Working with Sales Orders

TABLE OF CONTENTS  [Hide]

Introduction
Navigating Sales Orders
Searching Sales Orders
Creating Sales Orders
Associating Sales Orders with Other Records
Converting Sales Order to Invoice
Printing Sales Order Details
Viewing Reports
Deleting Sales Orders
Customizing Sales Orders

Introduction

Sales Order (SO) can be created once the quote is accepted by your prospective customer (potential) and sends the Purchase Order (PO) for further processing. After receiving the PO, some of the customers may request SOs to know the exact date of delivery of the goods/services. Also the inventory/production department looks at the list of SOS to see what needs to be shipped out (and when). After the order is shipped and delivered to the customer an invoice is generated from the sales order for billing purposes. Precisely Sales Order is a confirmation document sent to the customers before delivering the goods/services. In general SO contains the SO number, date, line items (products) including the quantities and prices based on PO, Billing address, Shipping address, Terms & Conditions and others.

The Sales Order home page contains,

• SOS List
• SO Reports
• Tools, such as mass transfer and delete vendors
• Quick Create pane
• Search
• Alphabetical Search
• Custom Views
• Page Navigation

You can perform the following operations in Sales Orders module:

• Navigate Sales Orders
• Search Sales Orders (Alphabetical or advanced search options)
• Create new Sales Orders (Form filling or duplicate options)
• Associate Sales Orders with other records
• Print Sales Orders details
• View reports
• Delete Sales Orders (individually or in bulk)
• Customize Sales Orders

Navigating Sales Orders

(Access Privilege: Read/Write permission)

You can navigate sales orders available in the Sales Orders List.

To navigate sales orders

1. Click the Sales Orders tab.
2. In the Sales Orders Home page under the Sales Orders List section, click the Previous or Next link to access the list of sales orders.

Searching Sales Orders

(Access Privilege: Read permission)

You can search the sales orders alphabetically or filling the required information in Search box.

To search sales orders

1. Click the Sales Orders tab.
2. In the Sales Order Search section, do one of the following:
   • Specify the search criteria in Search box and click the Go button. Or
   • Select one of the alphabetical search links.
3. In the Sales Orders List page, list of sales orders are displayed as per search criteria.

Creating Sales Orders

(Access Privilege: Read/Write permission)

In the Zoho CRM system, you can store sales order details by entering data in sales order detail form.

Note: Some of the standard fields listed below may not be visible/editable depending on your organization business process and field-level security settings. In case your organization added/modified fields please contact your System Administrator for more details about usage of the other fields.

In the Sales Order: Edit form, you need to specify the sales order-related information. The following table provides description of the various fields in the form.

List of Standard Sales Order-related Fields

Field Name	Description	Data Type
Subject*	Specify the name of the sales order. This field is mandatory.	Text box, alphanumeric (50)
Potential Name	Select the potential for which the sales order has to be generated.	Select option
Customer No	Specify the customer identification number (if any)	Text box, alphanumeric (50)
Purchase Order	Select the reference purchase order.	Select option
Quote Name	Select the reference quote.	Select option
Contact Name	Select the contact for which the sales order has to be generated.	Select option
Due Date	Select the date	Date
Carrier	Select the carrier’s name that ships the products from your warehouse to customer site.	Pick list
Pending		Text box, alphanumeric (50)
Status	Specify the status of the sales order.	Check box
Sales Commission	Specify the commission to the sales person upon closing the deal.	Numeric (float)
Excise Duty	Specify the excise duty for the shipment	Text box, numeric
Account Name*	Specify the account name to which the sales order has to be created.	Select option
Assigned To	Select the Zoho CRM user name to whom the sales order handling duty is assigned.	Select option
Billing Address *	Specify the billing address of the account or contact to which the sales order has to be sent. If you have selected the account or contact the billing address is automatically filled up.	Text box, alphanumeric (256)
Shipping Address *	Specify the shipping address of the account or contact to which the shipment has to be sent. If you have already selected the account or contact the shipping address is automatically filled up.	Text box, alphanumeric (256)
Product Details	Specify the line items of the sales order.
Product *	Select the product name.	Select option
Quantity in Stock	Displays the stock quantity..	Numeric (Integer)
Quantity*	Specify the quantity for which the sales order has to be generated	Numeric (Integer)
Unit Price	Displays the unit price of the product.	Currency
List Price*	Select the product list price from Price Book or specify the product price.	Lookup and Numeric (Integer)
Tax	Specify the tax component of the products	Currency
Adjustments	Specify if there are any adjustments, such as discounts, or extra charges etc.	Currency
Total	Displays the amount of the selected line item.	Currency
Terms & Conditions	Specify the terms and conditions that are associated with sales order.	Text area (long text)
Description	Specify any other details about sales order.	Text area (long text)

