How To Create Sales Order in Accoxi

In accoxi, the user can create or record Sales order and also can convert the Sales orders into Sales invoices or into a Purchase order

Sales Order (1)

Sales Order

The sales order, sometimes abbreviated as SO, is an order issued by a business or sole trader to a customer. A sales order may be for products and/or services. In accoxi, the user can create or record Sales order and also can convert the Sales orders into Sales invoices or can convert the Sales Order into Purchase Order. The user can create a Sales order for products and services.

How To Create and Manage Sales Orders?

The sales order, sometimes abbreviated as SO, is an order issued by a business or sole trader to a customer. A sales order may be for products and/or services. In accoxi, the user can create or record Sales order and also can convert the Sales orders into Sales invoices or can convert the Sales Order into Purchase Order. The user can create a Sales order for products and services in accounting software online.

Key Feature of Sales Order

  • It shows the details of the sales order that the user-created and along with the order date, total amount, and the current status of the order. 
  • Users can identify the current status of every order that is created and the status may be open, invoiced, or canceled.
  • The user can easily identify the canceled sales order by using a color format. Canceled orders are indicated in red color. 
  • It enables the user to instantly convert the Sales Orders into Sales invoices or can convert the Sales Order into Purchase orders. 
  • Payment terms can be set to the Customer and the user can add or create new Customers within the purchase order page

 

 

Sales Order Navigation

Click the Sales module and select Sales Order.

When we click on Sales Order menu, it opens in to Sales order search.                         

Sales Order Search

Sales order search consists of various menus and it shows the details of all the Sales orders that created by the user. 

 

Menus Available in Sales Order Search

Sales Order Search

1.Filter

Filter of Sales order can be done in two ways-Either user can directly enter the Customer name into the search bar near filter option or by clicking the filter drop down. User can filter the data by reference number, Party name, status or by the date.  The order data can filter by using the date format, need to enter the starting date and the end date of the Sales order. Data filter by status include sorting of data on the basis of open order, cancelled, invoiced or all.

2.Refresh

If the latest data is not displayed, click on the refresh icon on the top left corner of the page to fetch   the new data.

3.Add New Sales Order

This menu is using for the purpose of create a new Sales order that the user require. By clicking Add new + Sales order, a new window opens with the new form of Sales order.

            

Steps to create New Sales Order

  • Click on the Sales module and select Sales Order.
  • Click the menu +New Sales order on the top right side of the page.
  • Select the date and the Customer on the window and also select payment term and type of discount.
  • Enter the product or service details that the user wants to create the order.
  • After entering all the details, click Save.

Sales Order Creation Form

Fields

Description

Reference number

Reference number helps the user to identify transactions in records. It will automatically appear on the Sales order form and the user can’t edit the reference number, as it will be the continuation of the previous order.

Date

The date will automatically appear on the date field and it may be the current day date. If the user wants to change the date, it can be done by clicking on the date menu and can select the required date.

Customer

Select the customer to whom the user wants to sell the products or services. By clicking the select menu, a list of customers will appear and the user can select the required customer from the list. If the user wants to create a new customer without the list, can create a new customer by clicking the menu + (add new).  

When the user selects a customer, then the fields of the phone number, email, GSTIN are automatically appear 

Phone number

When the user selects the customer, the phone number details of the customer will automatically appear on the field.

Email

It shows the email id of the selected customer. The user can’t enter anything in this field.

Description

Users can add an additional explanation if required.

Tax Type

This field shows the type of sale on the basis of location. It may be Local or Interstate. The user can’t enter or edit anything on this field.

Payment term

Select the payment term here and in some cases, it will appear automatically on the field. It's because when the user creates a customer account, can also save the payment term option. So when the user selects the customer, the payment term will also appear along with that (can edit if require).

Due date

The due date is the date on which the payment is expected or due. When the user sets the payment term of a customer, then the due date will automatically appear on the field. Users can’t edit or delete the date on this field.

Product/Service

Select the product or service here, that needs to create a sales order. When the user selects an item, then its rate, MRP, tax amount, HSN code, and unit details will automatically appear with that. Users can edit the rate IF require and can enter the quantity of the item.

Product or service code

Select the product or service here, that needs to create a sales order. When the user enters the product name, needs to press Enter and then the batch will appear on the product and enter the batch also. After entering the product and batch, the rate and other details will appear in the field.

