# Read me first Access essential resources with our Documentation and API ⇶ Explore detailed guides, integration tools, and technical support ✔ Easy-to-follow documentation ✔ Seamless API integration ## Read me first (Please) #### How to get answers *Hello!* *Thank you for coming here. I'm honestly grateful.* *Giving you the right information you need, when, and how you need it, is the cornerstone of helping you get the best possible value from our solution.* *Delivering information to this standard is a continual and evolving process. Everything in the content you see here should be easy to find, understand, and helpful.* *If it's not, I'd personally like to know. So please don't hold back, send me your feedback, and my team and I will do our best to make whatever needs attention right.* *To make sure your feedback gets our team and **my** immediate attention, send it to .* *Your success is our success, we are here to help!* *Thank you!!!* *Nick* ### How our knowledge is organized We believe you need three essential types of knowledge to succeed with our solution for wholesalers.


Training	Top-level, and in-depth education about what our solution can do for you.	learn.salesorder.com
Reference	In depth detail, e.g. configuration settings, fields, explanations.	helpwith.salesorder.com
How to guides	Search here for short, step-by-step how-to videos.	howto.salesorder.com

### Need to talk? Just follow this link and make an appointment with one of the team. [Contact page](https://salesorder.com/contact) # Start! How to begin your evaluation and get your system live. ### The facts: All ERPs waste thousands of dollars before you can go live. #### ERP software is 'general purpose' Because ALL ERP software is general purpose, software vendors are ALWAYS been adapting their solutions to fit every industry they sell to. This results in layer upon layer of complex embellishments year after year. {% hint style="danger" %} On any ERP vendor website, check out the number of industries they serve. This number is directly proportional to the complexity of the software. The more industries, the more breadth of functionality, the more you end up paying. **"We deployed SAP, we're only using around 15% of the functionality"** {% endhint %} #### ERP implementations are by nature expensive Most ERPs like Netsuite are at least 20+ years old. To fit specific industry and customer needs each embellishment has configuration settings that can run into the hundreds\*\*. You always need an expensive and knowledgeable consultant charging at least $1,100 per day to make the ERP work. > \*\*Our solution has less than 30 configuration settings. {% hint style="success" %} Because of the inherent complexity ERP implementation fees almost always run past the $20,000 mark. it will cost you $0.00 to implement Salesorder.com. {% endhint %} #### ERP training is hard and expensive Embellishments complicate the user experience. This means very steep and long learning curves, which means expensive user training fees. Finding and replacing workers with relevant ERP skills is challenging at best... ### Our mission: Eliminate the Time, Effort, and $$$ Sacrifice to go live. ...You don't have to suffer this with our solution. Salesorder is specifically built for wholesalers. You'll immediately recognize who's it for, and what's it for. And you'll be relieved to know we do everything we can to remove the time, effort, and financial sacrifice in your journey from Evaluation to Launch. {% hint style="success" %} **You can do this yourself in 5 days or less for $0.00**** ****(**[**Case Study**](https://salesorder.wistia.com/medias/m8us1rrmrb)**).**** ****Go to Live in 5.** 🡇🡇🡇🡇🡇 {% endhint %} # How to move forward Register at [learn.salesorder.com](https://learn.salesorder.com)

Documentation: [helpwith.salesorder.com](https://helpwith.salesorder.com) How-to videos: [howto.salesorder.com](https://howto.salesorder.com) Support: Appointments: [Meet with an expert](https://calendly.com/salesorder/follow-up) # Video Index Explore our content index for: * In-depth Tutorials

* Quick 'How To' videos

* Interactive Walkthrough

## Workflow Demonstration

[Workflow with WMS](https://salesorder.wistia.com/medias/ct8g7johbz)

[Workflow without WMS](https://salesorder.wistia.com/medias/8q1mkrl3rb)

[Workflow with WMS (batch orders and backorders)](https://salesorder.wistia.com/medias/yqn9ypm2as) ## User Controls

[Conventions: List | Documents | Actions](https://salesorder.wistia.com/medias/t5lw8nnjqw)

[Lists](https://salesorder.wistia.com/medias/i4xxs6rzvg)

[Making Space I Explorer I Bookmarking](https://salesorder.wistia.com/medias/wf68fmwobl)

[Adding Trading Partners, Actions, and Inheritances](https://salesorder.wistia.com/medias/r8hzl0t6ra)

[Search and Memorize](https://salesorder.wistia.com/medias/2r578rh4g2)

[Enter Line Items and Adjust Columns](https://salesorder.wistia.com/medias/jqg4sbbnft)

[Shortcuts](https://salesorder.wistia.com/medias/hwzwt40zi1)

[Navigate Around the App](https://howto.salesorder.com/how-to-navigate-around-the-app-list-document-action/)

[Add and Edit Trading Partners](https://howto.salesorder.com/add-and-edit-trading-partners/)

[Memorize Searches](https://howto.salesorder.com/memorize-searches/)

[Use Shortcuts](https://howto.salesorder.com/use-shortcuts-2/)

[Make Space](https://howto.salesorder.com/make-space/)

[Use the Explorer](https://howto.salesorder.com/use-the-explorer/)

[Bookmark Documents](https://howto.salesorder.com/bookmark/)

[Perform an Advanced Search](https://howto.salesorder.com/advanced-search/)

[Add Fields/Sections/Tabs](https://howto.salesorder.com/add-new-fields-sections-tabs/)

[Configure Columns on a Document](https://howto.salesorder.com/configure-columns-on-a-document/)

[Navigation, Lists, Actions](https://app.storylane.io/share/ktulank8fipf) ## Company

[Add Workers and Create Logins](https://howto.salesorder.com/add-worlers-and-create-logins/)

[Roles](https://app.storylane.io/share/6glcaxmtm46f)

[Add a Worker with Login](https://app.storylane.io/share/kg14j8jie6if) ## Organizer

[Memos - Events | Tasks | Reminders](https://salesorder.wistia.com/medias/ss8dfj1ond)

[Contacts](https://salesorder.wistia.com/medias/xef7spkb2f)

[Email](https://salesorder.wistia.com/medias/ta3dx715ys)

[Email Templates](https://salesorder.wistia.com/medias/ek9ycl3o8b)

[Use Memos: Events, Tasks, Reminders](https://howto.salesorder.com/use-memos-events-tasks-reminders/)

[Use Email Templates](https://howto.salesorder.com/use-email-templates/) ## Sales ### Customers

[CRM Overview](https://salesorder.wistia.com/medias/3f3f2rwpoh)

[Customer Master](https://salesorder.wistia.com/medias/rj0mh4r1lj)

[Advanced Price Lists](https://salesorder.wistia.com/medias/5r3b2odfi9)

[Shipping Addresses](https://salesorder.wistia.com/medias/kskrizz69z)

[Add and Edit Trading Partners](https://howto.salesorder.com/add-and-edit-trading-partners/)

[CRM](https://app.storylane.io/share/fcenpiusw6kb) ### Sales Quote

[Customize Sales Quotes](https://howto.salesorder.com/customize-sales-quotes/)

[Track the Status of Sales Quotes](https://howto.salesorder.com/track-the-status-of-sales-quotes/) ### Sales Order

[Reprioritize Order Allocation](https://salesorder.wistia.com/medias/hnjxw0ygd1) #### How to

[Unallocate Stock from a Sales Order](https://howto.salesorder.com/un-allocate-stock-from-a-sales-order/)

[Memorize and Organise Lists of Sales Orders](https://howto.salesorder.com/memorize-and-organize-lists-of-sales-orders/)

[Create a Sales Invoice from a Sales Order](https://howto.salesorder.com/how-to-create-sales-invoice-from-sales-order/)

[Configure Sales Orders](https://app.storylane.io/share/f9xcblmm70wz)

[Sales Order 101](https://app.storylane.io/share/t2pr7m6orte3)

[Capture Sales Order](https://app.storylane.io/share/ccjnpwthiwyy)

[Earliest Ship Date](https://app.storylane.io/share/ss3htaanqvn7) ### Cash Sale

[Cash Sale](https://salesorder.wistia.com/medias/a4t5o0u4bb) ### Sales Invoice

[Sales Invoice](https://salesorder.wistia.com/medias/c6lsxejqzf)

[Create Customer Payment from Sales Invoice](https://howto.salesorder.com/how-to-create-customer-payment-from-sales-invoice/)

[Create Sales Invoices from Sales Orders](https://howto.salesorder.com/how-to-create-sales-invoice-from-sales-order/) ### Payments from Customers

[Make a Deposit](https://howto.salesorder.com/make-deposit/) ### Customer Credit Notes

[Customer Credit Notes](https://salesorder.wistia.com/medias/20e55lvzn1)

[Pay Bills with Credit Notes](https://howto.salesorder.com/pay-bills-with-credit-notes/) ### Customer Refunds

[Customer Refunds](https://salesorder.wistia.com/medias/beiap1l2n4) ### Shipments

[Shipping Addresses](https://salesorder.wistia.com/medias/beiap1l2n4)

[Set up Shipping Carriers](https://howto.salesorder.com/set-up-shipping-carriers/)

[Create Shipment](https://app.storylane.io/share/nzm6vcqyf1ul) ## Purchasing ### Suppliers

[Set up Preferred Supplier](https://howto.salesorder.com/set-up-preferred-supplier/)

[Add and Edit Trading Partners](https://howto.salesorder.com/add-and-edit-trading-partners/)

[Add a Preferred Supplier](https://app.storylane.io/share/dvbfy1emn2dz)

[Create a Supplier](https://app.storylane.io/share/s7uwos1zp8ic) ### Purchase Quote

[Create a Purchase Quote](https://howto.salesorder.com/create-a-purchase-quote/)

[Create a Purchase Order from a Purchase Quote](https://howto.salesorder.com/create-a-purchase-order-from-purchase-quote/) ### Purchase Order

[Purchase Order Automation](https://salesorder.wistia.com/medias/t08ycl08et)

[No WMS | Receive Stock](https://salesorder.wistia.com/medias/7tsmtqsa74)

[Receive Stock with WMS](https://salesorder.wistia.com/medias/lk397ur0tl)

[Create a Purchase Order from a Purchase Quote](https://howto.salesorder.com/create-a-purchase-order-from-purchase-quote/)

[Create and Pay Bill from Purchase Order](https://howto.salesorder.com/create-and-pay-bill-from-purchase-order/)

[Create Item Receipt from Purchase Order](https://howto.salesorder.com/create-item-receipt-from-purchase-order/)

[Create a Purchase Order](https://app.storylane.io/share/tuvsuyviqdml)

[Receive Stock from Purchase Order (No WMS)](https://app.storylane.io/share/g8tpjfdcl8pc) ### Cash Purchase

[Supplier Cash Purchase](https://salesorder.wistia.com/medias/eqqhxo3pee)

[Create a Supplier Cash Purchase](https://howto.salesorder.com/create-supplier-cash-purchase/) ### Item Receipt

[Item Receipts](https://salesorder.wistia.com/medias/ovv4r6qq5r)

[Config Item Receipts](https://salesorder.wistia.com/medias/ps70x8okh7)

[Create Item Receipt from Purchase Order](https://howto.salesorder.com/create-item-receipt-from-purchase-order/)

[Configure Item Receipts](https://howto.salesorder.com/configure-item-receipts/)

[Receive Stock from Purchase Order (No WMS)](https://app.storylane.io/share/g8tpjfdcl8pc) ### Bill (Purchase Invoice)

[Purchase Invoices (Bills)](https://salesorder.wistia.com/medias/rpynkzhnnm)

[Create and Pay Bill from Purchase Order](https://howto.salesorder.com/create-and-pay-bill-from-purchase-order/)

[Pay Bills with Credit Notes](https://howto.salesorder.com/pay-bills-with-credit-notes/) ### Payment to Supplier

[Supplier Payments](https://salesorder.wistia.com/medias/ovv4r6qq5r) ### Supplier Credit Note

[Supplier Credit (Debit) Notes](https://salesorder.wistia.com/medias/zbm0mg114f)

[Pay Bills with Credit Notes](https://howto.salesorder.com/pay-bills-with-credit-notes/) ### Supplier Refund

[Supplier Refunds](https://salesorder.wistia.com/medias/0nnq834vd1) ### Purchase Order Generator

[Purchase Order Generator by Order](https://salesorder.wistia.com/medias/izv0ihx28r)

[Purchase Order Generator by Item](https://salesorder.wistia.com/medias/sddl660ct7) ## Order Management

[Order Management Overview](https://salesorder.wistia.com/medias/dd5ldv58r9)

[Order Capture](https://salesorder.wistia.com/medias/d8brhmbvas)

[Find and Bulk Approve Pending Orders](https://salesorder.wistia.com/medias/58nkvdw630)

[Stock Allocation](https://salesorder.wistia.com/medias/crq70acffh)

[No WMS | Order Fulfillment](https://salesorder.wistia.com/medias/n7wj3wc478) ### Volume Automation

[Volume Automation](https://salesorder.wistia.com/medias/gi9gzxl9jp)

[Volume Operations Part 1 - Create Order Batch](https://app.storylane.io/share/xkaerxmd1azi)

[Volume Operations Part 2 - Purchase Order Generator](https://app.storylane.io/share/uplit37glrd5)

[Volume Operations Part 3 - Organize Order Queues](https://app.storylane.io/share/ouox2dqh3xa4)

[Volume Operations Part 4 - Allocate, Ship and Invoice Orders (no WMS)](https://app.storylane.io/share/ms1hq5d76t3e) ## Products/Services ### Items [

Item Master](https://salesorder.wistia.com/medias/vdlnao2mjz) [

Item Categories and Subcategories](https://app.storylane.io/share/cerwpnmvmi3x)

[Kits and Assemblies Explained](https://salesorder.wistia.com/medias/gyg4tcbj0g)

[Assemblies No WMS](https://salesorder.wistia.com/medias/4t38u1cwjb)

[Assemblies With WMS](https://salesorder.wistia.com/medias/ngvs6mym4o)

[Kits No WMS](https://salesorder.wistia.com/medias/5nyt5n84vs)

[Kits With WMS](https://salesorder.wistia.com/medias/sbxew5h4tp)

[Create a New Item](https://howto.salesorder.com/create-a-new-item/)

[Set up Preferred Supplier](https://howto.salesorder.com/set-up-preferred-supplier/)

[Ordered Item History](https://howto.salesorder.com/ordered-item-history/)

[Build Assembly Items (without WMS)](https://howto.salesorder.com/build-an-assembly-item-no-wms/)

[Break Assembly Items (without WMS)](https://howto.salesorder.com/break-an-assembly-item-no-wms/)

[Items (the products you sell)](https://app.storylane.io/share/81bzgmptanlu)

[Create a simple Stock Item](https://app.storylane.io/share/73y6cmxtdl9h)

[Matrix Items](https://app.storylane.io/share/ez91yjhx1ke5)

[Units of Measure](https://app.storylane.io/share/ezqhobfks1ut) ### Dropship

[Dropship; Dropship Items, Sales Orders](https://salesorder.wistia.com/medias/pt9uh2wj5m)

[Dropship; Purchase Orders, Shipments, Transactions Tab](https://salesorder.wistia.com/medias/x35q4rx5om)

[Dropship; Invoicing](https://salesorder.wistia.com/medias/7bpnndm6wn)

[No WMS - Change Shipping Status on Dropship Order](https://salesorder.wistia.com/medias/nj368winsw)

[Change Shipping Status on Dropship Item (no WMS)](https://howto.salesorder.com/change-shipping-status-on-dropship-item-no-wms/)

[Set Item to 'Dropshipped'](https://howto.salesorder.com/set-item-to-dropshipped/)

[Dropship Order Workflow](https://app.storylane.io/share/zeribotfpmk2)

[Dropship Invoice Workflow](https://app.storylane.io/share/zcjwkrlveqm3) ### Price Lists

[Advanced Price Lists](https://salesorder.wistia.com/medias/5r3b2odfi9) ## Inventory

[Inventory Management Overview](https://salesorder.wistia.com/medias/dm23x1qv0x)

[Item Master](https://salesorder.wistia.com/medias/b5k0dt4sev)

[Stock Adjustment No WMS](https://salesorder.wistia.com/medias/1u55rv843e)

[Stock Adjustment with WMS](https://salesorder.wistia.com/medias/br7ek2fd7d)

[Kits and Assemblies explained](https://salesorder.wistia.com/medias/gyg4tcbj0g)

[Assemblies No WMS](https://salesorder.wistia.com/medias/4t38u1cwjb)

[Assemblies With WMS](https://salesorder.wistia.com/medias/ngvs6mym4o)

[Kits No WMS](https://salesorder.wistia.com/medias/5nyt5n84vs)

[Kits With WMS](https://salesorder.wistia.com/medias/sbxew5h4tp)

[Stock Instance Tracking](https://salesorder.wistia.com/medias/yfma8376mx)

[Tracking and Tracing a Lot](https://salesorder.wistia.com/medias/lgbdg2hji1)

[Perform a Stock Adjustment without WMS](https://howto.salesorder.com/perform-a-stock-adjustment-no-wms/) ## Accounting ### Overview

[Accounting Overview](https://salesorder.wistia.com/medias/gl5wynnr99)

[Chart of Accounts](https://salesorder.wistia.com/medias/gl5wynnr99)

[Set up Nominal Codes](https://salesorder.wistia.com/medias/5xrsnbherl)

[Set up Parent (Control) Accounts](https://salesorder.wistia.com/medias/i45muqyjyk)

[General Journals](https://salesorder.wistia.com/medias/3n3jc4pkw0)

[Enter Journals](https://howto.salesorder.com/enter-journals/)

[Reverse Journals](https://howto.salesorder.com/reverse-a-journal/)

[Memorize Journals](https://howto.salesorder.com/memorize-journals/)

[The Accounting system, COA, Currencies, and Configs](https://app.storylane.io/share/ekg11zrht4wl) ### Accounting Periods

[Accounting Periods: Overview](https://salesorder.wistia.com/medias/di9vk54f4v)

[Accounting Periods: Configuration](https://app.storylane.io/share/r6pywi90ondm)

[Accounting Periods: Lists and Actions](https://app.storylane.io/share/pz4plgwmnrwh)

[Accounting Periods: On Documents](https://app.storylane.io/share/5xr8ec1n8qw0)

[Accounting Periods: Reporting](https://app.storylane.io/share/jsilyoiso3re) ### Multicurrency

[Add a Currency](https://salesorder.wistia.com/medias/udf72ji1gn)

[Currencies on Reports](https://salesorder.wistia.com/medias/fh5fmqjnzv)

[Currencies on Trading Partners and Documents](https://salesorder.wistia.com/medias/maqu6p03dy)

[Fix Foreign Prices and Costs on Items](https://salesorder.wistia.com/medias/18e6p16upe)

[Currency Adjustments](https://salesorder.wistia.com/medias/rpxx0bn5o8)

[Fix Foreign Prices](https://howto.salesorder.com/fix-foreign-prices/) ### Banking

[Bank Accounts](https://salesorder.wistia.com/medias/vfp5eg6ufr)

[Petty Cash Accounts](https://salesorder.wistia.com/medias/q6ntundpzl)

[Credit Card Accounts](https://salesorder.wistia.com/medias/lvtd14ozkx)

[One-off Payments and Enter Purchases](https://salesorder.wistia.com/medias/k4681gqf0s)

[Checks](https://salesorder.wistia.com/medias/mqmevtnjn9)

[Bank Reconciliation](https://salesorder.wistia.com/medias/fhqj6ulm56)

[Memorized Transactions](https://salesorder.wistia.com/medias/npnjcds1vh)

[Create a Bank Account](https://howto.salesorder.com/create-bank-account/)

[Enter Purchases and one-off payments](https://howto.salesorder.com/enter-purchases-and-one-off-payments/)

[Memorize Transactions](https://howto.salesorder.com/memorize-transactions/)

[Create Bank Account](https://app.storylane.io/share/g74fkl0jgzsc) ### Sales (Accounts Receivable)

[Credit Control](https://salesorder.wistia.com/medias/dz3ew8d7yw)

[Sales Invoice](https://salesorder.wistia.com/medias/c6lsxejqzf)

[Customer Payments](https://salesorder.wistia.com/medias/j4j9if7tus)

[Cash Sale](https://salesorder.wistia.com/medias/a4t5o0u4bb)

[Customer Statements](https://salesorder.wistia.com/medias/25tf5s1cp5)

[Customer Credit Notes](https://salesorder.wistia.com/medias/20e55lvzn1)

[Customer Refunds](https://salesorder.wistia.com/medias/beiap1l2n4)

[Payment Terms](https://salesorder.wistia.com/medias/eafvs85vdw)

[Customer Prepayments](https://salesorder.wistia.com/medias/mzj2gmhds1)

[Create Customer Payment from Sales Invoice](https://howto.salesorder.com/how-to-create-customer-payment-from-sales-invoice/) ### Purchasing (Accounts Payable)

[Purchase Invoices (Bills)](https://salesorder.wistia.com/medias/rpynkzhnnm)

[Item Receipts](https://salesorder.wistia.com/medias/ovv4r6qq5r)

[Supplier Payments](https://salesorder.wistia.com/medias/3dz3pd0tdp)

[Supplier Credit (Debit) Notes](https://salesorder.wistia.com/medias/zbm0mg114f)

[Supplier Cash Purchase](https://salesorder.wistia.com/medias/eqqhxo3pee)

[Supplier Refunds](https://salesorder.wistia.com/medias/0nnq834vd1)

[1099 Misc Tracking](https://salesorder.wistia.com/medias/hxj3h6rdg3)

[Supplier Deposits and Prepayments](https://salesorder.wistia.com/medias/ym7z2mclax) ## Warehouse Management System (WMS) ### Overview and Setup

[Workflow with WMS](https://salesorder.wistia.com/medias/ct8g7johbz#)

[WMS Overview](https://salesorder.wistia.com/medias/76qr1l59p9)

[WMS Enabled - Explorer and SKU master is different](https://salesorder.wistia.com/medias/w274bjlx1o)

