Sales Order

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.

Sales Order (1)

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 Order. 
  • Payment terms can be set to the Customer and the user can add or create new Customers within the purchase order page

 

 

Sales Order

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

Menus Available In 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.

New Sales Order

                                                     

Fields

Description

Reference number

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

Date

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

 

Customer

  Select the customer that 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 that 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. User can’t enter anything on this field.

GSTIN                    

If the customer is Registered Business or Special economic Zone the GST number will be automatically appear in the field. Customer whose GST treatment is Overseas or Unregistered party the GSTIN field becomes inactive.

 

Description

User can add additional explanation if require.

Type

This field shows the type of sale on the basis of location. It may be Local or Inter state. 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. Its because of when the user create customer account, can also save the payment term option. So when the user select the customer, payment term will also appear along with that (can edit if require).

Due date

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

Product/Service

Select the product or service here, that need to create sales order. When the user select  an item, then its rate, MRP, tax amount, HSN code, unit details will automatically appear with that. User 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 need to create sales order. When the user enter the product name, need to press Enter and then the batch will appear on the product and enter the batch also. After enter the product and batch, the rate and other details will appear on the field.

HSN/SAC

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

Unit

Unit of the product will automatically appear on the field only after select or enter the product. User can’t enter or edit the unit on the field.

Batch

User can enter the batch number of the product or service on this field.

Quantity

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

MRP

MRP of the product will automatically appear on the field after select the product for make Sales order. User can’t edit the MRP of the product as it already fixed.

Rate

Sales rate of the product will automatically appear on the field after select the product. User can’t edit the rate on the field.

KFC% & KFC amount

KFC% and KFC amount fields are for the case of Un-registered dealers with in Kerala.

GST%

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. User can’t edit or enter the rate on this field.

Taxable amount

Taxable amount is the amount on which tax is to be charged. It will be automatically appear after enter the rate details.

Tax amount

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. User need to enter the cess amount in this field.

 

Item Total

After enter the details of Sale item that is product rate, tax rate, etc user get the gross amount of item total.

Item rates

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

Sales Person

If the user wants to select sales person of the concerned product or service, it can be done by using the menu Sales person. By clicking on the menu, sales person list will be appear and the user can select the concerned sales person. If the user wants to create a new sales person, it can be also done with in the page. By clicking the + (add new) menu user can create a new sales person.

Discount

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

Round off

Rounding numbers makes simpler and easier to use. User can round off the total amount by using this field and the round off may be down ward, upward and nearest. This can be select from preference menu in organization settings.

 

Save

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

Clear

Clear menu is for clear or removing the entire data that entered by the user.

Exit

Clear menu is for clear or removing the entire data that entered by the user.

Sales Order View

      Fields

       Description

New Sales Order

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

     

 

Filter

Filter menu enable the user to filter the data and the data filter on the basis of Order status, open order, cancelled, invoiced or all.

        

  

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 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.

  

Zoom In

User can use zoom in menu to magnify the Sales order view screen if require.

It enable the user to make the order view in bigger size with multiple levels.

                 

 

Zoom out

Zoom out menu enable the user to minimize the view form from bigger to smaller size.

                  

                  

 

Paper size

There are three types of paper size menus available on the top side of the bill view form and the user can select appropriate paper size format from paper size A4, paper size A5 or paper size letter.

 

          

 

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.

 

        

 

Export to PDF

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

 

                   

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

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.

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

 

       

 

Email

Email menu enable the user to send the Sales order form directly to the suppliers.

                           

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

 

When click on the mail 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. User can also enter CC if require and can add additional description if require.

  

If the user want 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 with Email.  After clicking on the Send option, the mail will send to the selected supplier.

 

Convert to Invoice

After creating the sales order, the user can instantly convert the Sales Orders in to 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 click on the Convert to Invoice menu, Sales invoice page will appear. It include all the details including Sales order date and number, the user need to enter the invoice number to create Purchase Invoice.

 

After convert the purchase order in to invoice, the sales order status will change Open to Invoiced.  

     

 

More options

More options menu is on the top right side of the screen, and it include the options for convert to purchase order, create duplicate and Cancel order.

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

 

 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.