HSN/SAC

HSN/SAC code will appear after entering the product and batch details on the product field.

Unit

Unit of the product will automatically appear on the field only after selecting or entering the product. The user can’t enter or edit the unit on the field.

Batch

Users can enter the batch number of the product or service in this field.

Description

The product description if any can be written down here

Quantity

Need to enter the quantity of the product in this field.

MRP

MRP of the product will automatically appear on the field after selecting the product for making Sales order. The user can’t edit the MRP of the product as it is already fixed.

Rate

The sales rate of the product will automatically appear on the field after selecting the product. The user can’t edit the rate on the field.

Tax%

This field automatically shows the tax rate of the Selling item. It may be 3%, 5%, 12%, 18%, 28%, nil rated, exempted or no GST. Users can’t edit or enter the rate on this field.

Taxable amount

The taxable amount is the amount on which tax is to be charged. It will automatically appear after entering the rate details.

Tax amount

The tax amount is the amount at which a business or person is taxed on the basis of tax type Inclusive or Exclusive.

Cess amount

It is a form of tax charged/levied over and above the base tax liability of a taxpayer. Users need to enter the cess amount in this field.

Item Total

After entering the details of the Sale item that as product rate, tax rate, etc user gets the gross amount of the item total.

Item rates

This menu includes Inclusive and Exclusive tax rates. Users can select any one of the tax rates from this, and the product/ service tax will be calculated on the basis of the selected tax rate.

Sales Person

If the user wants to select a salesperson for the concerned product or service, it can be done by using the menu Salesperson. By clicking on the menu, the salesperson list will appear and the user can select the concerned salesperson. If the user wants to create a new salesperson, it can be also done on the page. By clicking the + (add new) menu user can create a new salesperson.

Discount

Users can enter the discount rate on the right side of the page. There are four types of discounts that are available in the sales module. They are discount before tax, discount after-tax, line discount, and no discount. Users can set the discount type from the sales settings and can enter the discount.

Round off

Rounding numbers make it simpler and easier to use. Users can round off the total amount by using this field and the roundoff may be downward, upward, and nearest. This can be selected from the preference menu in organization settings.

Customer Note

The customer note can be given in this area

Terms and Conditions

The terms and conditions of the sales order can be added here

Save

Click on the Save menu to save the details that were entered and to create a sales order.

Clear

A clear menu is for clearing or removing the entire data entered by the user.

Exit

A clear menu is for clearing or removing the entire data entered by the user.

Sales Order View Form

      Fields

       Description

1. New Sales Order

It is the menu option to create a new sales order. By clicking the New Sales order, the user gets a new form to create a new order. 

2. Filter

The filter menu enables the user to filter the data and the data filter on the basis of Order status, open order, canceled, invoiced, or all.

3. Refresh Option

If the latest data is not displayed, click on the refresh button to fetch new data

4. Convert to Invoice

After creating the sales order, the user can instantly convert the Sales Orders into invoices by using the menu Convert to Invoice on the top right side of the window. When the user clicks the menu, then the Sales invoice form will appear on the screen.

When clicking on the Convert to Invoice menu, the Sales invoice page will appear. It includes all the details including the Sales order date and number, the user needs to enter the invoice number to create a Purchase Invoice.

After converting the purchase order into an invoice, the sales order status will change from Open to Invoiced.  

5. History

This menu helps the user to obtain the history details of the Sales Order.       

There are two tabs in the Sales order history. They are,

Comments & history and Created invoice.

In comments & history, the tab shows the order of edits or correction work if any did with date wise and the user can add comments on the comment box if required.     

Created Invoice shows the history details of sales invoices that converted from sales orders. . It shows the date, voucher no, and the amount details also.

6. Edit

Edit menu helps the user to edit or correct the details that are entered in the sales order and can save again after it. When clicking on the edit menu, the screen will go to the previous window of the new sales order form.

7. Export to PDF

This menu enables the user to export the Sales order form to PDF format and can save it in the system.                

When the user clicks on the PDF menu, a new tab will appear to save the file. Then the user can select the location to save the file, can set a name, and click on the save button to save the file in PDF format.

8. Print

If the user wants to take the printout of the created sales order form, it can be done by using the menu Print on the top right side of the order view.