[WMS Console Overview](https://salesorder.wistia.com/medias/onofw3cg3b)

[Install the WMS](https://howto.salesorder.com/install-the-wms/)

[Add New Sites](https://howto.salesorder.com/add-new-sites/)

[Switch Between Sites in WMS Console](https://howto.salesorder.com/switch-between-sites-in-wms-console/)

[Use Stock Manager](https://howto.salesorder.com/use-stock-manager/)

[Add the WMS](https://app.storylane.io/share/co7rfhvvkaxw)

[Configure Scanner Simulator](https://app.storylane.io/share/k2msu2qxfuqs) ### Tabs

[Stock View](https://salesorder.wistia.com/medias/qw6uorppci)

[Goods In](https://salesorder.wistia.com/medias/p02i9vqlap)

[Goods Out](https://salesorder.wistia.com/medias/z89z0itgma)

[Shipping](https://salesorder.wistia.com/medias/w47dxuv2oa)

[RMAs](https://salesorder.wistia.com/medias/meb06ig6w7)

[Pallets](https://salesorder.wistia.com/medias/re8gfyd09l)

[Kits and Assemblies](https://salesorder.wistia.com/medias/7fscntz6jn)

[Receive Stock (Goods In)](https://howto.salesorder.com/recieve-stock-in-the-wms/)

[Carry out the Shipping Vendor Workflow](https://howto.salesorder.com/carry-out-the-shipping-vendor-workflow/)

[Merge Shipments](https://howto.salesorder.com/merge-shipments/)

[Sort Shipments](https://howto.salesorder.com/sort-shipments/)

[Build Kit/Assembly Item (with WMS)](https://howto.salesorder.com/build-a-kit-assembly-item-with-wms/) ### Stock Actions/Tracking

[Stock Actions](https://salesorder.wistia.com/medias/36hzipgb2u)

[Stock Action: Move](https://salesorder.wistia.com/medias/na1rh5h3xk)

[Stock Action: Adjust](https://salesorder.wistia.com/medias/v3qchssz72)

[Stock Action: Transfer](https://salesorder.wistia.com/medias/k7kiqge9st)

[Stock Action: Load Pallet](https://salesorder.wistia.com/medias/uhffpdim88)

[Stock Count](https://salesorder.wistia.com/medias/d18mfzt145)

[History](https://salesorder.wistia.com/medias/tl5ev9zkbq) ### Locations

[Locations](https://salesorder.wistia.com/medias/vkbihoqpdk)

[Assign Items to a Location](https://salesorder.wistia.com/medias/t3e0vbdvik)

[Add Warehouse Users](https://salesorder.wistia.com/medias/tw13bak0sd)

[Packing 101](https://salesorder.wistia.com/medias/c4kjmzb0ik)

[Configure Column Views](https://salesorder.wistia.com/medias/ygnpz13tyo)

[Configure Filters](https://salesorder.wistia.com/medias/x89sxagyoa) ### With WMS

[Workflow with WMS](https://salesorder.wistia.com/medias/ct8g7johbz)

[Workflow with WMS (batch orders and backorders)](https://salesorder.wistia.com/medias/yqn9ypm2as)

[Stock Adjustment with WMS](https://salesorder.wistia.com/medias/br7ek2fd7d)

[Assemblies With WMS](https://salesorder.wistia.com/medias/ngvs6mym4o)

[Kits With WMS](https://salesorder.wistia.com/medias/sbxew5h4tp)

[Receive Stock with WMS](https://salesorder.wistia.com/medias/lk397ur0tl) ## Reporting

[Standard Reports](https://salesorder.wistia.com/medias/0po7a2a20e)

[Memorized Reports](https://salesorder.wistia.com/medias/pcilfg4n2j)

[Classifications](https://salesorder.wistia.com/medias/qnh5akznx7)

[Customize Reports Using Filters](https://salesorder.wistia.com/medias/y0f5ni8q1p)

[Find and Create Standard Reports](https://howto.salesorder.com/find-and-create-standard-reports/)

[Memorize Reports](https://howto.salesorder.com/memorize-reports/) ## Shopping Carts

[Shopify Cart Connect](https://salesorder.wistia.com/medias/osgfs07ofi) ## Trade Acceleration Portal (TAP) 2.0 ### Introduction and Overview

[TAP Overview for Administrators](https://salesorder.wistia.com/medias/q0oq0fwjp4)

[TAP Overview for Sales Teams/Sales Reps](https://salesorder.wistia.com/medias/3b7qrjlbnn)

[TAP Overview for Users](https://salesorder.wistia.com/medias/5dqt4pyjee)

[TAP 101 ](https://salesorder.wistia.com/medias/xm49tws8zv)

[TAP Conventions](https://salesorder.wistia.com/medias/hfxfvnd9mc)

[TAP Front End Tour](https://salesorder.wistia.com/medias/0vpc8z8hqn) ### UX (User Experience)

[Create Cart and Select Theme](https://app.storylane.io/share/ekrupckayyd9)

[Global Brand Style](https://app.storylane.io/share/ywnuhztqllq2) #### Pages

[Header](https://app.storylane.io/share/0s62c4p5jcng)

[Update Logo on Header](https://app.storylane.io/share/ehq8xjmhggvx)

[Footer](https://app.storylane.io/share/cvmilx04rdby)

[Homepage](https://app.storylane.io/share/b4v1obvlsu29)

[Update Categories on Homepage](https://app.storylane.io/share/m9vh5spygh5s)

[Update Products on Homepage](https://app.storylane.io/share/yfsowv15yqjp)

[Product Category Page](https://app.storylane.io/share/pjvk5kxels1h)

[Product List/Grid View](https://app.storylane.io/share/fzowbhjx6ctw)

[Product Details Page](https://app.storylane.io/share/edtc312bkxcr)

[About Us Page](https://app.storylane.io/share/hszwqhzj0tre)

[Contact Us Page](https://app.storylane.io/share/lvg8lo7l8nuh)

[Privacy Policy Page](https://app.storylane.io/share/d3tocaauouy8)

[Terms and Conditions Page](https://app.storylane.io/share/ivdlljptc6tc) #### Blocks

[Group Start Block](https://app.storylane.io/share/lsqtokukf1sw)

[Add/Remove Block from Group Start](https://app.storylane.io/share/rwsall0wh26h)

[Plain Text Block](https://app.storylane.io/share/t3bf9t6okowm)

[Insert Video on Plain Text Block](https://app.storylane.io/share/xrtf9h7jd2jq)

[Image Block](https://app.storylane.io/share/tmkji1ela0ga)

[How to: Resize Images with Windows](https://learn.salesorder.com/path-player?courseid=trade-acceleration-portal-20\&unit=trade-acceleration-portal-20_66691fa7018c4Unit)

[How to: Resize Images with Mac](https://learn.salesorder.com/path-player?courseid=trade-acceleration-portal-20\&unit=trade-acceleration-portal-20_666a73c77ffd4Unit)

[Hyperlink Block](https://app.storylane.io/share/via6npoymte6)

[Title Block](https://app.storylane.io/share/k76ggxj8a7bh)

[Menu Matrix Block](https://app.storylane.io/share/z59brcwevsef)

[Update Products on Menu Matrix](https://app.storylane.io/share/2esbkje954sj)

[Update Categories on Menu Matrix](https://app.storylane.io/share/nxjov8cbkpmw)

[Update TAP Pages on Menu Matrix](https://app.storylane.io/share/mbywuwalfwlo)

[Update External Pages on Menu Matrix](https://app.storylane.io/share/92oe4a2nknab)

[Search Box Block](https://app.storylane.io/share/uuyrhzc2c2cj)

[Login Popup Block](https://app.storylane.io/share/i0a4ooang9fy)

[Customization of the TAP](https://app.storylane.io/share/fh2fdgi1ntbh) ### TAP Users

[TAP Overview for Users](https://salesorder.wistia.com/medias/5dqt4pyjee)

[Create New Users and Set Permissions](https://app.storylane.io/share/wqpaxs2shpbq)

[Product Catalog and Stock Availability](https://app.storylane.io/share/k00ifoovbs2b)

[Order Entry](https://app.storylane.io/share/ccrdq0aay6ia)

[Orders, Invoices and Shipments](https://app.storylane.io/share/cvohnnsea3bt)

[Pay Invoices with Credit Card and ACH](https://app.storylane.io/share/mccas0hw2fnm)

[Payments and AR Balance](https://app.storylane.io/share/ezlq430nmcma) ### TAP Sales Reps

[TAP Overview for Sales Reps](https://salesorder.wistia.com/medias/3b7qrjlbnn)

[Create New Customers and Set Price Lists](https://app.storylane.io/share/gqwpvpjuzwji)

[Product Catalog and Stock Availability](https://app.storylane.io/share/vvyrxrdgjrfq)

[Order Entry](https://app.storylane.io/share/47be90cwjb5c)

[Orders, Invoices and Shipments](https://app.storylane.io/share/cvohnnsea3bt)

[Payments and AR Balance](https://app.storylane.io/share/ekwjawukychb) ### TAP Sales Teams

[TAP Overview for Sales Teams](https://salesorder.wistia.com/medias/3b7qrjlbnn)

[Create New Customers and Set Price Lists](https://app.storylane.io/share/gqwpvpjuzwji)

[Product Catalog and Stock Availability](https://app.storylane.io/share/vvyrxrdgjrfq)

[Order Entry](https://app.storylane.io/share/47be90cwjb5c)

[Orders, Invoices and Shipments](https://app.storylane.io/share/cvohnnsea3bt)

[Pay Invoices with Credit Card and ACH](https://app.storylane.io/share/xipyvgmoq2ea)

[Payments and AR Balance](https://app.storylane.io/share/ekwjawukychb) ### TAP Administration

[TAP Overview for Administrators](https://salesorder.wistia.com/medias/q0oq0fwjp4)

[Setup TAP User's Logins](https://app.storylane.io/share/fmu2gwjnwy8v)

[Enable Payments on the TAP](https://app.storylane.io/share/q0sb7m9tzi2b)

[Exclude Columns](https://app.storylane.io/share/q8fbkfoijqnb)

[Basic Configuration](https://app.storylane.io/share/lmbicldslale)

[Worker Configuration](https://app.storylane.io/share/0hgd4gmkx5oj)

[Customer Configuration](https://app.storylane.io/share/6m2nu9f59a7r) ## Trade Acceleration Portal (TAP)

[Trade Acceleration Portal Overview](https://salesorder.wistia.com/medias/9ixgzwae8q)

[TAP detailed walkthrough](https://salesorder.wistia.com/medias/3xr0rsdf39)

[File Manager](https://salesorder.wistia.com/medias/7zyyntc89h)

[Create Orders and Quotes](https://howto.salesorder.com/create-orders-and-quotes/)

[Use Category Filter](https://howto.salesorder.com/use-category-filter/)

[File Manager](https://howto.salesorder.com/use-file-manager/)

[Add Logo](https://howto.salesorder.com/add-logo-to-tap-login-page/)

[Hide Prices](https://howto.salesorder.com/hide-prices-on-the-tap/) ## Customization

[Add Fields/Sections/Tabs](https://howto.salesorder.com/add-new-fields-sections-tabs/)

[Setup and Enable Payment Processors](https://howto.salesorder.com/setup-and-enable-payment-processors/)

[Customize Part 1 - Adding Fields](https://app.storylane.io/share/v92vnkxowz4y)

[Customize Part 2 - Tabs and Sections](https://app.storylane.io/share/ykhm3ndkabbb)

[Customize Part 3 - Altering and Inheriting Fields](https://app.storylane.io/share/are5sbacjojp) # Live in 5 Start optimizing your operations in five easy to follow steps. ## What is Live in 5? Live in 5 is a series of self-paced courses, interactions with our team, and a simple-to-understand and follow launch sequence. [You can see the Live in 5 curricula here](https://learn.salesorder.com/course/live-in-5).

## What's so good about Live in 5? ### **Rapid evaluation** We appreciate your time is money. Finding and evaluating a new system most often takes considerable personal time and effort. We've made it easy and as fast as possible to get into our system and learn what you really need to know. ### Immediate stress-free hands-on Within minutes of starting your evaluation, you'll be navigating around Salesorder.com and quickly learning how to perform familiar tasks. Tasks like managing customers, working with SKUs, creating and processing Sales and Purchase Orders, and sending and getting paid for Invoices. ### Considerate and helpful experts Throughout your time with us, and whether or not you decide to become our Customer, you'll have access on demand to experts who'll get to know you and your business. Our Solutions Team are expert in solving problems in wholesale operations. ### Simple and battle-tested go-live process We've worked with hundreds of wholesalers from startups to enterprises with revenues of hundreds of millions of dollars. Our five-step Launch Sequence is designed to be as understandable and straightforward as possible. ### Missing pieces? We built Salesorder.com to be rapidly extended or customized. We're interested in any gap in functionality. We want to be a better fit for wholesalers than any other software. So you can rest assured if you justifiably need it, we'll add it in weeks. # Step 4: Solution Plan The purpose of this plan is to get you and your system to a point where you can comfortably decide if our solution is a good fit for your wholesale operation. So far, you’ve completed Step 1 and 2 of Live in 5. In Live in 5, Step 3 (Solution Clinic) you shared with us your workflow for order to cash, and the purchasing of stock. In Live in 5 we gave you a personal system. You can continue using this as a ‘Sandbox’ to try out things and explore. ### Solution Modeling The purpose of this ‘Solution Modeling’ step is to create a system you can prepare for live operations, and continue to learn and build your knowledge of Salesorder, and acquire the skills you and your team need to move forward. We’ll create this new **Reference** system for you. It will eventually be your Live system. You’ll use this new system to: * Bring in your own data. We call this activity ‘**Data Migration**’. * Try out workflows and tasks using your own familiar data. We call this activity ‘**Workflow Exploration**’. * Connect other solutions to your Salesorder system, i.e. Shopify for B2C transactions. This includes Plugins from our Plugin Store, i.e. Payment Processing. We call this activity ‘**Add ons**’. * As you work through the above exercise, you’ll probably want to learn more, e.g. Accounting, and have questions. You and your team have full access to our learning center, and by appointment or email access to our expertise. We call this activity ‘**Learning’**. We call the above combination of activities, **Solution Modeling (Live in 5, Step 4).** ### Learning: Get your users to learn.salesorder.com Learn.salesorder.com is our online education platform. It’s an evolving collection of courses for Salesorder users. You should get all of your users to register at: [learn.salesorder.com](https://learn.salesorder.com/) Depending on the role of your users in your team, they can choose which courses they want to take. To help you guide your users to courses they need, here’s a few suggestions. Feel free to customize training for your users. If you need more courses just let us know! ### Every user? Do the following: * **Salesorder Grand Tour:** We recommend every user does the ‘Grand Tour’ course. This will give them an overall appreciation of the Salesorder system. * **Live in 5, Step 1 and 2:** We encourage every user to have their own ‘playground’ system. This gives them a safe place to explore, try and practice things. Get every user to enroll in Live in 5 and take the first two courses. (Step 1 and Step 2). If they do this they’ll be given their own system. * **User Controls:** There’s an overlap between what’s in Step 1 and Live in 5 here, however, get your users to check this out. * **Email and helpful tools:** We recommend every user does this course. ### Accounting? Three courses: * Accounting 101 and Banking * Sales Accounting - Accounts Receivable. * Purchasing Accounting - Accounts Payable. ### Warehouse? * Warehouse Management System WMS. If you decide you need the WMS, please let us know. ### Sales? * CRM * TAP * Dropshipping (if applicable) ### Order Management? * Order Management * Inventory ### Purchasing? * Purchasing ### Data Migration The objectives of this task are twofold: * Get you familiar and comfortable with doing data migration using the appropriate tools. You’ll need a good understanding of these tools to complete the [Launch Sequence in Step 5 of Live in 5](https://helpwith.salesorder.com/start/launch-sequence-workbook). * Bring over **some** or all of your data to enable you to work with your data whilst you evaluate Salesorder. Your Master (ASIC) Data is currently stored either in 3rd party accounting software, or in Quickbooks ### What’s ASICS? * A - Chart of Accounts and accounting data. * S - Supplier Masters and Purchasing related transactions. * I - Items SKU data. * C - Customer Master and Sales-related transactions. To migrate your ASIC data to Salesorder, you have three choices: * Quickbooks Transformer * Import Templates * Quickbooks Desktop as a data migration ‘bridge’ ### About the Quickbooks Transformer The Quickbooks Transformer is a tool developed by us, to simplify and accelerate the migration of data from Quickbooks to Salesorder. The Quickbooks Transformer securely reads the above data from your Quickbooks Desktop\* Company file. The data is transformed to the format required by Salesorder. The Quickbooks transformer creates a new Salesorder system and writes the transformed data into the new system. The Quickbooks transformer can also be run to update the data in Salesorder. For example, you might do this update during your evaluation or when you begin the go live launch sequence. ### About the Import Templates Read about [Import Data Templates here](https://helpwith.salesorder.com/setup/import-data-templates). ### Quickbooks Desktop as a data migration ‘bridge’ Quickbooks Desktop is one of the leading accounting software solutions. Intuit developed Quickbooks desktop. As a result of its success and prominence, Intuit and other software vendors have developed tools and methods to migrate data from other software applications to Quickbooks Desktop. Data can be moved from a third-party application to QuickBooks Desktop and then from Quickbooks Desktop to Salesorder via the Quickbooks Transformer. To use the Quickbooks Transformer tool, see [Migrate from QuickBooks](https://helpwith.salesorder.com/migrate-from-quickbooks). ### Finding third-party tools to migrate data to Quickbooks Desktop Use a search phrase like “sap to QuickBooks desktop migration” (example) I located this resource: [SAP Business One to Quickbooks Conversion](https://quickbooksrepairpro.com/SAP-Business-One-to-Quickbooks-Conversion.aspx) ### Pre-scoping your data migration strategy When you’re focused on determining your options for your data migration strategy, you must consider the broader and downstream task of migrating your Transactional Data and your Static Data. Read the relevant articles here: [Data Migration](https://helpwith.salesorder.com/data-migration) If you have any doubts or questions, we’re here to help. ### Workflow Exploration This is a subjective activity. **We strongly recommend you begin by writing a list of workflows you want to try out.** As a **minimum,** you must complete the following: * Customer Order to Cash. * Purchase Order to Supplier payment, including receiving SKUs. Learn.salesorder.com, specifically Live in 5, Order Management, and the Accounting Courses, contain many workflows you’ll want to try. Go explore! There’s also a ‘[Workflow Guides](https://helpwith.salesorder.com/workflow-guides)’ section in our documentation. If you need assistance, let us know, and we’ll work with you to guide you through the workflows you need. ### Add ons ### Shopping Cart If you’re using a Shopify B2C Cart. Go here to [configure and set up your Shopify Cart](https://helpwith.salesorder.com/shopping-carts-b2c/shopify). ### Payment Processing Lowest cost Payment processing? See [Basys](https://helpwith.salesorder.com/setup/payment-processors/basys-low-fees-vip-service). ### System Settings Familiarization Your new system has to be configured correctly for Live operations. You must review the [System Settings Workbook](https://helpwith.salesorder.com/start/system-settings-workbook). For example, setting up Document templates to reflect your brand, structure, and formats, including Document numbering. Please read this Workbook carefully. ### Document a Check List of Settings Make a checklist of Settings you must make now or during the Launch Sequence. ### Questions? Please let us know at or [make an appointment](https://calendly.com/salesorder/follow-up). # Workflow Guides ### Which workflow(s)? Match your workflow(s) then try each one out in your Salesorder system. #### Sales * [Simple Order to Payment](#simple-order-to-payment) * [Build Assemblies and ship to Order](#build-assemblies-and-ship-to-order) * [Build Kits and ship to Order](#build-kits-and-ship-to-order) * [Just in time (special) Order to Payment](#just-in-time-special-order-to-payment) * [Drop ship Order to Payment](#drop-ship-order-to-payment) * b2b ecommerce Order to Payment * b2c ecommerce Order to Payment * Scan to ship Order to Payment #### Purchasing {% hint style="info" %} **Can't find your workflow, or these here don't quite fit the way you want to work?** Write or sketch out your workflow and send it to us at , and we'll immediately review it and send you our thoughts in 48 hours or less. {% endhint %} ### Simple Order to Payment In this workflow, a B2b Order is captured on a channel, e.g. Phone, Email, TAP, EDI, etc. Orders from all channels flow into the Sales Orders List. #### Steps - simple order to payment

#### Detail - simple order to payment

#### Video Demos: Simple Order to Payment Our system has an optional warehouse management system (WMS). * [With WMS (single order)](https://salesorder.wistia.com/medias/ct8g7johbz) * [Without WMS ](https://salesorder.wistia.com/medias/n7wj3wc478) * [With WMS (multiple orders)](https://salesorder.wistia.com/medias/yqn9ypm2as) ### Build Assemblies and ship to Order

### Build Kits and ship to Order

### Just in time (special) Order to Payment

### Drop ship Order to Payment

# Must read: Data Migration Data Migration is done in two steps:

# Read First: ASIC and presets What you should know about the priority order of importing data and settings you must do before you can try any workflows in your system. ## ASICS data? You cannot get up and running without ASICS.

