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Add Sales Orders

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Page Contents:

Points to Note

Adding a Sales Order

Batch and Serial Number Assignment

Allocate or Deallocating Stock

Clone a Sales Order

Creating a Sales Shipment

Using the Limit Ship Quantity to Availability setting

Manage Shipments Tutorial Video

Creating an Assembly

Completing an Assembly

Creating a Purchase Order from a Sales Order

Create a Sales Invoice

Create an Invoice from a Sales Order

Create an Invoice from a Sales Shipment

Email Xero Invoice

Creating Partial Invoices

Print Commercial Invoice

Add Sales Order Tutorial Video

The Add Sales Order page enables you to enter sales orders for customers. This page provides you with the flexibility to edit sales orders at line level. 

If you want the ability to create multiple shipments, multiple invoices, and purchases, you must enable the Order Management feature from Settings | Company. For more information, see Order Management.

If you have created and completed a sales order incorrectly, then you need to add a credit note for the value and return the stock (if required). Alternatively, you can add an order for more items.

Points to Note

  • Ensure that product and warehouse have already been created in Unleashed before creating a sales order.

  • Customers assigned to a sales order cannot be changed, once a product line has been added to it.

  • Warehouses can be changed as long as there are no completed shipments, when Order management is OFF.

  • You cannot merge or edit completed sales orders.

  • If the customer is using a foreign currency, the default sell price does not get converted to the customer's currency. For more information, see Sell in a foreign currency.

Adding a Sales Order

  1. Go to Sales | Orders | Add Sales Order.
  2. Search and select a Customer.
    You may use the search popup panel, just click on the magnifying glass or start typing the Customer Code or Customer Name into these mandatory fields.

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    If the Customer doesn't yet exist as a record you can select "Add New Customer" from the field's auto-fill drop down menu to create them for use.


    After the customer's Name and code have been populated a lightbulb icon will be displayed next to the customer's name.

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    Hover over this icon and it will light up to display some key customer contact details, making it easy to validate these without navigating to the Customer detail page. Plus, a table with the top 10 products (ranked on the units column) purchased by this customer over the last 12 months will be shown, using BI data. (For trial accounts we show 3 lines of demo product data.)

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    If you do have permission to use BI Vision and click on the "Explore more with Business Intelligence" link a new tab will open displaying BI Vision Sales data for the selected customer (except on trial accounts) for the last 12 months.

    NOTE: Users who do not have permission to BI Sales will receive a page-restricted message and if your account did not subscribe to the BI Vision module you will see the BI Vision marketing page.

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  3. Complete the following details:
    • Customer Reference: These details are synced to the Reference field for the integrated accounting provider.  
    • Discount (%): Enter a discount amount to be added to each product line.
      The discount entered in this field will not be applied to product lines that have a customer price associated with the product for the selected customer. For more information, see Customer Pricing.
    • Tax Rate: If you have set up a tax rate for the customer then it displays here. The Tax Rate used is based on the tax hierarchy in Unleashed (Settings | System | Taxes).
      If any of the products you are selling require a zero rate for tax purposes that hasn't automatically populated, select the Sales Order line and use the bulk action cog option "Remove Tax". This will set the tax rate to 0% and assign the built in tax category 'NONE' for accounting purposes.
    • Warehouse: Select the warehouse that you are selling from and where the stock will be taken out of.
    • Delivery Method, Delivery Instruction, Delivery Contact and Delivery Address fields: Select or enter the required values.  Note that if you change the delivery instruction on the Sales Order it will automatically update the delivery instruction for that Delivery Address in the Customer record.  If you use a Postal or Physical address and update it from the Sales Order, it will update the respective Customer's address.
    • Salesperson: Can be configured from System | Settings | Salespersons. This value can be used to generate the Sales Enquiry report for each salesperson. Sales enquiries can be filtered for a certain salesperson, and sales figures compared between individuals for performance trackingYou can use the filter on the Margin Enquiry to see what sales have been made by particular sales person. Other useful data analysis could include planning commission structures. For more details, see Sales Persons.
    • Sales Order Group: The sales order group to associate with this order. For more details, see Sales Groups.
    • Order Date: By default the Sales Order will use the date the order was created as the Order Date. This field is editable for open orders.
    • Required Date: By default the Required Date populates to match the Order Date, but this field is editable for open orders. If the Order Date is amended to a date past the current Required Date, the Required Date will automatically update to match the new Order Date. The Required Date can not be a date prior to the Order Date.
    • Sales Order Template and Packing Slip Template: The doc designer template you want to use for printing.

