Setup Example – Sales Orders
- Sales orders can be used to:
- Confirm customer orders.
- Send customers pro-forma invoices.
- Start the production process
- Manage inventory and work processes (e.g. creating purchase and work orders).
Header
- Description: Sales Orders
- Code: SO
- Entities: All
Settings (tab)
- This section lists the compulsory and optional settings that can be used to customise sales orders.
- Settings with Default as part of the name, can be changed when capturing a transaction.
| Setting | Description | Value | When required |
|---|---|---|---|
| Accounting > Currencies | Field to select which currencies apply to the transaction type. The options are: – Local: The transaction type can only use the local currency. – Company Currency: The transaction type can use the customer or supplier’s currencies. – All: The transaction type can use all the currencies set up for the organisation. | Select an option from the dropdown list. | If you use multiple currencies. If you change this setting on one transaction type, you must change the setting on all the transaction types in the same transaction flow (e.g. Quotation > Sales Order > Customer Invoice). |
| Accounting > Sum Active Transactions to Work in Progress in Customer Age Analysis | Checkbox. If checked customer transactions with Active statuses are shown on the Customer Age Analysis as work in progress. | Check the checkbox. | If you want to show the work-in-progress on the customer age analysis. Useful to check that customers will not exceed their credit limits. |
| Calendar > Enable Date End (Enter Caption) | Allows users to specify a caption for the transaction’s start date on the calendar. | Type a caption. | If you want to view or manage sales orders on a calendar. |
| Calendar > Enable Date Start (Enter Caption) | Allows users to specify a caption for the transaction’s end date on the calendar. | Type a caption. | If you want to view or manage sales orders on a calendar. |
| Calendar > Resource Calendar (Transaction Items) | Provides a dropdown list of calendar types to select the one applicable to the transaction. | 1. Create a calendar to manage sales orders. 2. Select that calendar here. | If you want to view or manage sales orders on a calendar. |
| Calendar > Set Quantity from Calendar (Duration between Start and End Dates | Checkbox. If checked the durations on transactions are automatically changed to the working hours between the end and start calendar dates. The quantity is rounded to the calendar’s smallest scale. Days are calculated on a Check-in/Check-out model – so 12/10/25 – 13/10/25 = 1 day Transaction update method: Update Start Date: Qty is updated. Update End Date: Qty is updated. Update Qty: End Date is updated. | Check the checkbox. | If you want to view or manage sales orders on a calendar. |
| Defaults > Default – Data Filter | The default display when a list of transactions for the transaction type is viewed (e.g. This Month, Pending). | Select an option from the dropdown list. | The default value is Pending & Active. Add this setting if you want a different default filter. |
| General > Add Items from the following Categories | This action adds items from the selected categories. Click Edit in the value column and select the categories. | Click Edit. Move the categories to include from the Available to the Selected section. Move the categories to exclude from the Selected to the Available section. | If sales orders are manually created (not copied from other transactions) and you want to limit the items that can be entered on a sales order. |
| General > Add to Followers | A dropdown list of Follower options. Multiple categories can be selected: – N/A (automatically appears if no selection is made) – Contact (Transactions) – Contact (Accounts) – Rep – Assign To – User | Check the options that apply. | If you email sales orders to multiple staff members or to staff and customers. |
| General > Enable Artwork | Checkbox. If checked artwork is enabled and can be uploaded to a line item on a transaction as an attachment. | Check the checkbox. | If you want to add artwork to a sales order. |
| General > Enable Assets | Checkbox. If checked a dropdown list of Assets becomes available for users to select one. | Check the checkbox. | If you want to link assets to sales orders. |
| General > Enable Company | Users can select an access option as follows: – N/A – Customers (All) – Customers (Active) – Suppliers (All) – Suppliers (Active) | Select Customers (All) or Customers (Active) | Select Customers (Active) to prevent sales orders from being generated for suspended customers else select Customers (All). |
| General > Enable Due Date (Enter Caption) | Type a caption if the Due Date field should be added to the transaction (e.g. Due Date). | Type a caption (e.g. Produce By). | If you want to manage due dates on the sales order. If you are copying quotations, these dates must match the date fields on quotations. |
| General > Enable Required Date (Enter Caption) | Type a caption if the Required Date field should be added to the transaction (e.g. Req. Date). | Type a caption (e.g. Order Due) | If you want to manage required dates on sales orders. If you are copying quotations, these dates must match the date fields on quotations. |