**ASICS** is an acronym for the following types of data: * **A**ccounting * **S**uppliers * **I**tems * **C**ustomers * **S**tock *levels* Make sense? You need this cornerstone data in your system to run any type of workflow. ## Accounting *data for evaluation?* #### Currencies If you are using multiple currencies, read this - [Currencies](/accounting/currencies). #### Chart of Accounts You can use the preset Chart of Accounts. You'll find these here: Accounting>Chart of Accounts

To manually add more accounts see: [Add new account.](/accounting#add-new-account) To import new accounts see [Chart of Accounts Setup Video](https://salesorder.wistia.com/medias/29axpyddoa). #### Bank Account You'll need a Bank Account to model and try incoming and outgoing payments. See [Banking](/banking). #### Payment Terms See [Payment Terms](/accounting/payment-terms). #### Tax Codes and Groups See [Tax Codes and Groups](/accounting/tax). ## Suppliers Import your Suppliers. See [Suppliers](/purchasing/suppliers). If you want to enhance your Supplier reporting, see [Classifications](/reports/classifications). ## Items Import your Items. See[ Items](/products-services/items-which-ones). ## Customers Import your Customers. See [Customers](/sales/customers). If you want to enhance your Customer reporting, see [Classifications](/reports/classifications). ## Adding Stock levels {% embed url="" %} Click Full Screen \[-] {% endembed %} ## Workers The Worker's list contains a list of people who interact with your system. They either have access to the main Salesorder application or the TAP. In the latter case, they are independent Sales representatives. The import templates have a Workers column. Before you import data into the Salesorder system you should set up your Workers, either manually, or via the Workers import template. See [Workers](/company/workers-and-users). # Transaction Migration Primer Read me first before you migrate or import any transactions to your new system. ## Transaction migration - What you must know Our method for migrating data is tried, tested, and safe. Before migrating transactions from another system to Salesorder, you must decide how the transaction and its data will be used, and why you are moving it. There are two types of transactions, those you are done with and those you aren't. * **Historical** - they're completed; fulfilled, paid, etc. You're not going back and changing them, ever! * **Open** - they're unfinished business; they're not fulfilled, they're not paid, or they're partially completed. You still need to finish the job! Let's talk about history... ### History is useful for reference and forecasting There are two *good* reasons why you might want your historical data in your new system. * **Customer or Supplier reference:** In both cases, it's useful to be able to refer back to transactions to answer questions about what happened and when. For example, who bought what, or what did you buy from whom? Or how much did they pay, or what did you pay? * **Supply and demand forecasting:** Inventory forecasting is critical to making sure you have the right products and their respective quantities at the right time. Buying enough stock to fulfill every order on time, or not holding stock you can't sell is good practice. You know this. You want to make the best use of your working capital right? These reasons mean you can minimize the amount of data you need to move from your old system to your Salesorder system. See ### History is history, you shouldn't be able to change it So it follows, that you'd never want to change your trading history right? Your trading history comprises non-posting and posting transactions. When you move your trading history from one system to another, the new home of the data should not offer any opportunity whatsoever to alter the historical data. Why would you possibly want to? ### History is imported into Salesorder as read-only When you import all non-posting and posting **Historical** transactions from your old system to Salesorder we designed our solution to enable you to import in ALL transactions and make them read-only. This is done by marking the Status of every transaction you are about to import as Historical. I'll explain how in a moment. {% hint style="danger" %} All (and I mean ALL) posting transactions ~~should~~ MUST be imported with a Status of **Historical**. Keep reading and all will become clear. {% endhint %} Let's talk about Open transactions. ### Open non-posting transactions can be imported as Open or Pending Incomplete Sales and Purchase Orders are Open. Before you import these transactions into your Salesorder system you can mark these with a Status of 'Open'. I'll explain how in a moment. You can also mark the Status of Sales Orders you're about to import as Pending. We built a Pending status into Sales Orders to give you a 'turnstile' for orders incoming from sales channels like Shopping Carts, the TAP, etc. Pending orders need approval before they become Open and continue their journey. Your Salesorder system includes an Approval function. See '[Roles](/setup/roles)'. ### Separating Open posting transactions and their balances Your Profit and Loss, and Balance Sheet accounts all have balances. These balances are continually adjusted by new transactions. Transactions such as Sales and Purchase Invoices have balances that alter the balance of the Accounts Receivable, and Accounts Payable General Ledger accounts. When you move your accounting from your old system to Salesorder, your old General Ledger accounts will have 'Ending balances'. Your new General Ledger will have 'Opening Balances'. Your Opening Balances are made up of balances from one or more Open transactions. For example, the current Accounts Receivable balance may have resulted from multiple unpaid Sales Invoices from multiple Customers. These Invoices all have balances made up of individual Line Item balances. These are SKUs that were sold and purchased, there are also some others, such as shipping charges, credits, etc. When you're importing posting transactions to Salesorder, there are two options: #### Importing Open posting transactions For an Open posting transaction, e.g. Sales Invoice, you transfer the transaction with the Status set to **Historical**. **This transaction and its balances are not written to the General Ledger.** **This transfer is done using the** [Upload Transactions import template](#upload-transactions-import-template)**.** The outstanding balance of the transaction is posted (Debited) to the Nominal Account, in this example, Accounts Receivable for the respective Customer. **This transfer is done by a** [General Journal](/accounting/general-journals). You can upload Journal entries in bulk using the [Upload Journals import template](/accounting/general-journals#_9ftxniop2p9f). {% hint style="warning" %} If the Customer has more than one outstanding Invoice, you'll transfer the aggregated balances. See [General Journal](/accounting/general-journals) for how to post entries by Customer (or Supplier). {% endhint %}

The outcome is you have: * A historical (read-only) copy of the Sales Invoice in your new Salesorder system. * The Customer's outstanding balance in Accounts receivable in your new Salesorder system. {% hint style="warning" %} What do I do with the 'Credit' side of the Journal Transaction? See [Launch Sequence T3 ](/live-in-5/step-5-launch-sequence#launch-t-3)for enlightenment. {% endhint %} #### Importing Completed posting transactions For a Complete posting transaction, e.g. Sales Invoice, you transfer the transaction with the Status set to Historical. **This transaction and its balances are not written to the General Ledger.** **This transfer is done using the** [Upload Transactions import template](#upload-transactions-import-template)**.**

The outcome is you have: * A historical (read-only) copy of the Sales Invoice in your new Salesorder system. ### # Migrate transactions Transaction import is done using the 'Upload Transactions' template. {% hint style="info" %} Also, see [Import Data Templates](/setup/import-data-templates). {% endhint %} ## Retaining access to your legacy accounting data **You should retain** your original accounting system at the minimum cost from the legacy vendor. Historical transaction trails are recorded and completed in your old system. ## Which transactions to migrate? ### Historical (Completed) Transactions In the [Transaction Migration Primer](/live-in-5/must-read-data-migration/transaction-migration-primer), I highlighted why you need historical data, here's a reminder. If you haven't read this please read it now. 1. **Customer or Supplier reference:** In both cases, it's useful to be able to refer back to transactions to answer questions about what happened and when. For example, who bought what, or what did you buy from whom? Or how much did they pay, or what did you pay? 2. **Supply and demand forecasting:** Inventory forecasting is critical to making sure you have the right products and their respective quantities at the right time. Buying enough stock to fulfill every order on time, or not holding stock you can't sell is good practice. You know this. You want to make the best use of your working capital right? So it follows, that you only need Purchase and Sales Order data from your old system. {% hint style="warning" %} **The above is our opinion**, you can disagree. Our Inventory Forecasting, Standard Sales and Purchasing Reports, and Transaction History on Customer and Supplier Masters just need the above to satisfy the above requirements in (1) and (2). {% endhint %} ### Open transactions Transactions that have not completed their journey, specifically Open Sales Orders, Open Sales Quotes, and Open Purchase Orders. If you're using Purchase Quotes, include these. ## Minimum Transaction Data Here's what you need to export to meet the requirements as described above: ### Sales Orders Go to Setup>Import Data>Upload Transactions and download the .xlsx template, then open the 'Sales Orders sheet. Follow the instructions below to add your data. For Sales Quotes, follow the guidelines below. **Col.#** - the Column ID in the .xlsx template.

Col.#	Import Template Column Name	Field Name and Location in Salesorder
	Customer Data
A	TP Ref# - The Ref# as created on the Customer Master in Salesorder. You will have already imported your Customer Masters, and the Ref #s will have been set.	Customer>Ref #
B	Ref# - The original ID of the Transaction being migrated, e.g. Order Number. This must be a unique ID.	Sales Order>Ref #
C	Date - The original date of the Transaction being migrated.	Sales Order>Date
D	Status - HISTORICAL for Completed Sales Orders. OPEN for incompleted Sales Orders. See	Sales Order>Status
E	Owner - This is optional, if you don't populate this field it will default to the Master Admin user. However, if you populate your Workers list (who have logins) you can add the Worker Name. See Workers and Users.	Sales Order>Owner
F	Tax Code - Sales Orders inherit Tax Codes from the Customer Master. For USA wholesalers this is irrelevant to B2B transactions. If you are collecting Tax, i.e. VAT, then set up your Tax Codes before importing. Then make sure what you enter matches.	Sales Order>Tax Code/Group
G	Terms - Sales Orders inherit Payment Terms from the Customer Master. Set up your Payment Terms before importing. Then make sure what you enter matches.	Sales Order>Terms
I	Default Site - The default site is inherited from the Customer Master, and normally set to WHI. You can edit the name on the Site, and add more Sites.	Sales Order>Default Site
J	Customer Ref - The original Customer Purchase Order ID or # on the transaction being migrated.	Sales Order>Customer Ref
K	Customer Contact - For COMPLETED Orders, add the name. For OPEN orders, make sure you've imported your Contacts.	Sales Order>Contact
L	Contact Tel - For OPEN orders, make sure you've imported your Contacts.	Sales Order>Telephone
M	Email - For OPEN orders, make sure you've imported your Contacts.	Sales Order>Email
R	Currency - The Currency of the original transaction being migrated, e.g. USD. You will have already set the Currency on the original Customer when it was imported. To check the Currency acronym, go to Accounting>Multi Currency>Add(+) Currency and refer to the value in the dropdown.	Sales Order>Currency
S	Xrate - Up to 6 decimal places.	Sales Order>Exchange Rate
T	Doc Ref - Must be a preceding Transaction Ref#, e.g. Sales Quote. It will become a Link.	Sales Order>Our Ref
U - AP	Billing And Shipping Addresses Complete as per Field name. Use the State acronym, i.e. AZ for Arizona or whatever your Shipping Carriers mandate. Check Country Names match the names in the 'Country' dropdown List in the Sales Order.	Sales Order>Addresses
AQ - AW	Shipping Tracking Complete as available or required. Contact support@salesorder.com if you're not sure. See Shipping Carriers before proceeding.	Sales Order>Shipping
AX - AZ	Class 1 - 3 - If you're using Classes, set up your Classifications before you import.	Sales Order>Classification
	Line Items
BA	Item Code -	Sales Order>Line Item Table
BB	Description -	Sales Order>Line Item Table
BC	Site - See Default Site (above)	Sales Order>Line Item Table
BD	Quantity -	Sales Order>Line Item Table
BE	UOM - Unit of Measure (Sales)	Sales Order>Line Item Table
BF	Discount -	Sales Order>Line Item Table
BH	Unit Cost -	Sales Order>Line Item Table
BI	Tax Code - See Tax Code (above)	Sales Order>Line Item Table
BJ	Tax Rate -	Sales Order>Line Item Table
BK	Sub Total -	Sales Order>Line Item Table
BL	Tax Amount -	Sales Order>Line Item Table
BM	Total -	Sales Order>Line Item Table

{% hint style="warning" %} **Import a single transaction and check** it's correct. If you encounter any issues, work with the error message, or send full details including the **SOAXXXXXX** and the **Import Template** to {% endhint %} ### Purchase Orders Go to Setup>Import Data>Upload Transactions and download the .xlsx template, then open the 'Sales Orders sheet. Follow the instructions below to add your data. For Purchase Quotes, follow the guidelines below. **Col.#** - the Column ID in the .xlsx template.

Col.#	Import Template Column Name	Field Name and Location in Salesorder
	Supplier Data
A	TP Ref# - The Ref# as created on the Supplier Master in Salesorder. You will have already imported your Supplier Masters, and the Ref #s will have been set.	Supplier>Ref #
B	Ref# - The original ID of the Transaction being migrated, e.g. Order Number. This must be a unique ID.	Purchase Order>Ref #
C	Date - The original date of the Transaction being migrated.	Purchase Order>Date
D	Status - HISTORICAL for Completed Purchase Orders. OPEN for incompleted Purchase Orders.	Purchase Order>Status
E	Owner - This is optional, if you don't populate this field it will default to the Master Admin user. However, if you populate your Workers list (who have logins) you can add the Worker Name. See Workers and Users.	Purchase Order>Owner
F	Tax Code - Purchase Orders inherit Tax Codes from the Supplier Master. For USA wholesalers this is irrelevant to B2B transactions. If you are collecting Tax, i.e. VAT, then set up your Tax Codes before importing. Then make sure what you enter matches.	Purchase Order>Tax Code/Group
G	Terms - Purchase Orders inherit Payment Terms from the Supplier Master. Set up your Payment Terms before importing. Then make sure what you enter matches.	Purchase Order>Terms
I	Default Site - The default site is inherited from the Purchase Master, and normally set to WHI. You can edit the name on the Site, and add more Sites.	Purchase Order>Default Site
J	Supplier Ref - The original Supplier Sales Order ID or # on the transaction being migrated.	Purchase Order>Customer Ref
K	Supplier Contact - For COMPLETED Orders, add the name. For OPEN orders, make sure you've imported your Contacts.	Purchase Order>Contact
L	Contact Tel - For OPEN orders, make sure you've imported your Contacts.	Purchase Order>Telephone
M	Email - For OPEN orders, make sure you've imported your Contacts.	Purchase Order>Email
R	Currency - The Currency of the original transaction being migrated, e.g. USD. You will have already set the Currency on the original Supplier when it was imported. To check the Currency acronym, go to Accounting>Multi Currency>Add(+) Currency and refer to the value in the dropdown.	Purchase Order>Currency
S	Xrate - Up to 6 decimal places.	Purchase Order>Exchange Rate
T	Doc Ref - Must be a preceding Transaction Ref#, e.g. Purchase Quote. It will become a Link.	Purchase Order>Our Re
U - AP	Payment And Shipping Addresses Complete as per Field name. Use the State acronym, i.e. AZ for Arizona or whatever your Supplier Shipping Carriers mandate. Check Country Names match the names in the 'Country' dropdown List in the Purchase Order.	Purchase Order>Addresses
AQ - AW	Shipping Tracking Complete as available or required. Contact support@salesorder.com if you're not sure. See Shipping Carriers.	Purchase Order>Shipping
AX - AZ	Class 1 - 3 - If you're using Classes, set up your Classifications before you import.	Purchase Order>Classification
	Line Items
BA	Item Code -	Purchase Order>Line Item Table
BB	Description -	Purchase Order>Line Item Table
BC	Site - See Default Site (above)	Purchase Order>Line Item Table
BD	Quantity -	Purchase Order>Line Item Table
BE	UOM - Unit of Measure (Purchasing)	Purchase Order>Line Item Table
BF	Discount -	Purchase Order>Line Item Table
BG	Unit Price -	Purchase Order>Line Item Table
BI	Tax Code - See Tax Code (above)	Purchase Order>Line Item Table
BJ	Tax Rate -	Purchase Order>Line Item Table
BK	Sub Total -	Purchase Order>Line Item Table
BL	Tax Amount -	Purchase Order>Line Item Table
BM	Total -	Purchase Order>Line Item Table

{% hint style="warning" %} **Import a single transaction and check** it's correct. If you encounter any issues, work with the error message, or send full details including the **SOAXXXXXX** and the **Import Template** to {% endhint %} ## Importing Transactions with Customer Item Codes Customer Item Codes are substitutes for your original Item Code. So your Sales Orders in your old system will contain Customer Item Codes. {% hint style="warning" %} **August 2023:** **Importing Completed (Historical) Sales Orders** When you export COMPLETED Sales Orders from your old system, make sure you export the column containing your base Item Code as well as the Customer Item code. Keep this export file safe. When you import COMPLETED Sales Order data, add the original Item Code in the Item Code Column. Your COMPLETED Sales Orders in your system will contain your base Item Code. **Reporting** This means you can still report Sales by Line Item by Customer, but the report will show your Item Code instead of the Customer Item Code. In a future release of Salesorder, we'll be addressing this. **Importing OPEN Sales Orders** When you export OPEN Sales Orders from your old system, you can use the Customer Item Code in the Item Code column. {% endhint %} ## 'Upload Transactions' Import Template The 'Upload Transactions' template is located in Setup>Import Data This template can also be used for extraordinary tasks like importing Purchase Orders received from Customers in Excel format and creating the respective Sales Orders in your Sales Order system. {% hint style="info" %} **Using QuickBooks?** See this article '[Migrate from QuickBooks](/live-in-5/must-read-data-migration/migrate-from-quickbooks)'. {% endhint %} This template uploads the following transactions:

Transaction	Notes
Sales Order	Importing new orders? Specifically, orders that have NOT been allocated, picked, or partially shipped. You have two options: Open Order: Leave the 'Status' column (D) blank. As a result, the import will set the Status of the new order to 'OPEN'. Pending Order: Set the 'Status' column (D) to 'PENDING'. As a result, the import will set the Status of the new order to 'PENDING'. Importing historical orders? Specifically, orders that are completed (Shipped and Invoiced). Use this option to bring in Sales Orders whose data will be used for reference or analysis, e.g. forecasting. You have one option: Historical Order: Set the 'Status' column (D) to 'HISTORICAL'. As a result, the import will set the Status of the new order to 'HISTORICAL'.
Sales Invoice	Sales Invoices normally post to the General Ledger. To prevent duplication of accounting transactions you should ALWAYS import Sales Invoices with a Status column (D) to 'HISTORICAL'.
Sales Quote	Sales Quote Status should not be blank and be set to one of the following values: OPEN, ACCEPTED, REJECTED, On Hold, No Response.
Sales Refund	Process these before cut off.
Cash Sale	Process these before cut off.
Customer Credit Note
Purchase Order	Importing new orders? Specifically, orders that have NOT received You have two options: Open Order: Leave the 'Status' column (D) blank. As a result the import will set the Status of the new order to 'OPEN'. Pending Order: Set the 'Status' column (D) to 'PENDING'. As a result the import will set the Status of the new order to 'PENDING'. Importing historical orders? Specifically orders that are completed (Shipped and Invoiced). Use this option to bring in Purchase Orders whose data will be used for reference or analysis, e.g. forecasting. You have one option: Historical Order: Set the 'Status' column (D) to 'HISTORICAL'. As a result the import will set the Status of the imprted order to 'HISTORICAL'.
Purchase Invoice (Bill)	Purchase Invoices (Bills) post to the General Ledger. To prevent duplication of accounting transactions you should ALWAYS import Purchase Invoices with a Status column (D) to 'HISTORICAL'.
Supplier Credit Note
Cash Purchase

### **Imported your ASIC data?** Before migrating any transactions, you must have completed the import of your ASIC data, specifically: **A**ccounts: Your Chart of Accounts. **S**uppliers: Trading partners that supply you with products. **I**tems: Your product catalog**.** **C**ustomers: Trading Partners that buy goods from you. ### Transaction unique identifiers (Ref #s) Decide before you start how you are going to continue any sequences in the new system. Make sure you check transaction unique identifiers, e.g. Invoice number, Order number, etc. Study the list of Document types in the Lists on the Explorer and go to Setup>Configuration to set the values for the Ref# s. See [Ref#](/setup/configuration/ref). ### # Migrate from Quickbooks The Quickbooks Transformer (QT) accelerates evaluation and setup. It automates a highly secure upload of your Quickbooks data. The QT also provides a bridge to import data from 3rd party systems. ### Quickbooks Transformer (QT) - overview The Quickbooks Transformer provides a fast and easy way to securely transfer your Quickbooks Company file (.QBW) to a Salesorder.com system. Third-party tools are available to convert other vendor accounting software databases to Quickbooks Desktop. See below and [I'm not using Quickbooks, what do I do](#im-not-using-quickbooks-what-do-i-do)? {% hint style="info" %} **Secure, read-only data transfer:** The Quickbooks Transformer (QT) **only reads** your Quickbooks Company (.QBW) file and securely transfers it to our [secure servers.](https://salesorder.com/security-2/) {% endhint %} ### Evaluation and Launch modes To speed up your evaluation and subsequent launch *to live* the Quickbooks Transformer has two operating modes. | Mode | Purpose | | ------------------------------ | ---------------------------------------------------------------------------------------------------------------------------------------- | | [Evaluation](#evaluation-mode) | Export up to 24 months of historical data from Quickbooks, create your Salesorder system, and import the data. | | [Admin](#admin) | Update your Salesorder system to coincide with your [Cut-off date](broken://pages/eyol1uFUj7KG4YigULQL#cut-off-time-and-date-task-list). | | | | ### Multiple import scenarios The Quickbooks transformer is designed to create or update a Salesorder system with data from Quickbooks Desktop. As per the diagram below, third-party tools are available to convert other vendor accounting software databases to Quickbooks Desktop. See the FAQ below.

### FAQ

I'm currently using Quickbooks Online edition, what do I do?

You'll need to transfer your data from Quickbooks Online using a tool created and maintained by Intuit (Authors and owners of Quickbooks). Go to [Move your QuickBooks Online data to QuickBooks Desktop](https://quickbooks.intuit.com/learn-support/en-us/import-or-export-data-files/export-and-convert-your-quickbooks-online-data-to-quickbooks/01/186187) and follow the instructions. You'll need a trial of Quickbooks Desktop, you can download the latest version here: [Download a trial of QuickBooks Desktop](https://quickbooks.intuit.com/learn-support/en-us/help-article/new-subscriptions/download-trial-quickbooks-desktop-enterprise/L04IY8YVk_US_en_US) These instructions are for the USA version of Quickbooks.

I'm not using Quickbooks, what do I do?

