
|Estimated Delivery Date||Provides the estimated delivery date of the sales order|
|Fulfilled Date||Provides the fulfilment date of the sales order|
|RMA Lines to Process||Details the RMA line items|
|Order Name||Describes the unique sales order number|
|Code||Auto-generated code for each record|
|Channel||Describes the name of the sale point|
|Stage||Gives the sales order’s current stage|
|Status||Gives the status of the sales order|
|Customer Profile||Describes the profile of the customer|
|Barcode||Gives the Barcode of the Sales order|
|Contact||Describes the contact name for the customer|
|Customer||Describes the name of the customer|
|Is Invoice Sent||This is checked if the invoice for the sales order is sent|
|Is Back Order||Indicates whether the sales order is a back order|
|Order Details Section|
|Total Vat||Describes the sum of VAT on selected sales order line items|
|Total Other Tax||Describes the sum of taxes on selected sales order line items|
|Sub Totals||Describes the sum of the selected sales order line items|
|Amount||Describes the total amount of the sales order, including VAT, taxes and discounts|
|Total Discounts||Describes the sum of the discount amount on selected sales order line items|
|Price List||Gives the price list of the products/items being added|
|Total Tax Amount||Describes the sum of taxes, including VAT and other taxes on selected sales order line items|
|Order Type||Gives the profile type of the sales order|
|Total Due||Describes the amount due on the sales order|
|Subscription||Indicates whether the sales order is being subscribed|
|Return and Loyalty Details Section|
|Loyalty Points||Describes the number of loyalty points earned by the customer|
|Loyalty Amount||Describes the equivalent amount|
|Customer Id||Describes the unique customer ID|
|Payment Details section|
|Payments Status||Gives the payment status|
|Sales Order Amount||Defines the complete sales order amount|
|Payment Method||Indicates the types of payments which can be used|
|Payment Mode||Mode used for the payment|
|Due Amount||Total amount which must be paid|
|Address Details section|
|Bill-To Address||Describes the address to which the customer is billed|
|Ship-To Address||Describes the address that will be used for shipment|
|Order Dates Section|
|Book Date||The date when the sales order is booked|
|Request Date||The date when the sales order is requested|
|Order Date||The date when the sales order is created|
|Special Instructions||Instructions for the sales order, if any|
|Hold Status||Status for the sales order being held|
Invoices and Payments:
The Invoices tab in ERP Mark 7 can be used to manage customer invoices that contain order information about purchased products. Users can view or send the invoice via email to the client. The tab allows users to generate an invoice document as a PDF.
An invoice is created in two ways:
- From the Sales Orders tab (record level)
- From the Enterprise Point of Sale tab
Creating an invoice through the Sales Orders tab:
- Create the sales order as described in Creating a sales order through the Sales Orders tab.
- From the related tab, find “Invoices” and click the “New” button.
- Select the “Sales” record type and click the “Next” button.
- Enter the organisation details, the purchase order number, the sales order number, and the amount details under the Organisation Details section.
- If the invoice needs to be reflected on the organisation’s finance, select the “Posted” checkbox and the posted date.
- Fill in the Information section with details like tax receipt number, customer account, and active checkbox, then click “Save” to create an invoice record.
Creating an invoice through the Enterprise Point of Sale tab:
- Create the sales order as described in “Creating the sales order from the Point of Sale Tab”.
- When the sales order is saved from the EPOS tab, an invoice record is created automatically with complete amount details of purchased products.
- Click the “View/Send Invoice” button to view the invoice template. The console provides an option to send an invoice attachment to the customer’s email address.
The function that is used to receive payments from customers who have purchased your products and services and who have not already paid for them.
When you sell a product/service, the order is created through order processing. The order processing functionality provides for the entry of payments and can be done via the following payment methods.
- Credit Card/Debit Card
The system can accept partial payments and has the ability to record multiple payments for each sales order.
When the customer books a sales order, the system typically creates an invoice in the system which can be sent to the customer’s email ID.
Making a Payment
Payments can be made using one of two methods –
- From the Sales Order tab (record level)
- With the Enterprise Point of Sale tab.
Creating payments through Sales Order Tab:
- Open the Sales Order record for which the payment must be made. On the related tab, scroll down and select “Payments”. Click on the “New” button.
- From the New Payment Record Type pop-up, select “Cash Payments” and click the “Next” button.
- Fill in the organisation and sales order details under the Organisation Details section. Fill in the payment details under the Information section. Click the “Save” button to create a payment record for the selected sales order.
When the payment is made for the selected sales order, the status of the sales order is changed to either paid, under paid or over paid based on the amount that has been given in the payment record.
Loyalty – If a customer is a regular customer of the organisation, he would have received loyalty points for every purchase he made. Each loyalty point can be assigned a value of the currency and the customer can make the payment using these loyalty points.
Credit/Debit – A customer can use credit/debit cards to make a payment by swiping the card at the time of sale. If he is a returning customer and wishes to save the card details for future use, he can do so.
Payments from Point of Sale tab:
In a scenario in which a customer walks in the store/outlet and makes a payment to the sales order, the POS page helps the user complete the sales order and payment process without having to navigate to different setups.
- Create the sales order from the POS tab (as described in Create Sales Order through POS).
- Navigate to the Payments tab and click on any of the payment options. Payments can be made using the following four methods:
- To make the payment through Credit/Debit card, click on the “Payments tab” and click on the “Credit/Debit” button located on the right side of the screen.
- Enter the card details in the Card Information section and click the “Pay Now” button to complete the payment process for a sales order.
- To make the payment through Bank/Cheque, click on the “Payments tab” and click on the “Bank/Cheque” button located on the right side of the screen.
- Enter the bank name and reference cheque number into the Bank Information section. Click the “Pay Now” button to complete the payment process for a sales order.
- To make the payment through Cash, click on the “Payments tab” and click on the “Cash” button located on the right side of the screen.
- Enter the amount to be paid and click the “Pay Now” button to complete the payment process for the sales order.
Regular customers earn loyalty points as a reward for their regular purchases with the organisation. They can use these points for payments. Loyalty points can be assigned to currency values. For example, 1 loyalty point = 1 pound or as per the organisation’s decision.
- To make the payment through Loyalty, click on the “Payments tab” and click on the “Loyalty” payment option located on the right side of the screen.
- The system will automatically reduce the amount to be paid by the equivalent loyalty points.
- The customer can pay the rest of the amount with any of the other payment options.