  4. Enter details for the Sales Order Lines:


    • Product: Search and select the product. Unleashed displays the available quantity in the Availability field.
    • Quantity: Check the value displayed in the Availability field and enter the required quantity. 
    • Price: Displays the unit price of the specified product.
      • If you have a special price associated with the product for the selected customer, it will be displayed in Red with a tooltip. The special price will override the Default Sell Price and Sell Price Tier Price. For more information about how the customer pricing is applied, see Customer Pricing Tab.
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    • Discount: If you want to provide a discount to the sales order line, enter the percentage value to be discounted. 
    • Margin: Displays the margin amount for the specified product. This is calculated by the selling price minus the costed amount (ALC) divided by the selling price.
    • Batch and Serial Number Assignment

      • If one or more products in the order are batch tracked or serialised, you can supply the numbers now or at the Sales Shipment stage. The current status of the allocation will be shown in the relevant column and will appear in green when all required numbers have been supplied.
        NOTE:  a maximum of 1000 lines including serial or batch tracked products is recommended.

      • When assigning serial numbers, a warning icon Screen Shot 2023-08-29 at 12.37.11 PM.pngwill display alongside any serial numbers that have been allocated to other open Sales Orders.  Click on the tooltip message to run the Serial Number Enquiry report to see where else the serial number has been used.

        Screen Shot 2023-08-29 at 12.40.10 PM.png

      • If serial numbers previously allocated to your Sales Order have subsequently been shipped, an unavailable icon will display alongside those serial numbers. Click on the tooltip message to run the Serial Number Enquiry report if required.  Select different serial numbers to proceed.

      • You can assign the oldest batch/serial numbers to all lines on a sales order using the action cog available on the Serial and Batch column.
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  5. Add additional charges like freight using Charge Lines: 
    • Charge: Reference for the charge you are adding to the order. For example; Freight.
      If you have standard pricing for additional charges you can use Never Diminishing Products (NDP's) to create the charges with default pricing, accounts and tax rates. These NDP's can then be added as a Charge to the Sales Order, automatically populating their pricing.
    • Price: Enter the total required value for the given Charge.  
    • Sales Account: This field is visible only if you have an accounting provider integration and is the account the charge value will be posted to. By default, your accounting configuration's default Sales Account will be populated but this can be changed using the available dropdown menu on the Charge Line.
    • Tax Rate: This is the default customer tax rate. You cannot change this value.



  6. Set the Status the sales order using one of the following options:
    • Parked: By default the Sales Order will be in Parked status during it's creation, much like a draft. It's best to keep your Sales Order in Parked status if there are changes expected to be made at a later stage, before it's confirmed for processing and further progress.
    • BackorderedIf not all ordered products are available in stock, you can save the order with Backordered status.
    • Placed: Once the order is confirmed and ready to be further progressed, update the order's status to Placed. This status acts to confirm the order is ready to be picked, packed and invoiced. The order and it's order lines can still be edited or amended whilst in Placed status, as long as the lines to be amended haven't been invoiced or dispatched on a shipment. 
    • Complete: When all details are entered and no further changes are required, you can complete the sales order. All invoices and shipments for the order will be completed and dispatched, provided there's stock available to fulfil the required quantities. The sales order details will be sent to the integrated accounting provider.
  •  

The following sections describe the other options available on this page. You can use these options based on your requirements.

Allocating or Deallocating Stock

Enables you to reserve and un-reserve stock for the sales order. 
  Allocated Deallocated
  Reduces available stock.