There are numerous 3rd party tools to transfer data from popular accounting systems to Quickbooks. Dancing Numbers provides conversion tools and services. We checked them out. They have 40K+ customers. See:

### Quickbooks Transformer QT - what data does it transfer {% hint style="info" %} Depending upon the size of your Quickbooks Company File (.QBW), the transfer of data from your Quickbooks system to Salesorder can take between five and sixty minutes. {% endhint %} #### 'Static' Data The QuickBooks Transformer can extract and move your ASIC data to Salesorder. ASIC data is: * **A**ccounts: Your Chart of Accounts. * **S**uppliers: Trading partners who you buy goods and services from. * **I**tems: Your SKUs and other types of QuickBooks Items. * **C**ustomers: Trading partners who you sell goods to. #### 'Transaction' Data The Quickbooks Transformer imports the following transactions: * Sales Orders * Sales Invoices * Customer Payments * Sales Credit Notes * Cash Sales (Sales Receipts) * Sales Refunds * Purchase Orders * Bills (Purchase Invoices) * Supplier Payments * Cash Purchases * Supplier Credit Notes (Debit Notes) The Quickbooks transformer does not export/import Sales Quotes. You'll need to use the 'Upload Transactions' import template to do this. ### All transaction data is imported with a status of 'Historical' All transaction data from your Quickbooks system is imported with a Status of 'Historical'. This means: * All Imported Transactions are **READ** only. * Transactions imported from the Quickbooks General Ledger are not posted to the Salesorder General Ledger. See the explanation below. ### Historical accounting transactions do not post to the Salesorder General Ledger. Protecting the integrity of accounting data is critical to ongoing operations. Therefore we do not duplicate transactions in your old system in your new system. We use the migration control account method - See [Launch T -3](broken://pages/eyol1uFUj7KG4YigULQL#launch-t-3) for an explanation. Every historical posting transaction from Quickbooks is imported with a status of ‘Historical’. This is a special status, used by the Quickbooks Transformer. It means the document cannot ever be edited (changed) by users. {% hint style="warning" %} **Imported posting transactions are not stored in the Salesorder General Ledger.** The balances and the item details on imported posting transactions are available for reporting and analysis. The Accounting reports don’t include transactions with a status of ‘Historical’. Whilst imported posting transactions are not in the Salesorder General Ledger, they are included in all of the other relevant reports such as 'Sales' and 'Purchasing' reports Salesorder>Reports>Sales and >Purchasing. {% endhint %} Historical transactions appear on the Transactions tab of your Customer and Supplier Masters. As I said, they are there for reference and forecasting purposes. ### What happens to the Quickbooks transaction IDs? e.g. Sales Order \# Transactions in your Quickbooks system have original IDs. The Quickbooks Transformer records these in Salesorder on the 'Origin' tab as follows on the respective transaction. **Origin Tab fields** | Field | Value | | --------------------- | ------------------------------------- | | Source | e.g. Quickbooks import | | Imported on | The date the transaction was imported | | External Cart Mapping | Status and ID e.g. Fulfilled:4692 | | Payment Method | Used on Shopping Carts | ### Key field mapping To preserve referential data and support tracking and reporting, the Quickbooks Transformer manipulates the exported data as follows: #### Sales Order | Quickbooks (Source) | Salesorder | | ------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | S.O. NO. |

Quickbooks allows Sales Order number duplication. To work around this the QT imports the S.O. NO. to the 'External Cart Mapping' field on the newly created Sales Order 'Origin' tab.

For tracking purposes, we prefix this value with the Document status, e.g. Open:4692.

| | P.O. NO. | Customer Ref | | REP | Owner | | | | #### Sales Invoice | Quickbooks (Source) | Salesorder | | ------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | Invoice # |

Quickbooks allows Sales Invoice number duplication. To work around this the QT imports the Invoice # to the 'External Cart Mapping' field on the newly created Sales Invoice 'Origin' tab.

For tracking purposes, we prefix this value with the Document status, e.g. Paid:4692

| | P.O. NO. | Customer Ref | | REP | Owner | | | | #### Purchase Order | Quickbooks (Source) | Salesorder | | ------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | P.O. NO. |

Quickbooks allows Purchase Order number duplication. To work around this the QT imports the P.O. NO. to the 'External Cart Mapping' field on the newly created Sales Invoice 'Origin' tab.

For tracking purposes, we prefix this value with the Document status, e.g. OPEN:4692

| | | | #### Bill (Purchase Invoice) | Quickbooks (Source) | Salesorder | | ------------------- | ------------ | | REF. NO. | Supplier Ref | | | | ### Transaction ID transformation to Ref # When Transactions are imported into Salesorder they are automatically assigned a Ref #. {% hint style="info" %} Prior to using the Quickbooks Transformer, you can set the format and sequencing of the resulting transaction Ref #s. See [Ref #](/setup/configuration/ref). {% endhint %} ### How to cross-reference Quickbooks transaction IDs with Ref \# On the respective Document *transaction* List in Salesorder go to the Advanced Search tab. Locate the 'Origin' section. Each field in this section has a corresponding column on the 'Extra Columns' tab. To display the results turn on the 'extra columns' you need e.g External Cart Mapping' Set the 'Source' to 'Any'. **To locate a single transaction:** Enter the Quickbooks transaction ID preceded by an asterisk (\*), i.e. \*4692. **To locate a range of transactions:** \*46\* **To locate a range of transactions in a period or on a specific date:** Set the 'Imported on' date range *and the transaction ID range as above.* ### Default account settings in Salesorder are not set by the Quickbooks Transformer Salesorder has an Accounts Configuration page at: Setup>Configuration>Accounts The values in this table are not set by the Quickbooks Transformer. You must set these manually as in the table below. If you don't have the accounts on the right, choose an appropriate GL account from your Chart of Accounts. See [Accounts ⛭](/setup/configuration/accounts) for explanations of each setting. | Account | Default Setting | | --------------------------------------- | ---------------------- | | Tax Liability | Tax Liability | | Inventory Asset | Stock Asset | | Cost of Goods Sold | Cost of Goods Sold | | Income | Sales | | Expense | General Expense | | Discount | Sales Discount | | Mark up | Sales Mark ups | | Bank Charge | Bank Charges | | Bank Interest | Interest from Deposits | | Stock Adjustment | Stock Write Off | | Pending Item Receipts | Pending Item Receipts | | Currency Gainst/Losses | Currency Gainst/Losses | |

Customer Payment

Discounts

| Sales Discounts | |

Supplier Payment

Discounts

| Sales Discounts | |

Customer Payment

Charges

| Sales Discounts | |

Supplier Payment

Charges

| Sales Discounts | | | | ## Using the Quickbooks Transformer {% hint style="warning" %} The Quickbooks Transformer only runs on Microsoft Windows. It can only transfer data from the Quickbooks Desktop version. {% endhint %} ### Data security hurdles Sadly we exist in a time of Windows security challenges. The transfer of your data from your systems to ours uses up-to-date security methods. Because of the mission-critical nature of our solution, we enclose our systems with multi-layer and monitored security. Your data is completely secure. ### Evaluation mode The purpose of the evaluation mode is to populate your Salesorder system with familiar data you can review and use to try out your workflows and become familiar #### 1. Download and open Download the Quickbooks Transformer click here: {% embed url="" %} Quickbooks Transformer Download Location. {% endembed %} Open the file 'quickbookssotransformer.msi'. Make sure you have your Quickbooks Company open. {% hint style="warning" %} **Security messages from Anti-virus apps.** If you are running a Windows security application like a virus scanner i.e. McAfee, Norton, AVG, etc you may get a window asking you "Are you sure you want to run this script?" or something similar, just go ahead and let the installation complete. **This is normal behavior for an application that exports data.** If you're concerned or struggling with understanding the questions asked by your security software, send us an email with screenshots to . {% endhint %} #### 2. Credentials Enter your details into this form: {% hint style="info" %} The **Email** and **Password** you enter are the login credentials for your Salesorder system. {% endhint %} Make sure you check the Include Transactions radio button.

When you've entered all of your details, click 'Create my system'. {% hint style="info" %} If you get a message "Make sure Quickbooks is running". Reboot your PC. Because of the complexity and variance of Windows and Quickbooks versions, we've occasionally seen a problem encountered by the Quickbooks Transformer detecting Quickbooks is open. If the problem persists, send an email to with a description and screenshots. {% endhint %} #### 3. Quickbooks security challenges Your Quickbooks software has a security feature to prevent unwanted access to its data. When you run the Quickbooks Transformer, Quickbooks will display:

You need to grant permission to Quickbooks for the Quickbooks Transformer. Click 'Yes'. Check either of these boxes on this window.

Click 'Continue'. The Quickbooks Transformer will continue the upload process. #### 4. Upload completed and login to Salesorder When the Quickbooks Transformer has completed the data transfer, our systems will send you this email from: . Subject: Your system is ready, here's how to get started

Your Salesorder system credentials by email

{% hint style="info" %} This email can take up to ten minutes to arrive. If you don't receive this email, check your Spam and Junk folder. If it's not there send us an email @ . {% endhint %} #### 5. Close and exit Close the Quickbooks Transformer window. ### Admin The purpose of Admin mode is to export data from your Quickbooks company file and update your Salesorder system. Use Admin mode in conjunction with [T -5 Step 1.](broken://pages/eyol1uFUj7KG4YigULQL#launch-t-5) The Quickbooks Transformer will refresh your data allowing you to work through the Launch sequence. #### 1. Prepare for the update *to commence the Launch sequence.* {% hint style="warning" %} Before you proceed with this step, make sure you have completed the [Cut-off time and date task list.](broken://pages/eyol1uFUj7KG4YigULQL#cut-off-time-and-date-task-list) {% endhint %} Make sure Quickbooks is open. #### 2. Locate the Quickbooks to Salesorder desktop shortcut When you installed the Quickbooks Transformer it added a shortcut to your Windows Desktop. Locate this shortcut:

Quickbooks to Salesorder.com *Desktop Shortcut*

Click this shortcut. #### 3. Admin mode settings Set the controls indicated by the arrows to display this screen.

Quickbooks Transformer Admin update instance mode.

Enter the following details: * **SOA** - your Salesorder Account Number. * **Admin Username** - your Master Administrator username. * **Admin Password** - your Master Administrator user password. #### 4. Update Click 'Create my system'. The update process will now run. When complete the Quickbooks Transformer will display a message: "Your salesorder.com system has been updated. Go to [this link to login to your Salesorder system. ](https://login.salesorder.com/salesorder/pages/login.aspx) #### 5. Continue with the Launch sequence. Go back to [Launch T -5](broken://pages/eyol1uFUj7KG4YigULQL#launch-t-5) and proceed with Step 2 # How to categorize Quickbooks 'Open' Purchase Orders Use this guide in conjunction with Evaluation to Launch workbook. ### Key Tasks There are three interrelated tasks here: **Cross-reference open Item Receipts and Bills**, and their balances specifically corresponding to ‘Open’ Purchase orders. As a result, you’ll know the origins and values of balances you migrate from QuickBooks to your new system. You’ll need this information for the Journal you’ll create to set balances related to each Supplier on the Liability (Accounts Payable, Pending Item Receipts) GL accounts. **Cross-reference Item quantities partially received** to their original Purchase Orders. You’ll need these quantities to calculate the number of remaining Items still to be received on the new Purchase Orders you will create when you import the corresponding data into your new system. When the commensurate stock arrives, you’ll both receive it and complete the Item Receipt or Bill process in your new system. You’ll need to refer to the original Purchase Order in Quickbooks to see what was originally purchased. **Create the appropriate data for import** of ‘Open’ Purchase Orders via the ‘Upload Transactions’ template. ### Identify ‘Open’ Purchase Orders Go to: Quickbooks>Reports>Purchases>Open Purchase Orders Detail Make sure you set the 'Dates' on this report to 'All'. The report lists Item(s) by Purchase Order(s) by Customer(s). Only 'Open' Purchased Orders appear in this report. Export the report to an Excel worksheet. This will be your 'Open Purchase Order migration tracking sheet'. It's a good idea to name it as such with a date and time. Open the Excel worksheet. Notice the columns Item, corresponding Purchase Order 'Num', Qty, Invoiced, and Open Balance. Now work through the list of 'Open' Purchase Orders and categorize each one. #### **Not Received** 1. If you have Excel skills, you can sort the sheet by Purchase Order 'Num'. This will group all of your Items by Purchase Order 'Num'. This will make the following exercise easier, and you're preparing your Purchase Order data for import into Salesorder.com. 2. In the 'Qty' column, you see the total number of Items ordered per Purchase Order together with the corresponding 'Num'. If the Invoiced column contains '0', the Items on the corresponding Purchase, the Item Qty on this Purchase Order has not been Received. 3. Check the balances on the Amount and Open Balance columns are identical. If they are not, this means no stock has not been physically received but an upfront or pre-payment has been made equal to the Amount minus the value of the Open Balance. 4. Make a note of the related Purchase Order ‘num’, together with the balance paid *upfront.* Remember we are specifically looking for *stock* Not Received here, so move on to the next step. 5. Check the rest of the Items on this Order, if all of the 'Qty' values are '0'. One more check, before you 6. Record this Purchase Order in the 'Not Received' category. 7. Focus on collating all of your Purchase Orders that are 'Not Received'. Group them together in the sheet. These will be imported as 'Open Purchase Orders, not received. ### ‘Open’ Purchase Orders with Item Receipts or Bills or both? If previously in Quickbooks you've been using Item Receipts, it's wise to read, *How* '[Item Receipts in Quickbooks and Salesorder work differently](https://helpwith.salesorder.com/purchasing/item-receipts)'. If you think through all the possible combinations of Purchase Orders, Item Receipts, and Bills you'll come up with a list like this. * **‘Billed but not received’** - Bill entered stock not received. * **'Not Received -** no Items have been received on this Purchase Order. * '**Partially Received** - Entire Bill has been received. * '**Partially Received - no Bill**' Some Items received but no Bill. * **‘Partially Received, Partially Billed’** - Received has been Billed. ### **Cross-reference open Item Receipts and Bills** All Bills and Item Receipts result in a Debit and Credit on the balance sheet. Because in Launch T -3 you’re only going to be migrating balances not the actual open Item Receipts and Bills from Quickbooks to your new system, to head off confusion in the future you need to record notes about each balance’s origin. I’m stressing this because in Quickbooks the Item Receipt and the Bills both post to the Accounts Payable. When the Supplier balances are transferred, you need to know how to apportion the balance between Accounts Payable and Pending Item Receipts in your new system. In Launch T -3 tasks you’ll need to keep a Working Paper (your CPA should know what this is). Start your working paper now with notes about the origin and values of balances on Item Receipts and Bills related to ‘Open’ Purchase Orders. For example, Bill from PO ‘Num’ = $2,000, or Item Receipt from PO ‘Num’ = $2,000. Make sure you record the dates as well! You’ll need it for your Aging Creditors position. To identify your ‘Open’ Item Receipts and ‘Open Bills go to: Quickbooks>Reports>Vendors & Payables>Unpaid Bills Detail Export this report to Excel. Name it 'Item Receipt and Bill tracking' with a date and time. #### Now find (and record) the cross-references between Purchase Orders and Item Receipts. Item receipts in Quickbooks are not automatically recorded with a 'Num'. When you drill down in the Quickbooks 'Unpaid Bills Detail report' on the Item Receipt using (Z), the Item Receipt will be displayed. In the bottom left-hand corner of the Item Receipt, you will see a button 'Show PO'. Click on this button to display the corresponding Quickbooks 'Num' of the Purchase Order. You'll need to record this cross-reference in your worksheet to link the Item Receipt to the corresponding Purchase Order in your new system. Add an additional column to your worksheet (PO#) and record the PO number. **Cross-reference Item quantities partially received** You need to analyze, which Items and what Quantity remain not received on which Purchase Order. Go back to your 'Open Purchase Order migration tracking’ sheet. You originally got this from, Quickbooks>Reports>Purchases>Open Purchase Orders Detail. Make sure you set the 'Dates' on this report to 'All'. #### **Partially received** The remaining Purchase Orders are 'Partially Received'. Your next task is to rationalize the remaining Items on Purchase Orders that have not been Received. The Supplier for each order may have sent you the entire or a partial Bill for the stock. You may have received the stock on these partially received orders using an Item Receipt or a Bill. Before you do this next step, I'll explain the strategy. You need a complete record of the original partially received Purchase Order in your new system. This will include what is still to be received and what has been received. The quickest and safest way to do this in QuickBooks, print a copy of the Partially Received Order. Using the[ Attachments](https://helpwith.salesorder.com/organizer/attachments-and-linking) action you'll link or attach this PDF to the imported Partial Purchase Order. The data in rows for the Partially Received Purchase Orders need to be edited in your 'Open Purchase Order migration tracking’ sheet. 1. Copy and paste all of the Partially Invoiced Purchase Order data to another sheet in your worksheet. It's critical you have a record of the original export and the categorization of each Purchase Order. Name this sheet ' Partially Received Purchase Orders'. 2. Your objective is to import the residual data including any notes, dates, etc into your new system as a new Purchase Order with the same 'Num' or[ Ref#](https://helpwith.salesorder.com/miscellaneous/reference-numbers-ref) (Salesorder Transaction ID). 3. The original report exported the 'Qty' and 'Recv’d' values. Subtract the Received values from the 'Qty' and change the 'Qty' to the result. This will be the Qty by Line Item on the new Purchase Order in Salesorder.com. 4. When you've completed this for every Partially Received Purchase Order, you will have a new group of 'Open' Purchase Orders to import into your new system. 5. When you import these Purchase Orders into your new system, check they are correct and then upload the attachments onto each corresponding Purchase Order. One more thing, when you import a Purchase Order with a 'Num' from Quickbooks into your Salesorder system using the 'Upload Transactions' template, the Num will appear on the 'Origin' tab in the 'External Cart Mapping' field. If you have any questions, mail . We are here to help! For the next task you’ll have in your working paper the following data the **cross-references for open Item Receipts and Bills**, and their balances specifically corresponding to ‘Open’ Purchase orders. # Step 5: Launch Sequence Your complete, step-by-step guide to launching your system and going Live. {% hint style="warning" %} Before beginning your Launch Sequence you MUST complete steps 1 to 4 of [LIve in 5](https://learn.salesorder.com/course/live-in-5). {% endhint %} ## Launch sequence Follow these stages in **strict** order.

Order	Stage	Task
1	Launch T -6	System Settings.
2	Launch T -5	Baseline preparation.
3	Launch T -4	'Open' Transactions.
4	Launch T -3	Trial balance.
5	Launch T -2	Set Stock levels.
6	Launch T -1	User testing, Dry run
7	Launch

### Preparation for User testing in Launch T -1 When you work through this entire workbook you should keep a list of last-minute things to check before you go live. These can be divided into three categories: #### People What needs doing, and who is doing it, when are they going to do it, do they understand the task? This includes any third-party suppliers, such as your 3PL, Shipping vendors, CPA, etc. You should also have engaged your customers, for example, you may want them to use the TAP. See the TAP end user guide. If your customers are sending you orders via EDI, make sure they are ready to roll. If you have many users, set up a Help desk, or central point of contact. Log the requests, make sure everyone knows the process, and ALL requests get answered and concluded. #### Processes No doubt some of the processes everyone is used to have changed. For example, your workflows. Make sure these are documented, or you've created videos. Use the [Loom tool](https://www.loom.com/), it's really easy. Keep an online library of videos, showing the workflow. It's really easy and will save you hours of training newbies. #### System(s) Make a checklist of settings that need to be 'turned on' just prior to live, for example, payments, EDI, etc. # T -6: System Settings Settings you need to configure before you commence the Launch sequence. ### Access to all Settings The majority of Settings can be accessed at: Setup>Configuration> Only Master Administrators can access Setup. {% hint style="info" %} You can access the respective 'Configure' *settings* on every Trading Partner (Worker, Customer, Supplier) Master, and every Document, i.e. Sales Order. {% endhint %} ### Setting Notes 1. If you're using the Quickbooks Transformer this data will be imported for you. However, you should **check the details are complete and correct**. 2. It logically fits here, but you can do this at any time. ### Classifications (a.k.a. Classes) Relevant Import templates (Setup>Import Data>*template)* have Classification Columns. You can import Classifications, or add them manually at any time. See [Classifications](/reports/classifications) and [Classifications ⛭](/setup/configuration/classifications). ### Settings in order of priority You must configure these settings in the order they are presented here. To help you keep track, [here's a helpful downloadable checklist. ](https://docs.google.com/document/d/1ksvXx6rU0KjIvHIqCV6MIoc-XiKSckQSB25Uq5J5fgo/edit?usp=sharing) {% hint style="warning" %} **Quickbooks Transformer users:** When you run the Transformer some settings will be updated. These are marked ' QT⇯ ', however, you should check these presets meet your requirements. {% endhint %} ### 1. Accounting

Order	Setting	Config and overview
1.1	Company	Company ⛭ QT⇯ Company settings video.
1.2	Currencies	Currencies. QT⇯ Currencies settings video.
1.3	Bank Account(s)	Banking
1.4	Chart of Accounts	Accounts ⛭ QT⇯ The 'A' in ASIC. Chart of Accounts settings video.
1.5	Nominal Codes	Optional. Nominal Codes Nominal Codes settings video.
1.6	Accounting Periods	Accounting Periods ⛭
1.7	1099 Categories	1099 Categories ⛭ QT⇯ 1099 settings video.
1.8	Sales Tax or VAT or GST	Sales Tax. or VAT ⛭. QT⇯ Sales Tax settings video.
1.9	Payment Terms	Payment Terms. QT⇯ Payment Terms settings video.
1.10	Credit Control	Credit Controls. Credit Controls settings video.

### 2. Purchasing Setup>Configuration>Purchasing contains a list of access points to the configuration of Suppliers and Purchasing related documents (Entities). {% hint style="warning" %} Make sure you include settings from the previous sections, e.g. Payment Terms on your 'import suppliers' template. If you have imported your data using the Quickbooks Transformer, check the settings are correct in your system. If they are not use the import template to update. {% endhint %}

Read me: Set unique IDs for Trading partners and Documents

Read [Ref # ⛭](/setup/configuration/ref) Each entity needs a unique ID. Unique IDs in Salesorder.com are Ref #s. Before you commence your Launch sequence, you should decide and implement your Ref # policy for entities. You can set the Ref # policy now on every entity from the Setup>Configuration page. Setting your Ref # policy is optional. If you need assistance email .

Read me: Set default on screen and printed templates on Documents.

