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Create or Clone a Sales Order

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Overview

Sales Orders are used to track demand for products and services sold. Sales Orders are often associated with Projects if there is a desire to track labor and expenses associated with the engagement.

Sales Orders can be created from an Opportunity, Work Order or by navigating to the Sales Order Tab and clicking the New button.  Below are the steps to create a new Sales Order, independent from an Opportunity.

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Sales Order Fields and Descriptions
Sales Order Field Name Field Description

Customer

 Lookup to the customer Account record

Opportunity

 Look up to the specific Opportunity record

Total

 Total price of the all the Sales Order Lines
(Rollup Summary)

Status

 Picklist used to track the status of the Sales Order.
This is typically used as part of business processes.

Currency

 Picklist used to designate Sales Order Currency

Line Count

Number of Sales Order Lines for each Sales Order record.
This is typically used for reporting or business process logic.
Not shown on the default page layout, but can be added.

Shipment Count

 Number of Shipment records for each Sales Order record.
This is typically used for reporting or business process logic.
Not shown on the default page layout, but can be added.

Ledger

 What Ledger the Sales Order is written to

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Sales Order Lines Fields

Product

 Lookup to the specific Product record referenced on the Sales Order Line

Unit Price

 Price of the Product referenced on the Sales Order Line

Quantity Ordered

 Number of individual units ordered

Total

 Price of the individual Sales Order Line.
Calculated by Unit Price x Quantity Ordered

Quantity Allocated

 Number of items allocated from inventory to this Sales Order Line

Quantity Needed

Number of items unallocated for this Sales Order Line. 
Calculated by Quantity Ordered - Quantity Allocated

Quantity Shipped

 Number of items shipped for this Sales Order Line

Purchase Order Line

 Lookup to the specific Purchase Order Line related to this Sales Order Line

Quantity Ordered Supplier

 Number of items ordered from the supplier on the related Purchase Order Line

Quantity Received Supplier

 Number of items received from the supplier on the related Purchase Order Line

GL Accounting Variables (4)

 Lookups to the specific GL Account Variables to track business segments

Project

 Lookup to the specific Project this Sales Order Line is related to

Project Task

 Lookup to the specific Project Task this Sales Order Line is related to

Comment

 Text field for additional information

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Create a Sales Order from an Opportunity

  1. Navigate to Accounting Home and click the Create Entries tab. Then, under the Revenues menu, click Opportunities.
  2. Select a list view (other than the Recently Viewed list view).
  3. Select the Opportunity for which you want to create a Sales Order.
  4. Click Create Sales Order on the Opportunity detail page or list view page.
  5. From the resulting intermediate Create Sales Order page, review and adjust the Sales Order Lines, to include the quantities, GL Variables, or Project associations.

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    Note: Click here to view the above image in full screen. 

    1. Any Products included on the Opportunity with the Sales Order Exclude field set to true, will show up on the Create Sales Order screen, but they will be marked to not be included in the resulting Sales Order.
    2. The Sales Order Lines will be ordered as they are in the Opportunity Product Lines on the Opportunity.
    3. The GL Variables set on the Product record will automatically populate on the Sales Order Line for each Product unless these variables are specifically overridden on the Opportunity Product Line.
    4. Any Project and Project Task associations made on the Opportunity Product Line will be copied onto the resulting Sales Order Line.
    5. Opportunity Product Lines with the same dimensions will be combined into a single Sales Order Line. The dimensions include the following:
        1. Product
        2. Description
        3. Project
        4. Project Task
        5. GL Variable 1-4
  6. Click Create.

Create a Manual Sales Order 

  1. Navigate to Accounting Home and click the Create Entries tab. Then, under the Orders menu, click Sales Orders.
  2. On the Sales Order page, click New.
  3. On the New Sales Order page, complete the necessary Sales Order information and click Save.
    • Required Fields on this page:
      • Customer
      • Status - defaults to Open  
      • Ledger
    • Non-Required Fields on this page:
      • Billing Address fields will default from Account, if left blank.
      • Shipping Address fields will default from Account, if left blank.
      • Opportunity field can be manually associated with existing opportunity.
  4. Enter the Sales Order Lines by clicking Mass Add/Edit Rows. Otherwise, click New. 
  5. If Mass Add/Edit Rows was selected, click the Add New Line link to display the fields to populate. Then, continue with the next step. If New was selected, skip to step 9.
  6. Enter both the Product and Quantity Ordered (these are required fields).
    • If the Unit Price is not populated, the Sales Order Line will display a Total of $0.00.
  7. Complete any additional fields as desired such as Product, Project, Project Task, and/or GL Variables.
    Note: If a Project is entered on a Sales Order Line, then the Project Task will need to be entered, as well.
  8. From the Mass Add/Edit Rows page, click one of the following:
      1. Save & Refresh - Save your changes and refresh the screen to display the Mass Add/Edit Rows with your changes.
      2. Save & Complete - Save your changes and return to the Sales Order screen.
      3. Save & New - Save your changes and display the New Sales Order dialog box to create a  new Sales Order.

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Clone a Sales Order

  1. Navigate to Accounting Home and click the Create Entries tab. Then, under the Orders menu, click Sales Orders.
  2. Select a list view (other than the Recently Viewed list view).
  3. Click the Sales Order that you want to clone.
  4. Click Clone w/Lines. The Clone with Lines dialog box displays.

    Note: If Multi-currency is enabled, the Currency drop-down list will be available to select a currency.

    CloneSO_01.png

  5. Click Clone.
  6. On the Edit dialog box, update information on the cloned Sale Order, as necessary.
  7. Click Save.

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____________________

SPRING__23_RELEASE_ICON.png

Spring ’23 Release

Release Notes and Schedule

  • The ability to clone a Sales Order is available with this release. 

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Comments

4 comments

Date Votes
  • Wayne Carlyle

    What if I want to add a line to an opportunity (and a Sales Order) where the Create Sales Order process has already happened?

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  • Ryan Faulkingham

    Hi Wayne,

    The "Create Sales Order" process usually happens once the opportunity is closed/won, meaning that it is finalized. But, you can always add an extra line to a sales order by just clicking into it and adding a line. 

    Thank you,

    Ryan

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  • James Pullman

    Can we modify the fields that show up on the intermediate Create Sales Order page?

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  • Taylor Cole

    It would be helpful if we would update sync a sales order to an opportunity, we use the opportunity for quoting, and when the order is committed the sales order is created. With larger projects we often times will add products under the same order, it would be helpful to sync as the quote function works. 

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