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Working with CRM > Sales orders - Connect IT Community | Kaseya
<main> <article class="userContent"> <p> Sales Orders</p> <p>The <strong>Sales Orders</strong> page manages sales orders for <em>products</em>. Products are typically defined in inventory first. But sales orders also support specifying "free form" products not in your inventory. Each sales order can override the default prices specified for products.</p> <p> Creating Sales Orders</p> <ol><li>Select the CRM > <strong>Sales Orders</strong> tab.</li> <li>Click <strong>New</strong>.</li> <li>Enter the following in the <strong>Customer Info</strong> panel. <ul><li> <strong>Destination Type</strong> - Location, Site, Warehouse </li> <li><strong>Destination</strong></li> <li><strong>Contact</strong></li> </ul></li> <li>Enter the following fields in the <strong>Sales Order</strong> tab. <ul><li><strong>Sales Order Number</strong></li> <li><strong>Sales order Date</strong></li> <li><strong>PO</strong></li> <li><strong>PO Date</strong></li> <li><strong>Ship by Method</strong></li> <li><strong>Ship by Date</strong></li> <li> <strong>Project</strong> - If a project is entered, items listed in the sales order display in the project as a charge when the sales order is posted.</li> <li><strong>Payment Term</strong></li> <li><strong>Sales Rep</strong></li> <li><strong>Pricing Level</strong></li> <li><strong>Shipment Type</strong></li> <li><strong>Status</strong></li> <li><strong>Notes</strong></li> </ul></li> <li>Click <strong>Save</strong>. Tabs display at the bottom of the page.</li> <li>Click the <strong>Inventory Items</strong> tab. <ul><li>Click <strong>Add</strong>.</li> <li>Select one or more products.</li> <li>Click <strong>OK</strong>.</li> </ul></li> <li>Update the following default values for each inventory item added. Changes are reflected in the <strong>Grand Total</strong> at the bottom of this tab after you save. <ul><li><strong>Pricing Level</strong></li> <li><strong>Quantity</strong></li> <li><strong>Unit Price</strong></li> <li><strong>Discount</strong></li> </ul></li> <li>Click the <strong>Items</strong> tab and click <strong>Add</strong>. These are "free form" items that are not defined in your inventory. After you save a row, click the row to edit it. Changes are reflected in the <strong>Grand Total</strong> at the bottom of this tab after you save. Repeat this step to add as many rows as you require. <ul><li><strong>Item</strong></li> <li><strong>Item Description</strong></li> <li><strong>QTY</strong></li> <li><strong>Unit Price</strong></li> <li><strong>Discount</strong></li> <li> <strong>Taxable</strong> - Yes or No </li> <li><strong>Total</strong></li> <li>Click <strong>Save</strong>.</li> </ul></li> <li>Click the <strong>Charges</strong> tab click <strong>Add</strong>. After you save a row, click the row to edit it. Repeat this step to add as many rows as you require. <ul><li><strong>Charge</strong></li> <li><strong>Currency</strong></li> <li><strong>Amount</strong></li> <li><strong>Date</strong></li> <li><strong>Notes</strong></li> <li>Click <strong>Save</strong>.</li> </ul></li> <li>Click <strong>Notes</strong> tab. <ul><li>Click <strong>Add</strong> to add a note.</li> </ul></li> <li>Click the <strong>Custom Fields</strong> tab. <ul><li>Enter values in the custom fields, as appropriate for this record.</li> <li>Custom fields are maintained using the Admin > My Company > Custom Fields page.</li> </ul></li> <li>Click <strong>Attachments</strong> tab. <ul><li>Click <strong>Upload a new file</strong> to upload files to this record.</li> </ul></li> <li>Click <strong>Save</strong>.</li> </ol><h3 data-id="statuses">Statuses</h3> <p>Typically each sales order progresses through one or more of the following statuses:</p> <ul><li>New</li> <li>Ready to Post</li> <li>Posted</li> <li>Voided</li> </ul><h3 data-id="actions">Actions</h3> <p>Clicking the <strong>Action</strong> button sets the appropriate status for the sales order and usually displays a dialog or window for you to complete the action or review the results.</p> <ul><li> <strong>Post Order</strong> - Posts the sales order.</li> <li> <strong>Generate Order</strong> - Creates a printable sales order.</li> <li> <strong>Print Order</strong> - Displays a printable PDF of the sales order</li> <li> <strong>Email Order</strong> - Sends the PDF to email recipients.</li> <li> <strong>Void Order </strong>- Voids the orders.</li> </ul><p>Messages confirm an action has completed successfully.</p> <h3 data-id="inventory">Inventory</h3> <p>Inventory product quantity will be decremented upon delivering the products. Posting will allow you to Bill the Customer.</p> <p><strong>Note:</strong> Updating customer hardware assets and software assets from completed sales orders are not currently supported.</p> <p> Processing Sales Orders</p> <ol><li>Select the CRM > <strong>Sales Orders</strong> tab.</li> <li>Click a sales order with a <strong>Status</strong> of New.</li> <li>Click Actions > <strong>Generate Order</strong>. <ul><li>The <strong>Status</strong> is set to Ready to Post.</li> </ul></li> <li>Click Actions > <strong>Print Order</strong>. <ul><li>Review the PDF to ensure it is correct.</li> <li>If necessary, make changes to the sales order, regenerate, and review the PDF again.</li> </ul></li> <li>Click Actions > <strong>Email Order</strong>. <ul><li><strong>Email Template</strong></li> <li> <strong>Send Email</strong> - Separate Recipients or Combined Recipients </li> <li> <strong>Contacts</strong> - Optionally uncheck to <em>exclude</em>.</li> <li> <strong>Other Email</strong> - Enter email addresses manually.</li> <li> <strong>Attachments</strong> - Optionally check to <em>include</em>.</li> <li>Click <strong>Send</strong>.</li> </ul></li> <li>Click Actions > <strong>Post Order</strong>. <ul><li>The <strong>Status</strong> is set to Posted. </li> </ul></li> </ol> </article> </main>