When the user clicks on the print menu, a new tab will appear on the screen and it contains the details regarding the print. Users can set the page range, page height, and width and can enter the required number of copies here. By clicking on the Print button, the user gets the printout of the sales order form.

9. Email

The email menu enables the user to send the Sales order form directly to the suppliers.

By clicking on the Email menu, a new tab will appear regarding the details of sending mail.  It includes To id, CC, subject, and content.

When clicking on the email menu, the email id of the Supplier will automatically appear on the TO field. If the user wants to change the email id then it can be done by removing the id and can enter a new one. Users can also enter CC if require and can add an additional description if required.

If the user wants to change the Email template, it can be done by Email template in Settings.

Need to mark the option attachment for sending the sales order form by Email.  After clicking on the Send option, the mail will send to the selected supplier.

10. More options

More options menu is on the top right side of the screen, and it includes the options for converting to purchase order, creating duplicate, and Canceling order.

If the user wants to create a duplicate copy of the sales order, then it can be done by selecting the option of Create Duplicate from the More options menu. Users can convert the Sales Order into Purchase Order and if the user wants to cancel the created order then it can be also done by this menu.

11. pagination control

It controls the page navigation and the page size. Page size can be set to 10, 20, 50, or 100. And by giving the page number in the box and clicking on the Go button. It jumps to the said page.

12. Exit

If you want to exit from the current page. Click on the exit option

 4.Export

The sales order list can be export to Excel format. Click the Export button at the top right corner near the +New button. Select the file location and click on save

5.View

View menu enable the user to view the sales order form that already created.

6.More Settings

This menu includes edit, view, export to PDF and print the sales order.

  • Edit

Edit menu helps the user to edit or correct the details that entered in the sales order and can save again after it. When click on the edit menu, the screen will goes to previous window of new sales order form.

  • View

View menu enable the user to view the Sales order form that already created.

  • Export to PDF

This menu enable the user to export the sales order form to PDF format and can save in the system.

  • Print

If the user want to take the print out of the created sales order form, it can be done by using the menu Print on the top right side of the order view.

 

7.Cancelled Order

User can easily identify the cancelled sales order by using color format. Cancelled orders are indicates with red color. 

 

8..Pagination Control

It controls the page navigation and the page size. Page size can be set to 10, 20, 50 or 100. And by giving page number in the box and clicking on Go button. It jumps to the said page. 

 

Frequently Asked Questions?

01How to export the sales order details?

  • Click on the Sales Module => Sales Order => sales order search opens.
  • Click on the Export button at the top right corner near the +New button. Select the file location and click on save.

02How do I filter my Sales Order data?

  • Click on the Sales Module => Sales Order => sales order search opens.

Filter option is available below the sales order search bar at the left hand side. Sales order can be filtered based on party name, ref.no. Status etc. Either you can give any of the said criteria directly into the search bar near filter option or by clicking the filter down arrow option you can give the details into the fields directly.

03How can I view the history of Sales order transactions?

  • Click on the Sales Module => Sales Order => sales order search opens.
  • Click on the eye button on the corresponding sales order which is located in the right end side. Eye button represents the view of created sales orders
  • Then user will be redirected to sales order invoice view window from there click on the history button.
  • This menu helps the user to obtain the history details of the Sales order

 

There are two tabs in the Sales order history. They are,

Comments & history and Created invoice.

  • In comments & history tab shows the order edits or correction work if any did with date wise and user can add comments on the comment box if required.
  • Created Invoice shows the history details of sales invoices that converted from sales orders. . It shows the date, voucher no and the amount details also.

04How do I create a new Sales Order?

  • Click on the Sales Module and Select Sales Order.
  • Click the menu +New Sales order on the top right side of the page.
  • Select the date and the Customer on the window and also select payment term and type of discount.
  • Enter the product or service details that the user wants to create the order.
  • After entering all the details, click Save.

05Can I export the Sales Order data in to Excel format? How can I do it?

Yes. You can export the Sales Order data in to Excel format. It can be done by the following steps;

  • Click on the Reports module.
  • Select the option Sales Order from Sales head.
  • At the right hand side of the report, there is a Print menu.
  • Click on the Print menu and it opens the print view form.
  • Click on the Export menu at the bottom right side of the page.
  • New tab will appear to save the file. You can select the location to save the file.
  • Click on save button to save the data in Excel format.

     

Are you sure,
You want to log out ?