| General > Enable Staff | Allows an organisation to assign transactions: – None: Transactions are not assigned. – All: Transactions can be assigned to Users, and a Rep can be selected. – Rep: Transactions can only be linked to a Rep. – Assign To: Transactions can only be assigned to a User. | Select an option from the dropdown list. | If you want to assign the sales order to one or more staff members. |
| General > Enable Timekeeping | Enables the Timekeeping module. | Check the checkbox. | If you want to track time for the sales order (time is normally tracked on the work orders). |
| General > Reference Lookup | A field to type Reference lookup lists. | Click the Value column. Type a reference one entry per line. Check Auto Height to show the full list. | If you create manual sales orders as opposed to copying other transactions. |
| General > Transaction Number | Specifies how transaction numbers are allocated when the transaction type is first created. The options are: – Edit: Allows users to edit/enter numbers only (e.g. for supplier invoices). A warning is displayed on the red warning bar if a duplicate transaction number is entered. – Generate: The system automatically generates numbers in sequence. – Generate (Entity): The system automatically generates numbers in sequence for each entity. This setting cannot be changed if there are transactions. | Select Generate (Entity) from the dropdown list. | If you use multiple entities that produce their own documents. |
| Inventory > Enable Resolves | Allows users to specify what must happen to inventory items. The options are: – Purchase: The inventory must be purchased. This resolve is used for copying transactions and does not affect inventory. – Produce: The inventory must be produced. This resolve is used for copying transactions and does not affect inventory. (e.g. Work Orders). – Reserve: The inventory is reserved for an order (e.g. Sales Orders). – Issue: The inventory is issued to a job or customer (e.g. Work Orders, Sales Orders, Customer Invoices). – On Order: The inventory has been ordered, but not yet received (e.g. Purchase Orders, Work Orders). – Receive: The inventory has been received (e.g. Supplier Invoices, Work Orders). – Adjust: The inventory is adjusted to reflect the correct stock on hand (e.g. Stock Take Adjustments). | Select all the options that apply. For example, Produce, Purchase, Reserve | If inventory management is used or items must be produced. |
| Transaction Items > Enable Adding Items | Allows users to specify which type of items can be added to a transaction. The options are: – None: No items are added, only the header information is displayed. This option should be used sparingly and not for accounting transactions because there will be no fields for amounts. – All: Users may add items and custom items. – Custom: Users my only add custom items. Typically used for ledger transactions. – Items: Users may only add items. They may not add custom items. Typically used for Invoicing, credit and debit notes. All the buttons to add items are still displayed. The features that are disabled return an error message if clicked. | Select an option from the dropdown list. | If sales orders are manually created and you want to limit the type of items that can be added. |
Statuses (tab)
- You may create an unlimited number of Statuses.
- However, there are only four Status Groups (Pending, Active, Complete, and Cancelled).
- The first status should allow editing.
- The final status should ideally not allow editing.
- If the setting Accounting > Enable Accounting is checked, at least one status should have the Accounting column checked.
- If Inventory is used, at least one status should have the Inventory column checked.
- If editing is allowed when the inventory or accounting columns are checked, any accounting or inventory reports should be considered provisional.
Categories (tab)
- Categories are used to sort records.
- The categories you choose should be meaningful to your business.
- Using categories is optional but recommended.
- Categories can be copied from another transaction type. The existing categories are replaced by the copied categories.
Copy Rules (tab)
- Copy Rules determine the circumstances under which transactions may be copied.
- Although there are two transactions involved in the copy, you only need to create one copy rule.
- User access must be set for each copy rule.
- You can automate copying transactions by selecting a Trigger status.
- Columns that were hidden in the screenshot were left blank or unchecked.
Output Templates (tab)
- Output templates are the forms you need to print, preview or email a transaction (e.g. invoices).
- Default templates are included which will automatically include your company name, logo, and bank details as filled in on the Output tab of a registered Entity.
- You may edit these templates to include or exclude information.
- You may also create your own forms and templates from scratch.
