This article aims to walk beginners through the basic steps for creating a Sales Order (SO).
Read on to find the answers to the following questions:
1- What are the steps to convert a Customer's Quotation into a SO?
2- How can I invoice a SO? How do I sell non-inventory items?
3- How can I create an exchange?
As part of the Quote-to-Cash process, an approved customer quotation can be converted into a Sales Order (SO). With Smart145, creating a SO from a quotation takes just a few clicks, avoiding duplicate data entry since the information is carried over from the original quote.
Notice that only sales-type quotations have the "Convert to Sales Order" option enabled.
How can I invoice a Sales Order? How do I sell non-inventory items?
When selling items through the system, you can process either parts from your inventory or items you do not currently have in stock. The process of creating and invoicing a Sales Order is simple: go to the Sales Order module, create a new order, and add the parts you wish to sell. Make sure to complete all mandatory fields marked with a red asterisk.
Please note that if you are selling a part that you already have in your inventory, it must have an assigned Inventory GL within the order and be linked to an actual inventory entry. This ensures that once the order is invoiced, the part will automatically be deducted from your stock. To guarantee this, always make sure to select the part from the drop-down list when adding it to the order line.
Ensure the link is properly configured and an Inventory GL is assigned to each line so the order can be invoiced successfully. After this, you only need to enter/update the order, and that will complete the invoicing process in our system. If you want to sell an item that is not in your inventory, simply add it to the Sales Order, assign it a GL that is not an Inventory GL, and invoice the order. This will allow you to create a record of the Sales Order even without having the part in stock, and therefore, no inventory quantity will be reduced.
Please be advised that Inventory GLs are those accounts that will always save or take parts from or into your Stock. The most used ones in our system are 1200, 1210, and 1220, but you can set other GLs as inventory ones in the "Defaults" module, under the General section. If you would like to send the client a proforma invoice, simply tick the checkbox. After sending it, make sure to uncheck it, as the system will not allow you to generate the actual invoice while the box remains selected.
Creating an Exchange
The same rules for selling inventory items also apply to exchange sales: select an Inventory-GL, make sure the part is properly linked to inventory, and set the sales type as "EX". Once the Sales Order is entered or invoiced, an exchange due is automatically registered in the system as part of the exchange process. The only remaining step is to receive the core related to that exchange. To do this, go to the Exchanges Due browser and click Receive.