As you work through the Document settings, please check the Default Template in the Configure screen is set so the Document view you see on the screen and on the printed Document is what you need. On every Document in the top right-hand corner, you'll see the 'Template' field. This will show the default Document template in use as configured.

Order	Setting	Config and overview
2.1	Suppliers	Suppliers ⛭ and Suppliers QT⇯ The 'S' in ASIC. Supplier settings video.
2.2	Purchase Orders	Purchase Order ⛭ and Purchase Orders. QT⇯ Purchase Order settings video. See also Document Templates ⛭ and watch the video 'Configure Document and screen/print views'.
2.3	Item Receipts	Item Receipt ⛭ and Item Receipts. Item Receipt settings video. See also Document Templates ⛭ and watch the video 'Configure Document and screen/print views'.
2.4	Bills (Purchase Invoices)	Bills ⛭ and Bills. QT⇯ See also Document Templates ⛭ and watch the video 'Configure Document and screen/print views'.
2.5	Contacts for Suppliers	Contacts This includes Shipping and Supplier Payment addresses.

### 3. Products

My Items have Categories e.g. Brands and Attributes e.g Colors, dimensions, etc. How do I handle these?

For the purposes of granular specification, searching, and reporting you can assign Categories and Attributes to Items. You can import or manually add these at any time. See [Categories and Attributes](broken://pages/27C3KA26mjX1vZxbtb7m#_5jndbwn0spmg). Questions? Get help from

Order	Setting	Config and overview
3.1	Items	Items QT⇯ Using the WMS? Watch 'WMS enabled: Explorer and SKU master is different'. The 'I' in ASIC.
3.2	Kits	Kit ⛭ and Kits. Assemblies and Kits settings video. Using the WMS? See Kit s and Assemblies.
3.3	Assemblies	Assemblies QT⇯ Assemblies and Kits settings video. Using the WMS? See Kit s and Assemblies.
3.4	Advanced Price Lists	Advanced Price Lists. QT⇯ Advanced Price Lists video.
3.5	Preferred Suppliers	Preferred Suppliers. QT⇯ Preferred Suppliers settings video.

### 4. Sales Setup>Configuration>Sales contain a list of access points to the configuration of Customers and Sales related documents (Entities). {% hint style="info" %} Make sure you include settings from the previous sections, e.g. Payment Terms on your 'import customers' template. If you have imported your data using the Quickbooks Transformer, check the settings are correct in your system. If they are not use the import template to update. {% endhint %}

Read me: Unique IDs for Trading partners and Documents

Read me: Default on screen and printed templates on Documents.

Order	Setting	Config and overview
4.1	Leads	Optional. Lead ⛭ and Leads.
4.2	Customers	Customer ⛭ and Customers QT⇯ This is the 'C' in ASIC. Customers settings video.
4.3	Sales Orders	Sales Order ⛭ and Sales Orders. QT⇯ Sales Order settings video. See also Document Templates ⛭ and watch the video 'Configure Document and screen/print views'.
4.4	Sales Invoices	Sales Invoice ⛭ and Sales Invoices. QT⇯ See also Document Templates ⛭ and watch the video 'Configure Document and screen/print views'.
4.5	Shipments	Shipment ⛭ and Shipments.
4.6	Pick List	Pick List ⛭. See also Document Templates ⛭ and watch the video 'Configure Document and screen/print views'.
4.7	RMA	RMA ⛭ and RMAs. See also Document Templates ⛭ and watch the video 'Configure Document and screen/print views'. Using WMS? See RMAs (WMS).
4.8	Shipping Carriers	Shipping Carriers ⛭. Using the WMS? See Easypost. Need LTL? Tell us support@salesorder.com
4.9	Contacts for Customers	Contacts QT⇯ This includes Shipping and Billing addresses.

### 5. Warehouse Management System

Order	Setting	Config and overview
5.1	WMS	Optional. WMS Setup.

Order

Setting

Config and overview

5.1

WMS

Optional.

WMS Setup.

### 6. Workers and Roles

Order	Setting	Config and overview
6.1	Workers	Workers and Users Workers settings video.
6.2	Roles	Roles Roles settings video.

Order

Setting

Config and overview

6.1

Workers

Workers and Users

Workers settings video.

6.2

Roles

Roles settings video.

### 7. Email You can connect all of your email accounts to Salesorder.com. This enables you to: * Send, receive, and view by Supplier and Customer email interactions by email account. * Send Documents by configured or selected email addresses.

Order	Setting	Config and overview
7.1	Email	Email ⛭ and Email. Email settings video.
7.2	Email templates	Email Templates. Email Templates settings video.

Order

Setting

Config and overview

7.1

Email ⛭ and Email.

Email settings video.

7.2

Email templates

Email Templates.

Email Templates settings video.

### 8. Shipping

Order	Setting	Config and overview
8.1	Shipstation (no WMS)	Shipstation ⛭ Shipstation settings video - This video shows a previous version of Salesorder. The video will be updated soon.
8.2	Easypost (WMS)	Easypost ⛭ (WMS users only). Easypost settings video.

Order

Setting

Config and overview

8.1

Shipstation (no WMS)

Shipstation ⛭

Shipstation settings video - This video shows a previous version of Salesorder. The video will be updated soon.

8.2

Easypost (WMS)

Easypost ⛭ (WMS users only).

Easypost settings video.

### 9. Trade Acceleration Portal (TAP)

Order	Setting	Config and overview
9.1	TAP	TAP.
9.2	TAP Barcode Order Capture	Configure barcode order entry.

### 10. Digital Card and ACH Payments We offer the lowest payment fees.

Order	Setting	Config and overview
10.1	Basys Payments (Preferred)	Coming April 2023
10.2	Authorize.net	Authorize.net

### 11. EDI We offer the lowest cost EDI Automation to trading partner(s) connectivity.

Order	Setting	Config and overview
11.1	Zenbridge EDI hub	Coming April 2023
11.2	Working with SPS, True Commerce, Commerce Hub etc?	EDI Contact support@salesorder.com

Order

Setting

Config and overview

11.1

Zenbridge EDI hub

Coming April 2023

11.2

Working with SPS, True Commerce, Commerce Hub etc?

EDI

Contact support@salesorder.com

### 12. Inventory Forecasting We offer the daily forecasting of inventory forecasting as well as inventory performance reporting.

Order	Setting	Config and overview
12.1	Inventoro	Contact support@salesorder.com

### 13. Power BI (by Microsoft) Business Intelligence We offer the #1 business intelligence tool. On demand data visualization to see your data in dashboards, any way you want. Eliminate Excel tasks and wasted effort updating spreadsheets.

Order	Setting	Config and overview
13.1	Microsoft Power BI	Contact support@salesorder.com

### 14. Queue Automation We can automate repetitive tasks in your daily workflows, saving you time and effort and helping you do more faster and at lower costs.

Order	Setting	Config and overview
14.1	Autopilot	Contact support@salesorder.com

### 15. 3rd party warehouse (3PL) We can connect your 3PL to Salesorder

Order	Setting	Config and overview
15.1	3PL	3PL

### 16. B2C Shopping carts We can connect with, Shopify, Woocommerce, and Big Commerce.

Order	Setting	Config and overview
16.1	Shopify	Shopify: Connect cart
16.2	Woocommerce	Contact support@salesorder.com
16.3	BigCommerce	BigCommerce (in Salesorder Academy). BigCommerce: connect cart

# T -5: Baseline preparation Baseline your new system and set a cut-off date for your old system. ### Cut-off time and date task list {% hint style="warning" %} **IMPORTANT:** **Do this step before proceeding to Launch T -4** In preparation for the Cut-Off date and time, make sure in your old accounting system, i.e. Quickbooks, you complete the following in the order they are presented here: **For Sales:** 1. Complete the onboarding of any new Customers. 2. Create and send all Invoices and Credit Notes to the respective Customers. 3. Ship all Sales Orders that have been invoiced. 4. Import all Sales Orders from shopping carts see: [⚠ Live Shopping Carts](/shopping-carts-b2c/live-shopping-carts). 5. If you're using EDI Automation**\*** You should notify your customer about the temporary pause in service. **\***Your system is 'connected' to your customer's *trading partner* system via a private network or gateway for the purposes of EDI. **For Purchasing:** 1. Complete the onboarding of any new Suppliers. 2. Enter all Bills (Purchase Invoices). 3. Enter all Supplier Debit Notes. 4. If you've received stock prior to the Cut off time, receive all these Items using an Item Receipt or Bill. **For Inventory:** 1. Do a full inventory (stock) count. **For Currencies:** 1. Do your Currency Adjustments and post gains and losses **Banking:** 1. Reconcile your Bank Accounts {% endhint %}

#	From Quickbooks	From another system
1	Reset your system: Clear out ALL transactions. Chart of Accounts structure, Customer, Item, and Supplier masters, etc need to be preserved. All 'Settings', are preserved by default.	Reset your system: Clear out ALL transactions. Chart of Accounts structure, Customer, Item, and Supplier masters, etc need to be preserved. All 'Settings', are preserved by default.
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2	Set your Accounts Configuration. See Default Accounts Settings.	Set your default Accounts. See Accounts ⛭.
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3	QuickBooks transformer: Import QB Company file to coincide with the ‘Cut-off’ date and time. See Quickbooks Transformer - Admin mode. This will set all imported transactions to ‘Read Only’ with a Status = Historical. See All transaction data is imported with a status of 'Historical'.	Import templates: Import ASIC data to coincide with ‘Cut-off' date and time. CRITICAL Adding transactions to the 'Upload Transactions' import template is a considered task. Please read 'Migrate Transactions' BEFORE you upload any transactions to your system.
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4	Items enrichment: If you have not already done so, decide if you need dimensional data on your Item masters, e.g. Cubic Volume, Weight, Length, Width, Height, etc. Use the Item upload template to update Items imported from QB.
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What do you mean by 'Cut-Off date and time'?

Think of this event as being the time up until which you will use your old system to initiate any new transaction workflows that commence with a new sale, purchase, or expense. You'll probably have Accounts Receivable or Accounts Payable (Debtors or Creditors) transactions in play. These will be completed via the Migration Control Account in your new Salesorder system. See Launch T -5 for guidance. You may also have partially fulfilled Sales Orders or partially received Purchase Orders. See [Launch T -4](#launch-t-4) for how to deal with these. The 'Cut-off date and time' also specifies the boundary up until which the historical and **completed** transactions exported from your system are before.

How do I reset my Salesorder system?

Resetting your system is a considered decision. A system reset unrecoverably deletes data from your system. Before you reset your system, you'll be asked to decide what data you want the reset action to delete. Please contact for instructions.

What do you mean by ASIC data?

ASIC is an acronym for: * Accounts - the Chart of Accounts structure. * Suppliers - the Supplier Masters * Items - the Item Masters * Customers - the Customer Masters. The ASIC data is the standing and fundamental data your Salesorder system need to support your core workflows, e.g Order to Cash, Purchase to Inventory, and Payments in and Out.

Where are the Import templates and how do I use them?

See [Import data templates](/setup/import-data-templates).

> **!!!! Build the above tasks into your To-Do list.** # T -4: 'Open' transactions In your old system, you'll have 'Open' Sales Orders and Purchase Orders, and perhaps even Sales Quotes. You need to identify and categorize each transaction type.

#	From Quickbooks	From another system
1	Non-posting open transactions: Analyze and categorize Sales Orders, Purchase Orders, and Sales Quotes.	Non-posting open transactions: Analyze and categorize Sales Orders, Purchase Orders, and Sales Quotes.
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2	Opening non-posting open transactions: You now need to 'restore' the 'Historical Transactions', specifically the Sales Order, Purchase Order transactions you identified and categorized. Follow the 'How do I restore Historical Transactions' instructions below.	Import open non-posting transactions: Determine REF# settings. Populate and check the Import Transactions template. Import and check.
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How much 'historical' data should I migrate?

The easy answer is 24 months\*. In our experience, this is the minimum required for forecasting. You might disagree, it's your call. What you don’t really want to do is fill your new system with too much old data. If it’s not needed, don’t move it. \*by default the Quickbooks Transformer imports 24 months of data. In the above section, I covered some of the challenges of retaining access to data in your old system. If you can affordably keep access then do it until you don’t need it.

How do I categorize my Quickbooks 'Open' Sales Orders?

Objectives: 1. Identify 'Open' Sales Orders, and categorize them as 'Not Invoiced' and 'Partially Invoiced'. 2. Adjust Item 'Qty's on Partially Invoiced Order data to reflect what still needs to be shipped. 3. Add all 'Open' Orders to the 'Upload Transactions' sheet, and upload them into your system. First, you need to identify 'Open' Sales Orders. Go to Quickbooks>Reports>Sales>Open Sales Orders by Item Make sure you set the 'Dates' on this report to 'ALL'. The report lists Item(s) by Sales Order(s) by Customer(s). Only 'Open' Sales Orders appear in this report. You need to categorize your Sales Orders as **'Not Invoiced'** or '**Partially Invoiced**'. Here's how: Export the report to an Excel worksheet. This will be your 'Open Sales Order migration tracking sheet. It's a good idea to name it as such with a date and time. Open the Excel worksheet. Notice the columns Item, corresponding Sales Order 'Num', Qty, and Invoiced. Now work through the list of 'Open' Sales Orders and categorize each one. **Not Invoiced** 1. If you have Excel skills, you can sort the sheet by Sales Order 'Num'. This will group all of your Items by Sales Order 'Num'. This will make the following exercise easier, and you're preparing your Sales Order data for import into Salesorder.com. 2. In the 'Qty' column, you see the total number of Items ordered per Sales Order together with the corresponding 'Num'. If the Invoiced column contains '0', the Items on the corresponding Sales Order, the Item Qty on this Order has not been Invoiced. 3. Check the rest of the Items on this Order, if all of the 'Qty' values are '0'. Record this Sales Order in the 'Not Invoiced' category. 4. Focus on collating all of your Sales Orders that are 'Not Invoiced'. Group them together in the sheet. These will be imported as 'Open Sales Orders, not invoiced. **Partially Invoiced** The remaining Sales Orders are 'Partially Invoiced'. Your next task is to rationalize the remaining Items on Sales Orders that have not been Invoiced. The Customer for each order will have received the 'Partial Invoice'. You will have also shipped the stock on these partial orders. (You saw the warning at the start of this workbook right?). Before you do this next step, I'll explain the strategy. You need a complete record of the original partially shipped Sales Order in your new system. This will include what is still to be fulfilled and what has been fulfilled (invoiced). The quickest and safest way to do this in QuickBooks, print a copy of the Partially Invoiced Order. Using the [Attachments](https://helpwith.salesorder.com/organizer/attachments-and-linking) action you'll link or attach this PDF to the imported Partial Order. The data in rows for the Partially Invoiced Sales Orders need to be edited in your 'Open Sales Order migration tracking sheet.' 1. Copy and paste all of the Partially Invoiced Sales Order data to another sheet in your worksheet. It's critical you have a record of the original export and the categorization of each Sales Order. Name this sheet ' Partially Invoiced Orders'. 2. Your objective is to import the residual data including any notes, dates, etc into your new system as a new Sales Order with the same 'Num' or [Ref#](https://helpwith.salesorder.com/miscellaneous/reference-numbers-ref) (Salesorder Transaction ID). 3. The original report exported the 'Qty' and 'Invoiced' values. Subtract the Invoiced values from the 'Qty' and change the 'Qty' to the result. This will be the Qty by Line Item on the new Sales Order in Salesorder.com. 4. When you've completed this for every Partially Invoiced Sales Order, you will have a new group of 'Open' Sales Orders to import into your new system. 5. When you import these Sales Orders into your new system, check they are correct and then upload the attachments onto each corresponding Sales Order. One more thing, when you import a Sales Order with a 'Num' from Quickbooks into Salesorder.com using the 'Upload Transactions' template, the Num will appear on the 'Origin' tab in the 'External Cart Mapping' field. If you have any questions, mail . We are here to help!

How do I categorize my Quickbooks 'Open' Purchase Orders?

See this article - [How to categorize Quickbooks 'Open' Purchase Orders.](/live-in-5/must-read-data-migration/migrate-from-quickbooks/how-to-categorize-quickbooks-open-purchase-orders)

I've got Purchase Orders for multiple warehouses, what should I do?

**Sites?:** Where are the items on the purchase order going to be received, e.g. which geographical location, or which warehouse? When you import these types of purchase orders they will be set to the default ‘Site’ in Salesorder. There’s a ‘Site’ column on the newly created/imported purchase order. You’ll need to set up Sites if you’re using or not using the warehouse management system (WMS). If you’ve only one physical warehouse or using a 3PL (third-party logistics vendor) then chances are you’ll only need one site. If you’re using multiple sites then go set up them up. Go to ‘[Sites](/products-services/sites)’ in helpwith.salesorder.com. When you’ve done this make sure you fill in the site column on the import spreadsheet. You’ll find this ‘Upload Transactions’ spreadsheet under Setup>Import Data in Salesorder. More about the ‘Upload Transactions’ spreadsheet soon. If the line items on the Purchase Order have been shipped and any payment has been made, then they are FOB (Freight on board). This means they are your stock, but have not yet been received in your physical warehouse. They are ‘in transit’. If you’re using the Salesorder WMS, it’s best practice to set up the Location(s) to track the in-transit stock. You can find full details on how to configure [Locations](/wms-warehouse-management/locations) at helpwith.salesorder.com. Quick tip, you should set the Location to not pickable. If you’re not using the WMS, and you need a second ‘not pickable’ site. Call this ‘In Transit’. Create this and receive the stock there. Your stock will be correct, but because all of your Sales Orders will set the Site column to the default ‘SIte 1’ then you’ll avoid allocating stock from the ‘In Transit’ site. One more thing, before you go live you’ll do a stock count to confirm your stock levels. Make sure you include the ‘In Transit’ stock in the count. Study and use the ‘Upload Transactions’ sheet to get your Purchase Orders into your new system. Any discrepancies in stock levels will most probably be caused by doing a double receive on the Line Items in the Purchase Orders. Do a stock adjustment according to the math.

How do I use the Upload Transactions template?

See [Migrate Transactions](/live-in-5/must-read-data-migration/migrate-transactions).

How do I restore Historical Transactions

This task can only be carried out if you are logged into your Salesorder system as master administrator. 1. Find the Purchase Order or Sales Order Document you want to set to a status of 'Open' (from Historical). 2. Go to Actions>Restore 3. Save the Document. The Document status will be set to 'Open'. See [Key Field Mapping](/live-in-5/must-read-data-migration/migrate-from-quickbooks#key-field-mapping) to check the original reference numbers are correct.

# T -3: Trial balance It's time to set the Accounts receivable and payable balances in your new system. You’ll need to decide on a start date (New System Date a.k.a. NS Date) for accounting for new transactions in the new system. This will be the day after your Cut-off date.

#	From Quickbooks	From another system
1	'Open' posting open transactions preparation: You'll need AR balance by Customer, and AP balance by Supplier. Collate unused AR and AP credit.	'Open' posting open transactions preparation: You'll need AR balance by Customer, and AP balance by Supplier. Collate unused AR and AP credit.
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2	Setup Migration Control account: Create a General Journal and transfer the Trial balance.	Setup Migration Control account: Create a General Journal and transfer the Trial balance.
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Read this balance migration process overview

**Customer Balances (Accounts Receivable)** The transactions that make up the balances in your old system are safely stored and recorded. So why would you move them? Transfer the AR balance (as per the Trial Balance) from the old system to the Migration Control Account (MCA) to set the opening balance. Make a memo note ‘ Old system balances - this account will be cleared at a later stage’. The overall objective is to zero the old system balance recorded in the MCA. To do this use a journal to debit the Customer account with their opening debit balance and credit the MCA. Creating a Journal with the balance is significantly less effort and less prone to error and confusion than moving Invoices and Credit Notes. When the journal is completed the AR balance for each Customer will be automatically reflected on the Customer master. When the customer makes a payment for an Invoice in the old system, you use a journal to debit the bank and credit the customer's AR balance. To make it efficient and easy to record multiple journals there is an ‘Upload Journals’ sheet in Setup>Import Data. **Supplier Balances (Accounts Payable)** It’s just the inverse of the Customer balances method. See the Migration Control diagram below for an example.

How do I report my Customer AR balance detail in Quickbooks?

You need to report 'Open' Invoices and Credit Memos. Go to Quickbooks>Reports>Customers & Receivables>Customer Balance Detail Make sure you set 'Dates' to 'All'. Click 'Customize' and enable the following columns: ‘Paid’, ‘Open Balance’. Disable ‘Class’ and ‘Balance’. The report will list all of the ‘Open’ AR transactions by Customer with their individual ‘Paid’ status and Open Balance. Notice unapplied Credit memos appear as ‘Unpaid’ and with a negatively signed balance. You need to add the ‘Open’ balances of AR transactions to a General Journal.

How do I report my Supplier AP balance sheet detail in Quickbooks?

You need to report 'Open' Item Receipts, Bills, and Debit Memos. Go to Quickbooks>Reports>Vendors & Payables>Customer Balance Detail Make sure you set 'Dates' to 'All'. Click 'Customize' and enable the following columns: ‘Paid’, ‘Open Balance’. Disable ‘Class’ and ‘Balance’. The report will list all of the ‘Open’ AP transactions by Customer with their individual ‘Paid’ status and Open Balance. Notice unapplied Debit memos appear as ‘Unpaid’ and with a negatively signed balance. You need to add the ‘Open’ balances of AP transactions to a General Journal.

How and where do I set up the Migration Control Account?

You’ll need to set up a Migration Control Account as a Current Liability account in the general ledger of your new system. A successful accounting data migration relies upon detail. So you should separate and organize your migration control accounts like below. If you're using nominal codes we suggest the following: * 99990 Migration Accounts Payable * 99991 Migration Pending Item Receipts * 99992 Migration Accounts Receivable * 9999X Migration XX etc.

{% hint style="warning" %} **Accounts Payable, Pending Item Receipts GL Accounts?** - remember, the balances for Item Receipts go into the Pending Item Receipts account. Quickbooks puts both the Bills and Debit notes, AND the Item Receipt balances in the Accounts Payable account. So please don't forget to split the former from the latter. {% endhint %}

What does the Migration Control Account do?

