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Creating and Editing Sales Orders
Creating and Editing Sales Orders

Creating a Sales Order, Editing a Sales Order, Creating a SO, Editing a SO

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Create a Sales Order

Sales Orders can be created in Factory wherever the Create Order/Sales Order button is displayed:

  • On the Dashboard

  • The Sales Orders page

  • On a Customer's Order history page, and

The Order details page is where Sales Orders are created/built and/or edited.

πŸ—’οΈ Note: clicking on Create sales order will open a new Sales Order, with a unique order number in the Order Details page.


The main body of a Sales Order is split into three parts, the:


Top section

  • Created by and when: default settings based on who is logged in and the actual creation date

  • Required: editable field to set when the order is required by

  • Assigned to team member/s: who are responsible for closing and delivering the order

  • [Accounting package name] Order #: (if integrated with an Accounting package) a hyperlinked order number will be displayed

  • Status flags to indicate if the Order has been invoiced or not, and the status the Order is at.


Contact

  • Contact details: who should be contacted with any queries relating to this order

  • Bill to: the address where the bill is to be sent

  • Deliver to: add/select another address for goods to be delivered to

  • Labels to enable filtering and searching. Select Add Labels to create, add, edit and delete labels.

  • Notes: add notes for delivery i.e. specific details about the delivery location, or any other notes to share related to the Order.


Product and pricing

πŸ—’οΈ Note: when viewing a Submitted or Invoiced Order (in the Products section) you’ll have access to Display actual quantities and Display cost & margin, when viewing a New Order or editing an Existing Order you’ll have access to Display cost & margin only.

Adding Products to a new or existing Sales Orders

There are a few ways to add Products to your Sales Orders (these are similar to adding Products to a Purchase Order):


Search field: Start typing to add a product ...

Start typing, into the search field, the name of a Product that is listed in your Catalogue, or information from an Attribute column, and Factory will narrow down a list of Products for you to select from.


Add drawings


Add product button

Select Add Product and add options from the dropdown list:


Product Catalogue

Add Products, for your Product Catalogue, to your Sales Order

  • Select Add Product > Product Catalogue

  • Products, in your Product Catalogue, that have been saved with I sell this item will be displayed in a popup window to select from, or

  • Use Search or select + to expand Categories to choose the Product to be added to the Sales Order

  • Click on required Product to view variants of the Product

  • Select Show all price levels to view discounts (where added)

  • Choose the required Colour (if applicable)

  • Click on required Pricing, this could be either Standard or from a Discount displayed, to add the Product to the Sales Order.

πŸ—’οΈ Note: the Product will be added to the bottom of the Order. The Products can be reordered by clicking the chocolate menu and dragging it to the desired location.

🚫 Warning: a warning will appear if insufficient stock is available


Basic Product and Lineal Metre Product

Adding Basic Product and/or Lineal Metre Products will add a blank field to the Order to be completed in the Order i.e. these may be adhoc/one-off products.

πŸ—’οΈ Notes:

  • Once a Basic Product has been added to a Purchase Order you can save it to the Product Catalogue:


Adding Products to Kits from within a Sales Order

Adding Products to Kits allows once-off additions to Kits that you have added to Sales Order.

πŸ—’οΈ Note: this addition will not permanently change your Kit, only the Kit on your Order.

  • After adding a Kit to a Sales Order, select kebab/other options menu next to the Kit line item and choose Add product to kit. You can then add any Product from your Product Catalogue, or once-off products, to the Kit.

πŸ—’οΈ Note: for standard-priced kits, the Kit's pricing will update accordingly based on the newly added products.


Labour

  • Assign Hourly rates (cost/charged) to Team Members via the Settings > Team page. This applies to both Standard and Assignee users

  • Team members can then be added to Orders (or Product Kits) as a labour line item, pulling through their cost and hourly rate onto the Order

  • A new Labour section has also been added to the bottom of each Order's page, detailing the total labour value on the order

  • Under the Settings > PDFs page, you can configure whether or not labour line items display on your internal and customer-facing PDFs.


Notes (Internal)/Notes (External)

Fields to add internal or external notes related to the Sales Order.

πŸ—’οΈ Note: External notes will appear on all pages and PDFs produced for an Order, while Internal notes will not display on customer-facing PDFs or a customer/ supplier's online view of their Order.


Import products

Use the Import products/Order Importer to bulk import, products and pricing onto an Order, from your quoting platform/Excel file; details are here.


Delivery Fee and Discount

Add Delivery fee and/or Discount if required.


Duplicate

Select the kebab/other options menu for a product already on the Order > Duplicate.


The Sales Order details page


Edit an existing Sales Order

Click to open an existing Sales Order using Global Search, the Sales Orders page or Order History page.

Locating this section in app:

  • Global search

  • Sales > Sales Orders > select a Sales Order

  • Sales > Customers > select any Customers > select a Sales Order.

πŸ—’οΈ Note: clicking on an order will open the existing order in the Order Details page.


Ensuring the Sales Order is in Draft status

πŸ—’οΈ Notes:

  • To edit a Sales Order it needs to be in Draft status

    • Opening a Draft status Sales Order will be ready for editing

    • Opening a Sales Order in any other status will need to be converted back to Draft status using Edit Quote or Edit Order

  • Quoted or Submitted Sales Orders i.e. in Quotes, Submitted or "Other" status will revert to Draft status if Edit Quote/Order is selected.


Editing Products on a Sales Order

Editing existing Product/s can be completed in the following ways:

  • Select the kebab/other options menu aligned to a Product that you want to edit, and select Edit, or

  • Click on specific areas to make changes directly.

πŸ—’οΈ Notes:

  • Clicking your mouse and making changes will not edit the Product in the Product Catalogue

  • Altering Products in the Product Catalogue needs to occur in the Product Catalogue.

Products can also be Duplicated or Deleted when the kebab/other options menu is selected.

Further Products can be added to the Sales Order using Add Product.

Select from action buttons, in the top right corner, to save changes.

πŸ—’οΈ Notes:

  • If changes are made to a Product in a Kit then the Kit changes

  • If changes are made to a Product (independently) the changes don't update the kit

  • If changes are made to a Product in an Order, the changes don't change the Product, only the text on the Order.


Sales Order GST

πŸ—’οΈ Note: GST is calculated per Line Item/Product, not on the Sub total.


Submit as Quote or Order

A Sales Order in Draft status will display the following actions (further information on Sales Order action buttons can be found here):

  • Submit as Quote: to provide details and estimated pricing

  • Submit as Order: confirms an order, with defined details and pricing

  • Close: will close the Sales Order and retain it in Draft status.

πŸ—’οΈ Note: if changes have been made and Close is selected, the changes will be saved.



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