Does not affect available stock.

Serial Numbers
  • Only allocates quantities.
  • You must assign serial numbers.

Deselects all serial numbers not related to completed invoices or dispatched shipments.

Batch Numbers
  • Only allocates quantities
  • You must assign the batch numbers.
Resets the quantity to 0 for all batch numbers that are not related to any completed sales orders or invoices.

 

Clone a Sales Order

You can use the Clone button, from the Order dropdown menu, to copy the contents of the current order into a new order (you can choose a different customer). 

  1. Customer: It can be the same customer or you can select a different customer. 
  2. Customer Reference: Add reference notes which will be displayed in the integrated accounting provider reference field.

  3. Use customer price and discount:

    • Ticked: Recalculates the price and discount on the order for the customer you have selected.
    • Unticked: Uses the price and discount of the order you are cloning irrespective of the customer selected.

Creating a Sales Shipment

Sales Shipments provides you with the ability to manage the pick, pack and dispatch process of ordered products across multiple shipments for a single sales order. Additionally, on this page you can create ship notes and create/edit shipments for orders.

To create a Shipment for a Sales Order:

  1. From the Order button drop-down list, click Create Shipment.
  2. Complete the information as required or select the required options.
  3. If you want to use barcode scanning to scan products, see Barcoding
    Note that when you click Barcode Scanning, the quantity in the Ship column will change to zero.
  4. Select Save or Place if further changes are due prior to completing the Shipment or Dispatch if completing the Shipment.

For more details, see Create and maintain Shipments

Points to Note:

  • The Stock on Hand (SOH) quantity for products is reduced once a shipment's been dispatched for a Sales Order. 
  • Once a shipment is Dispatched against the order, the order cannot be deleted. Instead, delete the line items on backorder (order lines that haven't been dispatched or invoiced) and complete the Sales Order from there.
  • You can access the created shipments from the Sales Order or go to Reports | Sales | Shipment Enquiry. For more details, see Shipment Enquiry.
  • Within a Sales Order the Shipments tab displays an overview of the Shipments created for the order. Select each Shipment to add detailed shipping information and manage the shipments at the product line level.

Manage Shipments Tutorial Video

Using the Limit Ship Quantity to Availability setting

Go to Settings | Company | Settings to select/deselect the Limit Ship Quantity to Availability option and Save.

If both Order Management and Use Shipment Quantities for Sales is enabled:

  • Creating a Shipment will populate a Ship quantity with Available stock, calculated as the on hand quantity minus the quantity on open shipments.
  • Updating a shipment line will throw a validation error if the new shipment quantity is greater than the on hand quantity minus quantity on other open shipments.
  • Using the 'Refresh Ship Qty' action will take into account the on hand quantity minus quantity on other open shipments.
  • If directly completing a sales order creates shipments, those shipments will use the same behaviour. Therefore if there is insufficient on hand quantity not on open shipments, the sales order completion will fail.

Creating an Assembly

If your order contains items that require assembly, you can create an assemblies from the bulk action cog by selecting the relevant product order lines and clicking on "Create Assembly".

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Completing an Assembly

If you have added an auto-assembled product on your sales order, and there is an incomplete assembly associated with the product, you can complete the assembly from the sales order:

  • Line Level: Tick the product line and click on the action cog, then click Complete Assembly.
  • Order Level: From the Order button drop-down list, click Assemble.

Creating a Purchase Order from a Sales Order

If you have created a sales order for your customer, but do not have sufficient stock to complete the order, you can create a purchase order from the sales order page. The purchase order will be linked to the sales order.

  1. From the Order button drop-down list, click Create Purchase.
  2. In the pop-up window confirm the Purchase Qty.
  3. Specify the Supplier required for the Purchase. By default, the product's default Supplier will populate. Click on the Supplier field and enter the supplier name or select from the drop-down list.
  4. To change the sales order status to Backorder, select the Set Order Status as Backordered checkbox.
  5. Click Create. The purchase order is created and the link will be displayed in the Created Purchase column.