You can create the migration control account as a current liability account. The Migration control accounts will be used to record the relevant debits and credits from their corresponding transactions in the new system. For example, a customer balance debited in the new system accounts receivable would have a corresponding credit recorded in the migration accounts receivable account. Do you see where I am going with this? If you’re a non-accounting person reading this, then you're recording how much your customer owes as a balance in the new system. And to adhere to the double entry accounting principle, every debit has to match with a corresponding credit. This means you have to put the credit somewhere. In this case the migration control account. Make sense? The migration control account keeps a record of the balances from your old system at the time of the migration. The objective is to get the aggregated balance of the migration account to zero. The notional ‘opening balances’ in your new system are recorded using a general journal. I strongly suggest you record in the general journal and in the working paper what this balance is. I mean the customer, and each of the underlying transaction IDs. I’m referring to the Invoice number. I also suggest you create a classification you can add to each type of journal, i.e. ‘migration AR’. This will help you follow the trail of any discrepancies, and tell you what the journal was for. A reliable accounts receivable migration journal would contain a debit and credit for each customer. So if you’ve hundreds of customers and open invoices you’d need to create a large journal. The good news is there’s an ‘Upload Journals’ import sheet in the Setup>Import Data section of your system. If you're an accountant, you will have spotted I’m referring to the simple process of moving the *unadjusted* trial balance and the underlying transaction detail to the new system. Also, you’ll understand why, and how over time when the closing trail balance is determined, the migration control account will be reduced to zero, and if it is not then how useful the detail in the migration control account will be in debugging the problem. If you’re not an accountant, here’s a simple explanation: So, you have an open and unpaid invoice in your old system. The payment for this invoice is received in your new system. The amount owed is in your new system. The migration control account maintains the integrity of the accounting relationship of the two transactions. (I promise you). “What about aging debtors and creditors?”, I hear you whisper. You can run the aging reports in your old system, right? This is the map of what is open and needs to be transferred over. It also tells you what and to who you need to pay attention to.

How do I create/upload journal(s)?

You need to know you can create journals that apply debits and credits directly to the Customer (AR) or Supplier (AP) account. See [General Journals](/accounting/general-journals). You can bulk-upload journals using the Upload Journals template. You'll find this in Setup>Import Data>Upload Journals. Good to know - you can reverse Journal entries. See [Reverse General Journal](/accounting/general-journals#_1b93eu4vmdug).

# T -2: Set Stock levels It's time to set your inventory levels in your new system. The last task in this stage is to check your Trial Balance. Just before Launch T -4 we gave you a list of tasks that concluded with a Stock Count. If you have not already done this, you'll need to do it now. {% hint style="warning" %} **Before you import your stock levels** Go to Setup>Configuration>Accounts>Default Accounts>Stock Adjustment Set to the appropriate Migration account. When you are done, set this back to an account to manage stock adjustments, i.e.Stock Write Off. When you import stock from another system, the Credit needs to be posted to an incoming stock account. {% endhint %}

#	From Quickbooks	From another system
1	Import stock balances: No WMS? Use ‘Item import’. WMS? Use ‘WMS Stock import’.	Import stock balances: No WMS? Use ‘Item import’. WMS? Use ‘WMS Stock import’.
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2	Check Trial Balances: AR, AP, Stock Asset, and Pending Item receipt balances should match.	Check Trial Balances: AR, AP, Stock Asset, and Pending Item receipt balances should match.
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# T -1: User testing / Dry run You are now at the final stage before launch. It's a good idea to get your users together and get them to check the data and settings in your new system. As you worked through the Evaluation and Launch stages, you will have made a list of things your team needs to check. Carry out these final pre-launch checks now. Then check them again. Any questions they have that you cannot answer, get us involved. [You should have confirmed arrangements for cover here](#before-you-begin-your-launch-sequence-tell-us-your-live-date.). # Customer references? We understand you may need to speak to our existing customers to help you make a decision to implement Salesorder.com. Here's our policy... ### Which customers can I talk to? Those we select based upon willingness, availability, and where possible relevance. However, over the years we've been doing arranging 'reference' calls we've formed a consensus that our customers don't want sell for us, they insist they'll only talk to prospects who have decided Salesorder is the solution. When you have completed your technical evaluation, we can put you in touch with a multitude of USA customer's based upon relevance, and availability. Please let us know at when you are ready and we'll do the necessary to connect you. ### Who are our customers Wholesalers, noone else. We're focused on becoming the market leader for wholesaler automation and analytics. ### Where are our customers? According to Dunn and Bradstreet, in 2022 the number of USA wholesalers was 823,441. For this reason the main focus of our sales and marketing activity is on the USA region. A significant majority of our customers are USA based. We also have customers in Europe, and the UK. ### How big are our customers? We currently work with wholesalers of ALL sizes, from less than $500K annual revenues to $500M. # Common Actions These occur on the Actions bar, menus, and within the Line Item tables. ### Attachments and Linking You can attach and link resources such as web pages, documents, files and other Salesorder documents to Customer and Supplier masters and any Document in Salesorder, i.e. Sales Order. See [Attachments and Links](#attachments-and-linking). ### Enter on the Line Item Table This function posts Income on Sales Documents, and Expenses on Purchase Documents to default accounts set in Setup>Configuration>Accounting>Accounts>Default Accounts. ### Print You can print documents and configure print templates. See [Document Templates](/setup/configuration/document-templates). ### Show History All Masters and Documents have an Audit Trail. This means that you can view the complete history of a Document's changes, and which user made the changes. Master or Document>Actions>Show History Displays complete history in chronological order. ### Show Account Entries All Documents that post to the General Ledger have this action. Document>Actions>Show Account Entries This displays the breakdown of Debits and Credits into the respective accounts. ### Resizing and Sorting Columns on Lists On List, Go to the Columns tab\ This is where you can customize which columns appear in your search results.\ \ Enable the columns you want to display\ Use the checkboxes to select or deselect columns. Only checked columns will be visible in your view.\ \ Reorder columns using drag and drop\ Drag column names up or down the list to change their order. Columns listed higher will appear further to the left in your search results. Adjust column widths\ Use the sliders to resize each column to your preference. Your custom column widths are saved per user and will persist across sessions. # Login and Security ## Forgotten Password Functionality This functionality allows users to reset their password via email on the Main App, WMS, and TAP. Step-by-Step Process: 1. Click the **‘Forgotten Password’** link on the login screen. 2. Enter Credentials: * **App and WMS:** Enter Account Number and either Login or Email. * **TAP:** Only the Login or Email field is required. 3. Send Verification Code: * Click **‘Send Code’** after entering the required information. 4. Check Your Email: * Retrieve the **verification code** from your inbox. 5. Enter Code and **Reset Password.** * Input the verification code and click ‘Next’. * You will be prompted to Create a New Password. * Enter and re-enter your new password. * Click ‘Next’, then click ‘Great’ to confirm. 6. ⚠️ Note: Your new password must be different from any previously used passwords. ## Two Factor Authentication Enable and manage 2FA [here](/setup/configuration/company-security/two-factor-authentication-2fa). # Company

Media

[Add Workers and Create Logins](https://howto.salesorder.com/add-worlers-and-create-logins/)

[Roles](https://app.storylane.io/share/6glcaxmtm46f)

[Add a Worker with Login](https://app.storylane.io/share/kg14j8jie6if)

# Workers and Users Workers model employees, contractors, sales agents. Each type of worker can be assigned a user login to the main app, TAP - Trade Acceleration Portal, or the barcode scanner interface.

Media

[Add Workers and Create Logins](https://howto.salesorder.com/add-worlers-and-create-logins/)

[Add a Worker with Login](https://app.storylane.io/share/kg14j8jie6if)

### Workers and Users - need to know Workers are ‘trading partners’ or stakeholders in your business. Workers can be employees, contractors, or sales agents. You can manually create Workers: Company>Workers+ You can upload Workers: Go to: Setup>Import Data>Workers You can assign Workers user login credentials, Workers>Worker>Login details *tab*>Enable Login Users can be configured with Roles (See [Roles](/setup/roles)). Roles control the rights and permissions of the Worker's user login. Workers>Worker>Login details>Security and Role>Role {% hint style="danger" %} To prevent security issues you should set up Roles before setting up user Logins {% endhint %} #### Workers are 'Suppliers'. Workers are Suppliers. From the Worker Document you can create: * Expense Claims * Timesheets * Cash Purchases * Bills (Purchase Invoices) * Refunds * Credit Notes You can make Payments to Workers, you can also view their Accounts Payable balance, and list their transaction history. ### Worker user access to multiple email account(s) Workers>Worker>Login details>Accessible email accounts>Enable Email Access. Then select the relevant connected email account(s). To connect email accounts go to: See [Email ](/organizer/email)and [Email Accounts ⛭.](/setup/configuration/email-accounts) Setup>Configuration>Email>Mail Accounts. ### Workers are Owners of Documents When a User creates a Document the system automatically assigns the respective user as the Document Owner. Every Document has an Owner field. Users can reassign the Owner of a Document. To change the Ownership of a Document the appropriate User Role ‘Taking Ownership’ value must be set. See [Owners](/company/workers-and-users/owners). ### Preserve *a different* Ownership on Documents If you have a situation where your order entry team is capturing orders on behalf of your internal or external or independent sales reps, you may want to circumvent the normal sales document assign ownership behavior. The normal behavior for document creation is for the user name to be set as the owner on the new document. To change this so the new document inherits the owner set on the Customer (where the rep owns the Customer) go and edit the Role set on the Order Entry worker. Role>Edit Role>Ownership options>Preserve ownership of sales documents = Checked. ### Workers, Reporting, and Permissions The Worker Contact section has three fields: * Team * Department * Office The values you store in these fields can be used to: * **Filter reports** - Look for the filter +Team/Office/Department when you customize a report. * **Control access permissions on Roles** - Look for 'Your Team' and 'Your Office' when you create/edit a role. # Add new User login Quickly add a new user to your system. ![](https://2650739216-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FnVmamp3TnQON29mRg6Hg%2Fuploads%2FdHWpMUzN1rctEjN7MYWi%2Fimage.png?alt=media\&token=e861901a-59cd-4284-9844-f4f61b46846b) See [Roles](/setup/roles) and [Email](/organizer/email). # Owners ### Owners - need to know Owner and Worker are one and the same. Owners specify which Document is owned by which Worker. When a User creates a Document, they automatically own the respective Document. Every Document has an Owner. Users are assigned Roles. Roles define the User’s access and permissions. Depending upon a User’s level of access to a Document, the User can change the Document Owner. | Taking Ownership | | ----------------- | | \[From Any] | | \[From Team] | | \[From Office] | | \[From Not Owned] | | \[None] | ### Preserve ownership of Sales Documents You might have a scenario where you want the owner of a Sales Document to persist. For example, you have a field sales rep and an order entry person. The order entry user creates orders on behalf of the rep. The system would normally set the owner of the order to the order entry user. You can change this behavior so as the system, at the time of order entry sets the owner to the sales rep instead of the order entry user. In the Role you have created for the Order entry person: 1\. Go to: Roles>Permissions>Ownership options 2\. Check the ‘Preserve ownership of sales documents’ checkbox. ### Report by Owner Owners can be used to segment data in Reports. For example, if the Worker is an Agent or a Salesperson and you run the Sales by Worker report, you can select the relevant Worker(s) to track and measure their Sales. ### Transfer ownership in bulk You can transfer the entire or a selected set of Documents to another Owner. Setup>Configuration>General>Bulk ownership transfer 1. Select the From and To Workers. 2. Select the Documents you want to transfer 3. Click Transfer Ownership # Organizer

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[Memos - Events | Tasks | Reminders](https://salesorder.wistia.com/medias/ss8dfj1ond)

[Contacts](https://salesorder.wistia.com/medias/xef7spkb2f)

[Email](https://salesorder.wistia.com/medias/ta3dx715ys)

[Email Templates](https://salesorder.wistia.com/medias/ek9ycl3o8b)

[Use Memos: Events, Tasks, Reminders](https://howto.salesorder.com/use-memos-events-tasks-reminders/)

[Use Email Templates](https://howto.salesorder.com/use-email-templates/)

# Memo Attach a reminder, note, task, or event to any Document or Trading partner.

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[Memos - Events | Tasks | Reminders](https://salesorder.wistia.com/medias/ss8dfj1ond)

[Use Memos: Events, Tasks, Reminders](https://howto.salesorder.com/use-memos-events-tasks-reminders/)

A Memo is a tool to store the following types of ‘Memos’ on any Document: * Reminder * Note * Task * Event You can assign memos to other users. The assigned Memo will appear on their To-do list. Unless created from the Memo list, Memos have a link (reference) to their parent Document. When a Document appears in a List and has a Memo, an indicator icon will be displayed at the right end of the row (the square with lines). When a Document appears in a List and has a Memo, an indicator icon will be displayed at the right end of the row (the square with lines). ![Memo icon on a Document in a List](https://2650739216-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FnVmamp3TnQON29mRg6Hg%2Fuploads%2FnMzbiawwmyF7OBMtsBax%2Fimage.png?alt=media\&token=1a079d80-1519-4379-b1f5-9f1453b3a753) ### Configure Memos ⛭ Setup>Configuration>Organizer>Memo Here you can add Memo types to categorize or give Memos a context i.e. Follow up. {% hint style="info" %} You can order the Types in this list. Click on the row containing the Type, and drag it to where you want it to appear in the order of the list. {% endhint %} ### Add Memo Every Document has an Add Memo action on the green header strip. You’ll find this adjacent to the right of the Document name. It’s a square with a circle inside. When you mouse over this icon, the message ‘Create new Memo’ will be displayed. ![](https://2650739216-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FnVmamp3TnQON29mRg6Hg%2Fuploads%2F3VT70REWosz1oA7zbOu5%2Fimage.png?alt=media\&token=911bd6ae-945f-4ed1-9ed8-7a1418a0b080) ### Memo fields | Field | Notes | | --------------------- | ----------------------------------------------------------------------------------------- | | Subject | Title or context | | Reference | The parent Document | | To-Do | Add to the To-Do List | | Display in WMS | Only on Purchase Owners and Shipments. Displays the text of the Memo (Note) when clicked. | | Memo Type | An arbitrary value specified by you, see ‘Configure Memos’ above | | Priority | Normal, High, Low, Urgent | | Status of the task | Not Started, In Progress, Complete, Overdue (all set manually) | | Notes | Free text area | | Created by | Owner | | Schedule | Date and time in the Calendar | | Duration (HH:MM) | The anticipated, or recorded duration of the task (manually set) | | WWW Link | URL | | Assigned to | Changes the Memo Owner (see Using Owners) | | Assigned on | The date of the last change of Owner | | Reminder | Set a reminder date | | Email me the reminder | Sends you a reminder. Make sure your email is on the Worker. | ### List Memos To list Memos directly associated to a Document: ![List Memos on a Document](https://2650739216-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FnVmamp3TnQON29mRg6Hg%2Fuploads%2FmDePVW15BKcVhweKwuGj%2Fimage.png?alt=media\&token=dbd8cc79-5fa8-4af8-967a-3cc75b0badac) All Memos can be listed here: Organizer>Memos All memos associated with a trading partner can be viewed on the Memos tab on the respective master. Learn how to resize and reorder lists [here](/common-actions#resizing-and-sorting-columns-on-lists). # Contacts Contacts have two contexts, Addresess e.g. Billing Address, and arbitrary Contacts, e.g. Nick Spooner is the type: Buyer.

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[Contacts](https://salesorder.wistia.com/medias/xef7spkb2f)

### Main 'default' Contact Every Customer and Supplier Master has a main Contact. This is the default billing address and shipping address unless you specify another address as the default. This is useful if you record: * **a b2c customer** from a shopping cart, e.g. one individual with the same billing and shipping address. * **a b2b customer** with one individual with the same billing and shipping address. ### Override Default Main Contact This functionality allows users to set default contacts for specific transaction types. From the Customer/Supplier Master > Actions > New Contact The field ‘Default for Transactions’ is displayed when users create a new contact from the trading partner record. Enter the contact details as usual then select one or more transaction types from the drop down, i.e. Sales Quotes, Sales Orders and Cash Sale. Once saved, when a user creates a document, e.g. Sales Order, for a Customer, the default contact will be the contact which is set to the default contact for Sales Orders. Users cannot set more than one default contact for a transaction type. If they try, the system will not allow it and will show a message that allows the user to override the previous contact and set a new person to be the default contact for this transaction type. ### Contact Addresses {% hint style="warning" %} You must have manually created or uploaded your Customers and Suppliers before you upload their respective Contact addresses, Shipping, and Billing addresses. {% endhint %} There are three 'address types' of Contacts: * Billing Address - Used on 'Leads', 'Prospects', and 'Customers'. * Shipping Address - Used on 'Customers' and Suppliers * Payment Address - Used on 'Suppliers'. Each address allows you to store the name and email of the key contact at that address. You can create the above address from the Action menu on the respective 'Masters'. ### Billing Address Customer *name*>Actions>New Billing Address creates a new Billing Address. To make this the default billing address, check the 'Use as default' check box before you save the address. ### Shipping Address Customer *name*>Actions>New Shipping Address creates a new Shipping Address. To make this the default shipping address, check the 'Use as default' check box before you save the address. ### Payment Address Supplier *name*>Actions>New Payment Address creates a new Payment Address. To make this the default payment address, check the 'Use as default' check box before you save the address. ### Finding and selecting addresses #### Supplier, Customer, Prospect, and Lead On each Master use the Find action: For example, Customer name>Find>Billing Address Or, Customer name>Find>Contacts #### Documents On the Addresses Tab when the Document is in the 'Edit' state. Select the Address from the dropdown. ### Contact (Customer or Supplier) Customer *name*>Actions>New Contact. Supplier name>Actions>New Contact ### Contact Configuration 'type' ⛭ Contacts can be 'labeled' by type On a Contact, there is a dropdown field 'Contact Type'. You can create Contact types here: Setup>Configuration>Contact The new Contact type will be available on the Customer and Supplier Masters. ### Finding Contacts by 'category' #### Masters On each Master use the Find action: Customer name>Find>Contacts On each Master, click the 'Contacts' Tab. #### Organizer Go the Contacts List. ### Add custom field(s) to Contacts See [Customization](/customization). ### Importing Contacts You can upload Contacts. Go to: Setup>Import Data>Contacts {% hint style="info" %} Make sure you check each column on the upload template contains the correct 'Address type' setting. {% endhint %} # Calendar Organizer > Calendar The Calendar tracks events, tasks and to-do lists. Entries in the Calendar are made using Memos. Think of Memos as Post-it notes that you can attach to any Document in the system. Memos can be scheduled onto the Calendar, and can also be put on your to-do list. For more information, see [Memos](/organizer/memo). Useful Tip: The Calendar has quite a large display area. We recommend viewing in full screen by clicking on the top right-hand icon. The Calendar can be viewed in Day, Week, Month or Year format. (See below).

Note: You can view other people's Calendars (if you have permission) by using the 'Select User' drop-down. # Email Connect and use your email to send, receive, and track Sales and Purchasing emails by Customer or Supplier.

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[Email](https://salesorder.wistia.com/medias/ta3dx715ys)

[Email Templates](https://salesorder.wistia.com/medias/ek9ycl3o8b)

[Use Email Templates](https://howto.salesorder.com/use-email-templates/)

### Email - need to know You can connect Salesorder to your business email accounts so that users can **send, receive and track emails** **with attachments** from within Salesorder. The connectivity between your email provider, i.e. Microsoft Outlook, Google Mail, etc, uses IMAP and SMTP protocols. See [Email Accounts ⛭](/setup/configuration/email-accounts) to connect your business email addresses. ### Mailboxes are filtered by Customer or Supplier From a Customer or a Supplier (trading partner) record in Salesorder Users can access mailboxes to view, track and participate in email conversations specific to that trading partner *contact.* To participate, users can send and receive emails from the respective mailbox. Based upon the Contact email address(es) stored on that Trading partner, Salesorder will present a view filtered by Contact (and therefore Customer) of the respective mailbox. For example all mail between and . Because the connection feature uses IMAP all history of email dialogues is preserved on your business email servers. ### Email Documents *from Documents* Every Document in your system has an 'Email' Action enabling Users to email the respective Document as a PDF attachment. Email sent from a Document shows up in the ‘Sent’ folder for the respective mailbox. From the email window on any Document, you can switch the ‘Sender’ address to another email account (providing it's connected and the User has access). You can also switch email templates. ### Email Templates Go to Setup>Email Templates Templates increase productivity and help maintain standards of communication. You can create and assign templates for a specific use case on a specific Document. For example ‘Invoice Overdue’ email on Sales Invoice. See [Email Templates.](/setup/email-templates) ### View the entire Mailbox Go to Organizer>Email You can select and view the entire contents of a specific mailbox from the Explorer. ### Search Mailbox | Search | | | ------ | ------------------------ | | | | | | | From the Trading partner master (Customer or Supplier) or from the global view of a mailbox you can search for emails. ### Bookmark Email (★)

.	From	Subject	Date
★	accounts@yourbiz.com	Payment reminder

You can bookmark emails on the Explorer so that they are visible and accessible. ### Map mailbox Folders You can map your favorite folders from your existing mailboxes into the mailbox view in your system. ### Fallback email In the event of your email system being compromised or being unavailable your system includes a fallback system to enable you to send email from your system via our partner Sendgrid. ### Configuration See '[Mail Accounts](/setup/configuration/email-accounts) ⛭'. # Attachments and Linking Attach or link files to any Trading Partner or Document. ### Using Attachments and Linking You can attach or link files to any Supplier, Customer, or Document in the system. For example, a copy of the Customer Purchase Order PDF, Product information, or an Excel sheet can be uploaded, or linked to. In the latter case, you can set a link (URL, hyperlink, web address) to an external folder or file such as Dropbox. Every Document has an action on the header bar and to the right of the Document name. Look for the paperclip icon. When you click the icon, five new icons will appear. Each icon is an action. There are five methods. ![](https://2650739216-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FnVmamp3TnQON29mRg6Hg%2Fuploads%2FOxDuzfU0qFsKaI6H0Qlf%2Fimage.png?alt=media\&token=7f7dd6da-081b-4dba-af9a-b32b84fec121) ### Attach file Upload a file ### Link to SO! Doc Link to another Salesorder Document ### Link to Web Enter a URL ### Attach Google Doc Upload a Google Document, Document, Sheet, Slide or any file type stored on the Google Drive ### Link Google Doc Just a link to a Google Drive file. For Google files, you’ll need to give the system access to your Google account. You’ll be prompted with instructions from your Google Account to allow access. If you encounter any permission issues, contact . Because of Privacy and Security requirements, Google has a history of changing the behavior of its access mechanisms. When you perform any of the above actions, the system will add a shortcut to the file you’ve linked or attached. This will be accessible by all users providing they have access to this Document type. # Expenses/Timesheets Employee expense forms and time tracking. # Expense Claims ### Expense Claims Expenses/Timesheets > Expense Claims The Expense Claim lets Workers enter their expenses. The Expense Claim Line Item table associates an Expense with a specific Job. #### Expense Claim Fields

Field	Notes
Worker	The name of the Worker.
Worker #	The unique ID assigned to this Worker.
Owner	This is the Worker that owns the Expense Claim.
Approval	Approval Status
Date	The date of the expense claim.
Ref #	Unique reference number.
Status	The Status of the Expense Claim
Authorized by	The Worker who authorized the Expense Claim.
Template	See Document templates.
Currency	The operating currency.
Exchange rate	The currency exchange rate.
A/C Memo	Stands for 'Account Memo'; provides a field for attaching a brief description that will appear in the Accounts.
Tax Code	Enter Tax Codes here.
Due Date	The date at which payment is due.