To create sales orders

1. Click the New Sales Order link.
2. In the Sales Order: page, specify the sales order details.
   
   

   Note: Subject, Account Name, Billing Address, Shipping Address, and Product Details are mandatory fields. Refer to the List of Standard Sales Order-related Fields section for more details.

   
   
3. Click Save.

Associating Sales Orders with Other Records

(Access Privilege: Read/Write permission)

You can associate the sales order with other records such as, activities, attachments and notes.

• Invoices: To create invoices from the sales order.
• Open Activities: To add tasks related to sales order.
• Closed Activities: To display the closed activities.
• Attachments: To add files and notes to sales order.

To associate Sales Orders with other Records

1. Click the Sales Orders tab.
2. In the Sales Orders Home page, under the Sales Order List section, select the required sales order.
3. In the Sales Order: <Sales Order Name> page, do the following:
   • Edit the Sales Order details.
   • Create invoices.
   • Create tasks.
   • Attach files.
4. You can close the sales order page once all the required information is updated for the sales order.

Converting Sales Order to Invoice

To be started

Printing Sales Order Details

(Access Privilege: Read permission)

You can view a printable form and print the sales order details using browser’s Print function.

To print sales order details

1. Click the Sales Orders tab.
2. In the Sales Orders: Home page under the Sales Orders List section, select the required sales order.
3. In the Sales Order: < Sales Order Name> page click the Printable View button.
4. In the Sales Order: < Sales Order Name> page, click the Print Page button to print the document.

Viewing Reports

(Access Privilege: Read/Write permission)

You can directly access some of the standard reports pertaining to sales orders from the Sales Orders Reports section. By default, the following reports are displayed under Sales Orders module:

• Sales Orders by Accounts
• Sales Orders by Status
  

To view sales order report

1. Click the Sales Orders tab.
2. In the Sales Orders: Home page under the Sales Orders Reports section, click the required report link.
3. The report is displayed in Reports page, which can be further customized as per your requirements.

For more details about reports customization refer to Chapter 19: Working with Reports.

Deleting Sales Orders

(Access Privilege: Read/Write/Delete permission)

Rarely, you may need to remove the unnecessary sales orders, which are not tracked further. This will help you manage your sales orders in a better way. You can delete sales orders either individually or in bulk.

Warning: The deleted sales orders are temporarily stored in Recycle Bin. If required you can restore the deleted sales orders again. But if you delete sales orders from Recycle Bin, you cannot restore again.

To delete sales orders individually

1. Click the Sales Orders tab.
2. In the Sales Orders: Home page, select the sales order to be deleted.
3. In the Sales Order: <Sales Order Name> page, click Delete.
4. In the Confirmation dialog, click OK to delete the sales order permanently.

To delete sales orders in bulk

1. Click the Sales Orders tab.
2. In the Sales Orders: Home page under the Sales Orders List section, select the sales orders to be deleted using the Select check box.
3. Click the Delete button.
4. In the Confirmation dialog, click OK to delete the selected sales orders permanently.

Customizing Sales Orders

(Access Privilege: Customize ZohoCRM.com permission)

Customization of the SO module includes, renaming the tab name, modifying the pick list values in standard fields, adding new custom fields, modifying SO page layout, and show/hide the related list views according to your Sales management process requirements.

For more details, refer to Customizing Zoho CRM.