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  6. You can click on the link to open the purchase order and add/edit the required details. You can click on the Sales Order No. field link to open the linked sales order.

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  7. If a Purchase Order is created to fulfil a Sales Order, a trolley icon will appear to the left of the Quantity ordered.  Hover on the trolley for information to link to the Purchase Orders(s).
    Screen Shot 2019-10-21 at 1.44.59 PM.png
    For more information about adding/editing purchase orders, see Purchase Orders

Creating a Sales Invoice 

You can create a sales invoice either from the sales order for the full amount or the sales shipment to invoice a portion of the order.

Create an Invoice from a Sales Order

If invoicing for all lines on the Sales Order:

  1. From the Order button drop-down list, click Create Invoice
  2. The Invoice page is displayed. You can edit the following fields:
    • Invoice Date
    • Payment Terms
    • Invoice Template
    • Exchange Rate
    • Invoice Lines Quantity
    • Comments
  3. Click Save if there are changes expected or click Complete. You can also Print or Email the invoice.

Create an Invoice from a Sales Shipment

 If invoicing for only the lines that have been included on a Sales Shipment:

  1. Open the Sales Order and click Shipments.
  2. From the action cog, click Create Invoice.
  3. The Invoice page is displayed. You can edit the following fields:
    • Invoice Date
    • Payment Terms
    • Invoice Template
    • Exchange Rate
    • Invoice Lines Quantity
    • Comments
  4. Click Save if you want to add more details or click Complete. You can also Print or Email the invoice.
If you click Complete, the invoice is sent to the integrated accounting provider.

Email Xero Invoice

  • Use the Email Xero Invoice option if you want to email invoices from Xero via Unleashed.
  • This option is available only when the sales invoice has been completed and exported to Xero.
  • The Xero invoice email will be sent from the email of the account owner who has enabled the Xero integration.
  • The Xero Invoice Status must be Submitted, Authorised, or Paid.
  • The Customer Contact email must have a valid email.

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Creating Partial Invoices

You also have the ability to create invoices that cover a certain percentage of the total value added to the order. This is helpful when you are handling deposits your customer needs to pay before you are able to assemble and/or ship products to them. The process to create a Partial Invoice is similar to the one explained in the section above, but you will be using the Create Partial Invoice button instead. When you do, you will see the following pop-up screen:

Screen Shot 2023-08-29 at 1.52.09 PM.png

In here, you will inform the percentage you want to invoice your customer for and click on the Create Partial Invoice button. A new split invoice will be created and displayed on the screen. The behaviour of this document mimics the invoices for the full amount, so the same characteristics described in the session above apply to it.

Points to note:

  • The Partial Invoices consider the uninvoiced amount. In other words, if you create a partial invoice for 33% of an order and then Invoice it again by 50%, this 50% will consider the remaining 66.7% of the order that was not yet invoiced. 
  • Charges will not be included in the Partial Invoice by default. They are displayed in the invoice and can be added if needed using the plus icon or by invoicing 100% of the order
  • Leaving the percentage field empty and clicking to create the Partial Invoice will make the system consider all the remaining items in the order that were not already invoiced (mimicking the behaviour of typing 100%).
  • Partial invoices cannot have any serial numbers allocated to them.  Leave the Serial assignment empty e.g. 0/1, and then you can complete the Partial Invoice. If the order has serial products added and the Partial Invoice leads to a decimal quantity of these products, you must not select the Serial numbers in the invoice. In order to successfully complete the Partial Invoice, the serial number quantity assigned in the Invoice must be 0 (zero). For this reason, even if you assign Serial and Batch numbers in the SO, they will not appear inside of the Invoice automatically, you will instead have to manually enter those details. 

For more details, see Part Invoicing.

Print Commercial Invoice

If the International Commerce Codes option is enabled, you will have the option to print a Commercial Invoice from the Print option at the bottom of the page.  For more details, see International Commerce Codes.

Add Sales Order Tutorial Video

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