### Submitting and Approving Expense Claims The [Role](/setup/roles) associated with a Worker has a section under the Permissions Tab called Approval Permissions. This determines if the Worker can approve submitted Expense Claims. Expense Claims are only committed to the accounts when they have been approved. If you are authorized to approve Expense Claims they are automatically approved when saved. See [Approvals](/setup/roles#_dlcm7x1lepdo). When an Expense Claim is saved (either from a New or Edit state) the associated Approval Status can be set using the 'Approval' drop-down. Note: Once an Expense Claim has been approved, its status cannot be changed. #### Approving submitted Expense Claims If you have permission to approve Expense Claims then you can use the Expense Claims List to determine which Expenses have been submitted for approval. Use 'Find' on the Action Bar to sort through Claims. To accept or reject the Expense Claim, simply switch the Document into Edit mode and select the appropriate status from the 'Approval' drop-down. Note: When the Expense Claim has been approved the 'Authorized by' field will show the approver's name. Only approved Expense Claims post to the Accounts. #### Mileage Expenses Mileage Expenses can be defined using a special Mileage Expense, which specifies the distance units (Miles or Kilometers), and the associated rate. # Mileage Claims #### Creating Mileage Accounts Chart of Accounts > + > Profit and Loss Accounts > Mileage Expense You can book vehicle mileage expenses. A Mileage Expense account allows you to specify the units in Miles or Kilometers, and the cost per unit, i.e. Rate, in the base currency.

When mileage is entered into an Expense Claim the specified rate is used to automatically calculate the correct account to reimburse the worker. # Timesheets Time tracking by Worker. Used in conjunction with Jobs. Expenses/Timesheets > Timesheets Workers can enter and track their time which is accumulated on Jobs for reporting Job Profitability and Worker utilization. #### Timesheet Fields

Field	Notes
Timesheet for	The name of the Worker.
Week commencing	The date of the first Sunday in the associated week
Ref #	Unique refererence number
Availability (Hours)	The 'Availability' field represents the number of billable hours that can potentially be worked in the associated week.
Templates	See Document Templates.
Owner	The Owner of the Timesheet. The Owner can be re-assigned at any time.
Approval	The Approval status.
Authorized by	The Worker who authorized the Timesheet.

### Entering and Editing #### Creating a New Timesheet By default, the Timesheet is created for the current week. You can also specify the week of the Timesheet if required. Note: If a Timesheet has already been created for a particular week it will be retrieved rather than a new one created i.e. a Worker cannot create more than one Timesheet for the same week. #### Adding Line Items Once the Timesheet has been created, you can add Line Items in order to show what time has been booked for specific activities, on particular days. These activities are typically represented as 'Service Items'. Below is an example of a simple Timesheet. Adding Line Items to a timesheet is very similar to adding Line Items to a Transactional Document, such as an Invoice. The only difference is that the Items are restricted to 'Service Items' since they have an associated hourly rate. Holiday and Sickness can be added directly from the Item Select page by simply clicking the desired icon on the Action bar. The 'Job' column allows Line Item bookings to be associated with a specified Job. This allows reports to be generated relating to Job utilization and profitability. #### Specifying 'Availability' The 'Availability' field represents the number of billable hours that can be potentially worked in the associated week. The default Availability is set in the associated Worker Document. This figure is used to calculate the Worker's effective utilization for reporting purposes. For example, a Worker may work a 35-hour week, but be only billable for 15 hours.
### Submitting and Approving Timesheets Timesheets need to be submitted for approval before being accepted. The [Role ](/setup/roles)associated with a Worker has a section under the Permissions Tab called 'Approval Permissions'. This determines if a Worker can approve submitted Timesheets. Note: If you are authorized to approve Timesheets then your own Timesheets are automatically approved when saved. A Timesheet will be 'Submitted for approval when the Document is saved. Note: Once a Timesheet has been approved its status cannot be changed. #### Approving Submitted Timesheets Workers with approval permissions can use the Timesheet List to determine which Timesheets have been submitted for approval. To accept or reject a Timesheet, simply switch the Document into Edit mode and select the appropriate status from the 'Approval' drop-down. Note: When the Timesheet has been approved the 'Authorized by' field will show the approver's name. # Sales Forecasting Use Sales Forecasting to enable Sales people to record and forecast opportunities, and Sales leaders (and everyone who needs to know), understand and track the Sales pipeline. ### Sales Forecasting - need to know Sales forecasting consists of two elements, the Sales Forecast *report*, and one or more Sales Opportunity Documents. Sales Opportunity Documents are used by Salespeople to: * Record opportunity detail at the Line Item (SKU) level. * Set the probability and weighting (see below). * Submit their forecast ‘up the line’. * Track their progress against a period target ### Sales Opportunity Fields

Field	Notes
Opportunity	A name to identify the Opportunity
Forecast Status	A drop-down field. How far the salesperson estimates the deal is from closing. The values are: Committed - Confident the business will close in this period. Closed - The business has been closed. Omitted - This Sales Opportunity should be omitted from any forecast. Lost - The business has been lost.
Close Date	The date the business is expected to close, set by the salesperson.
Opportunity Stage	A drop-down field. The current stage of the opportunity. Qualified: Quote terms have been accepted. Requirements Agreed: Product or service specifications agreed. Proposal submitted: Quote submitted to the client. Negotiating: Further discussions. Definite: Opportunity is near to closing.
% Probability	A percentage indicating the salesperson’s estimate of the progress, relative to the Close Date, where definite would be = 100%.

Note: All these fields can be customized according to your sales team’s prerogatives. * Sub-Total (Weighted): This field cannot be changed as it is automatically populated. It is used to calculate the Weighted Sub-total; this is the normal Sub-total (i.e. pre-tax value) of the business, multiplied by the % value. This figure is a statistical estimate of the true value of the potential business. ### Create Sales Opportunity Tip: Before you create a Sales Opportunity be sure to [set up your Opportunity Stages](#_te039hfxv8jv). You can create a Sales Opportunity from: Customer>Action>New sales Opportunity * Prospect Action>New sales Opportunity * Sales Opportunity>List Sales Opportunities>+ * Sales Quote>Action>New sales Opportunity * Sales Order>Action>New sales Opportunity The new Sales Opportunity will retain an ‘Our Ref’ link to the originating Document/Trading Partner. ### Create a Sales Document from a Sales Opportunity For the purposes of expediency, you can create these Documents from a Sales Opportunity: * Sales Quote * Sales Order * Sales Invoice * Cash Sales The new sales Document will retain an ‘Our Ref’ link to the originating Sales Opportunity. The system allows **three levels** of forecast *reports:* 1. Company 2. Team 3. Personal (Individual Sales person) ![](https://2650739216-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FnVmamp3TnQON29mRg6Hg%2Fuploads%2FeI6liDM30SdYAOfLWjWs%2Fimage.png?alt=media\&token=2766098a-4f20-4253-a625-95eb036e7f0b) ### Create Sales Forecast Sales Forecasting>Sales Forecasts>+ Sales Opportunities update these fields in Sales Forecasts | Standard | The sum of the closed and committed Sales Opportunities during the specified period. | | -------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Closed | | | Committed | | | Total | | | Weighted | The weighted sum of the closed and committed Sales Opportunities during the specified period multiplied by the stage probability. Example: $3,186.40 x 100% (Stage is definite, which equals 100%) = $3,186.40. | | Closed | | | Committed (Weighted) | | | Total (Weighted) | | | Pipeline | The total committed revenue even if the Opportunities do not lie in the specified period. | | Pipeline | | | Pipeline (Weighted) | | ### Sales Forecast analysis The Sales Forecast Document has tabs that allow you to view: * All opportunities * Opportunity by Owner * Opportunity by Customer ### Cash Flow Forecast input Opportunities on the Sales Forecast appear in the Cash Inflows section of the Cashflow Forecast. See ‘Using Cash Flow Forecast’. The Cash Flow Forecast is located here: Cash Flow Forecast users can customize this report to omit/include Sales Forecast inputs, Banking>Cash Flow Forecast>Action Bar>Customise>Cash in tab>Sales Forecast. ### Submit Sales Forecast To submit a Sales Forecast: Sales Forecast>Submit Forecast Once a Sales Forecast is Submitted, it cannot be edited and no new Sales Opportunities can be added/removed. ### Setup Opportunity Stage Setup>Configuration>Sales Forecasting>Sales Opportunity>new Opportunity stage. * Stage name, i.e. engaged * Description, i.e. ‘actively seeking information and attention’ * % i.e. 40 ### About Opportunity stages Opportunity Stages apply the weighting to the entire Sales Opportunity. Opportunity stages represent the sales funnel stages and their respective probability. The basic idea is, as an opportunity progresses through a series of stages its probability of converting to a sale increases by a percentage. For example, a stage describing the prospect as being ‘engaged’, meaning they are actively seeking information and repetitively asking for your attention might indicate a probability of 50%, therefore the deal is weighted at 50%, and the deal value is forecast at 50% of its total value. If you have a wide range, or high flow of Sales Opportunities at every stage of your sales funnel and you need a simple method to forecast potential sales, then using weighted forecasting is probably the best approach. Each stage would be defined by the information you uncover and confirm. The more you know, the easier it can become to predict the outcomes. For example, “at this stage, if this happens, or we have this information” then in 4 out of 10 cases, the deal closes. In other words, at this stage, the probability of this deal, in these circumstances at this time is 40%. Regardless of whether you have a high or a small number of Sales Opportunities, if you closely examined the probability of each one, you would probably discover a pattern of stages. This analysis can be time-consuming, it’s all about recording, measuring and testing assumptions. To do this efficiently you need a sales forecasting system. As we all know, what gets measured gets managed. Either begin with some simple opportunity stages (you can evaluate the stage’s merit over time) or just transfer your current process into stages. # Sales Customers and Sales Documents Learn how to resize and reorder lists [here](/common-actions#resizing-and-sorting-columns-on-lists). # Leads The Lead Document captures details about sales inquiries from prospective or existing Customers. See [Leads ⛭](/setup/configuration/leads) {% hint style="info" %} You can attach and link documents, images, etc to this record. See [Attachments and Links](/organizer/attachments-and-linking). You can customize and add fields, see [Customization](/customization). {% endhint %} ### Common actions A common set of actions are present on most Salesorder Documents. See [Common Actions](/common-actions). ### Lead journey Leads travel through the Sales Funnel. Sales funnels typically have four stages:

Stage	Notes
Attention	The Lead hears or knows about you.
Engagement	The Lead makes contact and asks questions.
Investment	The Lead invests quality time to explore your offer. If you qualify the Lead. The Lead becomes a Prospect.
Conversion	The Prospect becomes a Customer.

The purpose of the Lead ‘master’ is to capture sufficient first contact information to enable salespeople to reach out to the contact to discover the customer’s ‘problem’, qualify the sales opportunity, and if appropriate convert the Lead to a Prospect. ### Create Leads on Prospects and Customers A Lead can be created as a stand-alone or belonging to an existing Customer. New Leads can emerge at any stage after the original Lead was captured. You can create Leads from the Prospect and Customer masters. Alternatively, you can assign a Lead to a Prospect or Customer by selecting a ‘trading partner’ from the select action in the Company field on the Lead master. ### Fields

Field	Notes
Company	The company name. Either enter a new company or find an existing one using the search icon.
Description	Brief description of the lead.
Status	Configurable, see Leads ⛭. Use the Lead status to track the journey of the Lead.
Rating	Configurable, see Leads ⛭. Use the Lead rating to track the value of the Lead.
Rating Score	A numerical score related to the Rating to formalize categorization of leads. Three-digit value, where for example 10 = cold, 50 = warm & 100 = hot (very interested).
Owner	Drop down field where the worker can be selected. The owner of a lead is usually the Worker who created the Lead Document. The ownership can be re-assigned at any time. The drop down Owner field is a list of Workers that has login permission.
Date Received	The date the Lead was received.
Source	A text field which indicates where the Lead originated. For example, Word of mouth, Conference, Newspaper etc.
Campaign	A text field which indicates the marketing campaign associated with this Lead. For example ‘Black Friday’, to indicate the campaign name.

### Capture Leads from your website You can connect external web pages to the Lead master to capture and create new Leads. See ‘[Web to Lead](/setup/web-to-lead)’. ### Import Leads You can import Leads. Go to, Setup>Import Data>Leads. ### Configure Lead Status Lead>Configure You can configure Lead ratings i.e. qualified, quote sent, quote approved, follow up etc. ### Configure Lead Rating Lead>Configure You can set a rating on the Lead to signify the priority. ### Assign Leads You can assign Leads. See ‘[Owners](/company/workers-and-users/owners)’. ### Email Interactions Send and receive emails from Outlook, Google, and other mail systems. Email is automatically filtered at the Customer contact level, so you only see and can send emails related to the Customer and its contacts. See ‘[Email](/organizer/email)’. ### Conversations Notes are tabs with free text areas on every Document including the Customer master. Notes are saved with the author (owner) and time/date stamp. ### Event Tracking See ‘[Memos](/organizer/memo)’. ### Task Tracking See ‘[Memos](/organizer/memo)'. ### Find Leads The Find Action on the Leads Lists lets you find: * All my Leads * My open Leads * My Qualified Leads * All Unassigned Leads * All Open Leads * All Qualified Leads Where ‘My’ means you are the Owner. See ‘[Owners](/company/workers-and-users/owners)’. ### Convert Leads You can convert Lead to a Prospect or straight to a Customer. Lead>Actions ### Delete Lead when converted The default configuration is automatically delete the original Lead when it is converted to a Prospect or a Customer. To prevent this, go to Lead>Configure 'Delete lead when Customer/Prospect created'. - the original Lead will be preserved for future reference. ### Attachments and Linking You can upload and attach documents your Leads See [Attachments and Linking](/organizer/attachments-and-linking) # Prospects See[ Prospects ⛭](/setup/configuration/prospects) {% hint style="info" %} You can attach and link documents, images, etc to this record. See [Attachments and Links](/organizer/attachments-and-linking). You can customize and add fields, see [Customization](/customization). {% endhint %} ### Common actions A common set of actions are present on most Salesorder Documents. See [Common Actions](/common-actions). ### Need to know Prospects are qualified Leads. You can create the following records from a Prospect. * Contacts * Sales Quote * Sales Opportunity

Field	Notes
Prospect name	The unique name of the Prospect's company
Ref #	A reference number auto-assigned.
Owner	Drop down field where the worker can be selected. The owner of a prospect is usually the Worker who created the Prospect. The ownership can be re-assigned at any time. The drop down Owner field is a list of Workers that have login permission.
Balance	This field cannot be edited.
Currency	Once set, the currency cannot be changed and the transactions will only be in the selected currency.
Credit Limit	Enter a Credit Limit for your Prospect to indicate the maximum amount of credit that you will extend to that client.
Status	The Prospect Status reflects the various stages a Prospect can be in depending on the process. Default values include: Open - Usually when it is a new prospect. Pre-Qualification - Prior to the prospect going through qualification processes. Being Qualified - In the process of initial discovery. Qualified - Passed through qualification processes and approved. Convert to Customer - Converting the prospect to a customer. Converted - Process is finished. Dormant - No activity. Discard - Disqualified or withdrawn. These fields can be customized to suit your requirements.
Rating	Rating gives an indication how close the prospect is to conversion. Default rating values: None New Cold Warm Hot Dead These fields can be customized to suit your requirements.
Rating Score	A numerical score related to the Rating to formalize categorization of leads. Three-digit value, where for example 10 = cold, 50 = warm & 100 = hot (very interested).
Date	The date the Prospect was received.
Source	From where the Lead originated. For example, Word of mouth, Conference, Newspaper, etc. It is a Text field, simply type in the source.
Campaign	Identifies the marketing campaign associated with this Prospect. For example ‘Black Friday’. It is a Text field, simply type in the campaign name.

Prospects are *potential* Customers. You can attach Contacts, Quotes, Estimates, etc. to a prospect. To invoice a Prospect, you first must convert the Prospect to a Customer. ### How to create a new Prospect 1. To create a new Prospect from the Explorer click Sales>Prospects and click 'Create New' 2. Or from an existing lead: 1. From Leads, select the lead that must be converted. 2. Click the dropdown ‘Actions’. 3. Select 'Create Prospect’. ### Prospect Key Facts * The Prospect name must be entered, but it does not have to be unique. * The Ref # is a unique identifier/number associated with the Prospect. * Once set, the Currency cannot be changed and transactions will only be in the selected currency. * If the Prospect is VAT registered and a member of the EU: * Check the tickbox ‘Prospect is Vat Registered’ on the Profile tab. * Add the VAT no. in the new field. * Check the tickbox ‘Is from other EC member state’. * This ensures VAT returns are calculated correctly. #### Importing Prospects To import prospects, go to Setup > Import Data > Prospects > Download Template \*If a user tries to import prospects through uploading a spreadsheet and gets an error message, it may be due to links in the file exceeding the limit of characters in the corresponding column. To troubleshoot: must increase the size of the custom fields on the prospect’s page (this action must be done by admin or super user). Prospect > Customize > select field with pencil icon > edit ‘Maximum Size’ to 200 > click Ok > Save # Customers CRM: manage and track sales, fulfillment, and accounting activity for a specific customer on a single page See [Customer ⛭](/setup/configuration/customers)'

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[CRM Overview](https://salesorder.wistia.com/medias/3f3f2rwpoh)

[Customer Master](https://salesorder.wistia.com/medias/rj0mh4r1lj)

[Shipping addresses](https://salesorder.wistia.com/medias/kskrizz69z)

[Add and Edit Trading Partners](https://howto.salesorder.com/add-and-edit-trading-partners/)

[CRM](https://learn.salesorder.com/path-player?courseid=live-in-5\&unit=live-in-5_6490704f5f990Unit)

{% hint style="info" %} You can attach and link documents, images, etc to this record. See [Attachments and Links](/organizer/attachments-and-linking). You can customize and add fields, see [Customization](/customization). {% endhint %} ### Common actions A common set of actions are present on most Salesorder Documents. See [Common Actions](/common-actions). ### Customers - need to know The Customer Master enables you to manage interactions (e.g. email) and transactions (e.g. Sales Orders) between your business and your customers across multiple channels. Customers are trading partners and the central element of the Sales and CRM activities in the system. From the Customer Master, you can track the respective AR (accounts receivable) balance, credit terms, and credit status. ### Create Customer(s) There are multiple ways to create a Customer Master: * List - manual * Import * TAP (Trade Acceleration Portal) * API * Third-Party Shopping Cart ### Set the correct trading currency {% hint style="danger" %} When you create/set up a Customer make sure you set the correct Currency. The default will be the base currency of your General Ledger. See ‘[Currencies](/accounting/currencies)’ {% endhint %} ### Customization: additional fields and functions If you don’t have all of the fields (or the functionality) you need on the Customer Master, you can add Custom Fields to store and use additional data. Data from Custom Fields on the Customer Master can be inherited by child Documents (e.g. Sales Orders) See '[Customization](/customization)’. ### Contacts, Billing and Shipping Addresses If you have only one Main Contact, it's the default Contact, Billing, and Shipping address. You can add additional Contacts, Billing, and Shipping addresses from the Action dropdown on the Customer Master. Alternatively, **you can import Contacts** (including Billing and Shipping addresses) using the Import Contacts sheet which you'll find under Import Data in Setup. You can **view your Contacts, Billing, and Shipping addresses** on the Contacts tab. You can **find your Contacts, Billing, and Shipping Addresses** using the Find Actions. ### Customer Accounting #### Balance The debtor balance is derived from Accounts Receivable. #### Credit Limit Manually set the value of the Customer's credit limit. #### Hold if checked this Customer is on Credit Hold. See [Credit Control](/sales/customers/credit-controls). ### Profile Stores preset information inherited by transactions: * Customer Portal (TAP) log in credentials and permissions. * *Default* Trading Information (Tax, Site, Terms, Price List, Shipping, Check info, Payment Processor) * Bank Details * Partial Credit Card profile data returned by the Payment solutions provider (see below). {% hint style="warning" %} **DO NOT STORE complete payment card details in your system.** It is only safe to store ANY details of a payment card if your system is connected to one or more of our payment processing solutions. To avoid the risk of severe penalties from your card processing vendor all card details must be stored in a PCI-compliant environment. Your payment processing vendor is PCI compliant. Our system securely passes through all card details you enter to the payment processor. {% endhint %} ### Transaction History List find and review all transactions. ### Email Send and receive emails from Outlook, Google, and other mail systems. Email is automatically filtered at the Customer contact level, so you only see and can send emails related to the Customer and its contacts. See ‘[Email](/organizer/email)’. ### Notes Notes are free text areas. Notes are saved with the author (owner) and time/date stamp. ### Memos Track events and tasks. Search and review Memos. See ‘[Memos](/organizer/memo)’ ### Classifications For Reporting ### Origin If this Customer Master was created via the API, TAP, or a 3rd Party Cart. The 'Origin' tab displays three fields: | Field | Purpose | | --------------------- | ---------------------------------------------------------------------------------------------------------------------------- | | Source | i.e. Quickbooks Transformer. | | Imported on | The date the data was imported. | | External Cart Mapping | The unique ID of the original Customer or Document as created in the third-party application, i.e. QuickBooks, Shopify, etc. | ### Actions As well as creating transactions, e.g. Sales Order, or adding a Contact, Billing, or Shipping Address you can: | Receive Payment | View a list of unpaid Invoices. | | ---------------- | ------------------------------------------- | | View Account | View a list of AR transactions and balance. | | Create Statement | Create a statement from the AR. | | Show History | Show change history for this Master. | | Take Ownership | Change Owner. | ### Customer List Actions | | | | ------------------------ | ---------------------------------------------------------------------------------------------- | | Statements | See: '[Customer Statements](/sales/customer-statements)'. | | *Credit* Hold status | See: '[Credit Controls](/sales/customers/credit-controls)'. | | Reorder and Resize Lists | See '[Reordering and Resizing Columns](/common-actions#resizing-and-sorting-columns-on-lists)' | # Credit Controls Set Credits and automate control processes See [Credit Controls⛭](/setup/configuration/credit-controls)

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[Credit Control](https://salesorder.wistia.com/medias/dz3ew8d7yw)

### Need to know Credit Controls let you: * Set Customers on hold manually with configurable options to choose what to allow when the Customer is manually set on-hold. * Enable ‘automated’ credit checks based on credit limits or invoices that are overdue (‘past due’). * Set user permission in a Role to control who can apply or remove the on-hold status. **Important Notes on Credit Limits:** * If you want the system to allow **unrestricted ordering (No Limit)** for a customer, leave the **Credit Limit** field **empty**. When no value is set, the system treats the customer as having no credit limit, meaning they can create sales orders without restrictions. * If the **Credit Limit** field is set to **0**, this represents a **true zero limit**, meaning the system will prevent any new sales orders from being created. Orders can only be saved with the status **Pending (Credit)**, requiring approval before they can proceed. These behaviors apply when the system is configured to: * **Use Credit Limit (Include Open Orders)** * **Use Credit Limit (Balance Only)** The **Use Invoices 'Past Due'** strategy checks for overdue invoices and blocks new sales orders if past-due invoices exist, regardless of the credit limit. ### Setup automated application of ‘On-Hold’ status To configure the automation’s behavior: Setup>Configuration>Sales>Customer>Credit Control ### Automated Credit Checks #### Setting = Use Credit Limit (Include open orders) | Actions affected | Behavior | | ------------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Create new Sales Order | The credit limit, existing balance and OPEN order totals are checked - if the sum of these exceeds the credit limit then the order can only be saved with new status PENDING (CREDIT) - this order is then effectively on-hold | | Edit an existing Sales Order |

The same checks are done and if the addition of items takes you over the credit limit then you have the option again to save with status PENDING (CREDIT) only.

This will only be possible if NO transactions (shipments/invoices) have been created.

If stock is allocated it will be automatically unallocated, the order will move back to status PENDING (Credit) in order to go through approval again.

| | Create a new Sales Invoice (from Customer master) | The credit limit, existing balance and OPEN order totals are checked - if the sum of these exceeds the credit limit then the Sales Invoice can only be saved with the status PENDING (CREDIT). | | Edit an existing Sales Invoice | If the addition of Items takes you over the credit limit then changes/additions cannot be saved | #### **Setting = Use Credit Limit (Balance only)** #### | Actions affected | Behavior | | ------------------------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Create new Sales Order | The credit limit and existing balance are checked - if the sum of these exceeds the credit limit then the order can only be saved with status PENDING (CREDIT) - this order is then effectively on-hold | | Edit an existing Sales Order |

The same checks are done and if the addition of items takes you over the credit limit then you have the option again to save with status PENDING (CREDIT) only. This will only be possible if NO transactions (shipments/invoices) have been created.

If stock is allocated it will be automatically unallocated, the order will move back to status PENDING (Credit) in order to go through approval again.

| | Create a new Sales Invoice (from Customer master) | The credit limit and existing balance are checked. if the sum of these exceeds the credit limit then the Sales Invoice can only be saved with the status PENDING (CREDIT). | | Edit an existing Sales Invoice | If the addition of Items takes you over the credit limit then changes/additions cannot be saved | #### Setting = Use Invoices ‘Past Due’ (overdue) | Actions affected | Behaviour | | ------------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Create new Sales Order | Outstanding invoices are checked to see if any are passed due - if passed due invoices exist the order can only be saved with status PENDING (CREDIT) - this order is then effectively on-hold. | | Edit an existing Sales Order |

The same checks are done and if passed due invoices exist then you have the option again to save with status PENDING (CREDIT) only. This will only be possible if NO transactions (shipments/invoices) have been created.

If stock is allocated it will be automatically unallocated, the order will move back to status PENDING (Credit) in order to go through approval again.

| | Create a new Sales Invoice (from Customer master) | Outstanding invoices are checked to see if any are passed due - if passed due invoices exist then the Sales Invoice can only be saved with the status PENDING (CREDIT). | | Edit an existing Sales Invoice | Any changes that increase the balance cannot be saved | ### Customer on Hold | Setting | Summary | | ----------------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Allow nothing | No documents can be created, apart from Sales Quotes (useful for new Customers not yet approved). | | Allow pending Sales Orders | Sales Orders and Sales Invoices (directly from the Customer) can be created with status PENDING (CREDIT) only. Sales Invoices from existing Sales Orders can be created as normal. | | Allow Cash Sales | Only Cash Sales can be created (and quotes etc as mentioned above) | | Allow pending Sales Orders and Cash Sales |

Sales Orders and Sales Invoices (directly from the Customer) can be created with status PENDING (CREDIT) only.

Sales Invoices from existing Sales Orders can be created as normal. Also Cash Sales can be created.

| ### Customer on hold and Hold shipments box checked When a Customer is set to On hold all OPEN Sales Orders will have the checkbox ‘On Hold (Credit) checked and shipments will be prevented from being created. When a Customer is set to On hold all Shipments that are not showing status ‘Shipped’ will have the checkbox ‘On Hold (Credit) checked and shipments will no longer be visible in WMS so they cannot be progressed. When Customer is set back to not on hold the checkboxes on Sales Orders and Shipments become unchecked and no longer visible. ### Approve Documents with a status of ‘Pending Credit’ You can only Approve Sales Orders and Sales Invoices with a status of ‘Pending Credit’ from these Documents or their respective Lists. The user will need permission to manipulate this control. See ‘[User permissions](#_yan525teddhr-1)’ below. #### Approve Sales Orders with a status of ‘Pending Credit’ 1. Sales Orders>Find>Orders awaiting Credit approval 2. Select Sales Orders 3. Action Bar>Approve Credit #### Approve Sales Invoices with a status of ‘Pending Credit’ 1. Sales Invoices>Advanced Search>Status>Pending Credit 2. Select Sales Invoices 3. Action Bar>Approve Credit #### User permissions; On-Hold and Approve Credit To set user permission on a Role to apply or remove the ‘On-Hold’ status: Setup>Roles>Role>Permissions>Customers>Change customer status ‘On Hold’. Check the box to give the user permission. To set user permission on a Role to Approve Documents with a status of Pending Credit: Setup>Roles>Role>Permissions>Approval Permissions>Customer Credits Check the box. ### Manually apply or remove ‘on-hold’ status #### Set on-hold status from the Customer Master The user will need permission to manipulate this control. See ‘User permissions’ above. Customer>Action Bar>On Hold This action checks the checkbox ‘On hold’. The On-hold Action control disappears. #### Remove on-hold status from the Customer Master The user will need permission to manipulate this control. See ‘User permissions’ above. Edit the Customer master, and uncheck the ‘On-Hold’ box. The ‘On-Hold’ button will re-appear. #### Set on-hold status from the Customer List The user will need permission to manipulate this control. See ‘User permissions’ above. 1. Use the ‘Find’ Action ‘Customer with Overdue Invoices, or Advanced Search and use parameters to collate a list of Documents matching your criteria. 2. Select the Customers you’re going to put on hold. 3. Customers>Actions>Set On Hold status. #### Remove on-hold status from the Customer List The user will need permission to manipulate this control. See ‘User permissions’ above. Tip: On the Columns tab enable the ‘On Hold’ column to enhance your view of Customer status. 1. Customers>Advanced Search>On Hold(field)>Yes 2. Select the Customers you’re going to remove from on-hold. 3. Customers>Actions>Take off On Hold status. ### # Jobs Rudimentary tracking of time and expenses. See [Jobs⛭](/setup/configuration/jobs) {% hint style="warning" %} **Please let us know** at if you are exploring this feature, and before you decide to use it. {% endhint %} {% hint style="info" %} You can attach and link documents, images, etc to this record. See [Attachments and Links](/organizer/attachments-and-linking). You can customize and add fields, see [Customization](/customization). {% endhint %} ### Common actions A common set of actions are present on most Salesorder Documents. See [Common Actions](/common-actions). ### Need to know A ‘job’ represents a work/task/project you are performing for a Customer. Sales Quotes will typically be issued for the stages of the Job. Various activities are part of a Job: * Workers can book time to the Job. * You can issue Invoices from the Job. * You can make purchases and associate them with the Job. * You can allow Workers to book various expenses to the Job. * You can issue further quotations for the Job. The Job Document is a single repository for all of the above. Advantages of using Jobs for your Customer related tasks: * Purchases and expenses booked to the Job can be seen in one place - the Job's Booked Items table. * See what has been invoiced and what has not. * Easily Invoice/Quote from the non-invoiced Line Items. * List all Transactional Documents associated with the Job, such as overdue and open invoices. * Instantly report on the Jobs’ Profitability, Progress, and Estimates vs Actuals figures. To work with Jobs you need to **enable the Job column on Transactional Documents.** ### How to create a Quote for a Job A Quote can be created for a Job in two ways: #### From the Job * Select the Line Items you wish to Quote by selecting the tickbox. * Click on 'Create Sales Quote' from the Actions drop-down menu. * A new Sales Quote will now exist containing the selected Line Items. #### From the Customer * Browse to the Customer. * From the Actions dropdown, select ‘New Sales Quote’. * Create the Sales Quote. * From the Job field, click the magnifying glass icon and select from the Customer's list of Jobs. #### Creating an Invoice from a Job * A sales invoice can be created once the Job has Booked Line Items. * Select which Line Items you wish to Invoice, by ticking the lines you wish to include. * From the Actions drop-down menu click on 'Create Sales Invoice'. * A new Sales Invoice containing the selected Line Items will be created. #### Tracking the Invoiced Line Items Tracking the Invoiced Line Items. A red tickbox indicates line items that have already been invoiced. The amount Invoiced will show in the same line on the 'Qty Invoiced' column. #### Tracking Job Profitability and Progress using Quick Reports * The dropdown ‘Quick Reports’ gives you access to these reports. * Select the report you require from the Quick Reports drop-down menu. * A popup window will open with the results, which you can print or export. Quick Reports lets you track the Profitability, Progress and similar metrics relating to the Job. ### Job Fields Most of the fields are self-explanatory. * The line items booked to the job can only be viewed here. * Line Items can only be booked to a Job from Timesheets, Bills and Expense Claims. * You will see time, expenses and purchases booked to the job by various staff, in one view.

Field	Notes
Job name	Name of the jon
Job type	Drop-down list of the different types of Job. Time and Materials. Fixed price. Internal.
Customer	Auto-populated and cannot be changed.
Customer Ref #	Auto-populated and cannot be changed.
Owner	Drop down field where the worker can be selected. The owner of a prospect is usually the Worker who created the Job. The ownership can be re-assigned at any time. The drop down Owner field is a list of Workers that have login permission.
Group name	This allows different Jobs to be grouped together under the same name. This grouping is used in Reports as a filter.
Is Active	A tickbox which indicates the status of the job e.g. Whether a job is in progress or on hold.
Start Date	The date this job commenced. Compulsory field.
Ref #	This field cannot be edited. An automatic code is assigned when a job is created.
Priority	The priority of this Job. This can be changed at any time. Values: Normal. High. Low.
Stage	The Job Stages. Values: Not Started. In Progress. Suspended. Completed.
% Complete	The percentage completion of the Job
Currency	The currency for this client. This cannot be changedand is assigned when the customer is created.
Exhange Rate	The applicable exchange rate to convert this currency.
Customer Ref	A free text field where a Customer ref number, such as the PO number can be added.
Contact	You can search from all available contacts and assign one specific contact to this job. When selecting the appropriate contact, the Telephone and Email fields will be populated.
Expected Completion	The date the Job is expected to be completed.
Actual Completion	The date the Job was actually completed.
Price List	A dropdown field where the applicable price list can be selected for this job.
Tax Code	Select the applicable tax code.
Terms	A dropdown field allowing you to choose from: 30 days. 2%, 10 Net 30. COD
Price Level	See working with price level

### Job Key Facts * Jobs represent work or projects done for your Customers. * Line Items can be booked to Jobs from Documents such as Expense Claims, Timesheets and Bills. * You can create related Documents from Jobs, such as Sales Quotes and you can also Invoice from the booked Line Items. * For Invoices, the Job keeps track of which Booked Line Items have been invoiced and how much has been invoiced. * The Job keeps track of all associated Transactions, these can be accessed easily from the 'Transactions' tab. * At any time you can run 'Quick Reports' to give you real-time information about metrics such as Job Profitability and Progress. # Sales Quote A.k.a. estimate See [Sales Quote ⛭](/setup/configuration/sales-quote)

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[Customize Sales Quotes](https://howto.salesorder.com/customize-sales-quotes/)

[Track the Status of Sales Quote](https://howto.salesorder.com/track-the-status-of-sales-quotes/)

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[Reprioritize Order Allocation](https://learn.salesorder.com/path-player?courseid=live-in-5\&unit=live-in-5_6542980ff05a4Unit)

[Unallocate Stock from a Sales Order](https://howto.salesorder.com/un-allocate-stock-from-a-sales-order/)

[Memorize and Organise Lists of Sales Orders](https://howto.salesorder.com/memorize-and-organize-lists-of-sales-orders/)

[Create a Sales Invoice from a Sales Order](https://howto.salesorder.com/how-to-create-sales-invoice-from-sales-order/)

[Configure Sales Orders](https://learn.salesorder.com/path-player?courseid=live-in-5\&unit=live-in-5_64ba829ef08adUnit)

[Sales Order 101](https://learn.salesorder.com/path-player?courseid=live-in-5\&unit=live-in-5_64ba82b837f53Unit)

[Capture Sales Order](https://learn.salesorder.com/path-player?courseid=live-in-5\&unit=live-in-5_6491a2a8487d6Unit)

[Earliest Ship Date](https://learn.salesorder.com/path-player?courseid=live-in-5\&unit=live-in-5_654296d6a5eb5Unit)

{% hint style="info" %} You can attach and link documents, images, etc to this record. See [Attachments and Links](/organizer/attachments-and-linking). You can customize and add fields, see [Customization](/customization). {% endhint %} ### Track SKU journey The Sales Order tracks the journey of SKUs from order capture to invoiced or sold for cash. Sales Orders give you immediate visibility of the quantity and types of line items: * Ordered * Allocated * In Shipping (Pick, Pack, Ship) * Shipped * Invoiced ### Track related transactions The Transactions Tab on the Sales Order tracks ALL subsequent transaction types: * Shipments * Invoices * RMAs * Back Orders (Purchase Orders) * Drop Ship Orders (Purchase Orders) * Special Orders (Purchase Orders). ### Line Item Allocation Status Indicators ![](https://2650739216-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FnVmamp3TnQON29mRg6Hg%2Fuploads%2FUJxU7oVlQyPbaOvxBmsg%2Fimage.png?alt=media\&token=856ec4e7-e329-488c-8603-454084b5036d) ### Line Item Drop Ship and Special Order Status Indicators ![](https://2650739216-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FnVmamp3TnQON29mRg6Hg%2Fuploads%2FGuBw5p6gh68SGqeBODp3%2Fimage.png?alt=media\&token=3b2b2c38-532a-4c07-a6fe-4ceff74dd316) ### Fields {% hint style="info" %} **Search Field Definitions**? Use Ctrl-F and the field name to quickly locate and review the description {% endhint %}

Glossary	Definition
Customer	Customer name
Customer #	Customer Ref#
Owner	The user creating or owning this document. See 'Owners'.
Approval	Users need the relevant permission to change the value of this field: Values are: Approved, Not Approved, Submitted, Rejected. See ‘Approvals’
Customer Ref	A unique reference originating from the Customer i.e. Purchase Order #
Contact	The main or a selected Contact. In Edit mode you can select from the associated List of Contacts.
Telephone	The phone number associated with the above Contact.
Email	The email address associated with the above contact, and where this document will be emailed from a List or the Document itself.
Allocation Status	Not Allocated, Partially Allocated, Fully Allocated. See ‘Stock Allocation’.
Back Order	See ‘Sales Order List’ (Back Orders)
Date	Any date, default is the creation date.
Ref #	The unique identifier for this Document
Status	The ‘accounting’ status of this Document, specifically: Pending: awaiting approval. Typically set on a Sales Order captured from an online channel. Open: not Invoiced* Fulfilled: Invoiced for the full amount. OverFulfilled: Invoiced for more than the original balance. *Please note: If 'Invoice non-allocated lines' is enabled in the Sales Order configuration, users may raise a Cash Sale or Invoice from the Sales Order for line items that have not been allocated. In this case, the status will remain 'Open'. Once all items have been allocated and shipped, the status will change to 'Fulfilled'.
Authorized by:	Commensurate with who approved this Order.
Our Ref	Inherited from a Sales Opportunity
Job	A reference to the Jobs List
Cash Flow Due Date	Optional. Enter a date in this field to forecast when payment will be recieved. The balance of this Document will show up on the Cash flow Forecast.
Price List	The Price List applied to this Document. See ‘Advanced Price Lists’
Shipping Priority	Inherited by the Shipment. Manually set. Values are Normal, Medium, High, Urgent.
Hold Shipment	When checked sets the Shipping Priority at the time of Shipment creation of the Shipment to Hold.
Template	The Template applied to this Document. See Document Templates.
Currency	The Currency in which this Document is presented. See ‘Currencies’.
Exchange Rate	The exchange rate applied to the relationship between this Document’s currency and the base currency of your general ledger. See ‘Currencies’.
Shipping Status	Not Shipped, Partially Shipped, Shipped. These indicate feedback from the underlying, child Shipment Document(s). See Shipments.
Tax Code / Group	The default Tax code/ Group inherited from the Customer and applied to Line Items on this Document. You can change the Tax code on an Item. See 'Tax'.
Terms	The default Payment Terms inherited from the Customer and inherited by subsequent child Documents. See ‘Payment terms’
Price Level	Depracated: The Price Level applied to this Document. Use 'Advanced Price Lists'
Required	An arbitrary required date
Expected	An arbitrary expected date
Default Site	The site from which a subsequent Sales Order would be fulfilled.
Shipping tab
Ship via	The shipping vendor or carrier, e.g. UPS. This field is inherited from the preceding parent Document. You can modify the value in this field. The dropdown is derived from the list of Shipping Carriers. See 'Shipping Carriers'.
Shipping method	The shipping method of the selected carrier, e.g. UPS - Ground. This field is inherited from the preceding parent Document. You can modify the value in this field. The dropdown is derived from the list of Shipping Carriers. See 'Shipping Carriers'.
Ship Date	The date the Order was shipped. Either manually inserted by user, or passed from an integration, e.g. EasyPost when a Shipment status is changed to Shipped.
Shipment Tracking #	The Shipping vendor tracking number. Either manually inserted by user, or passed from an integration, e.g. EasyPost when a Shipment status is changed to Shipped.
Shipping Cost	The Shipping vendor cost. Either manually inserted by user, or passed from an integration, e.g. EasyPost when a Shipment status is changed to Shipped.
Shipping Weight	The Shipping vendor recorded weight. Either manually inserted by user, or passed from an integration, e.g. EasyPost when a Shipment status is changed to Shipped.
Shipping Terms	An arbritrary value, e.g. FOB (freight on board), Free. etc.
Origin tab
Imported from Cart	Shopping Cart or API
Imported On	Date of Import
Cart Mapping	Cart Order ID
Payment Method	I.e. Paypal

### Actions #### Show WMS Stock Show the Stock in the respective WMS Site allocated and picked to this Order. This action displays a view onto the Stock Instance. #### Check Stock (only displayed in Edit mode) Check the availability of all stock on this Sales Order. Alternatively, click on the Item code link to get a more detailed view of the stock i.e. Free vs On Hand. #### Memorize See, ‘Memorized Transactions’ #### Edit Allocation (only displayed in Edit mode) Displays allocation options #### Preferred Suppliers The purpose of this control is to enable the editing of the user’s supplier preference. The system displays a modal (pop-up) box in which the user can change the supplier from the default supplier to a new supplier. The new supplier has to be present on the preferred supplier table. The preferred supplier details are used to create the Drop Ship or Special Order. This control can also be used to direct the Purchase Order generators to select an alternative to the default Supplier. # Common Sales Tasks ## Payments ### Using Basys *Basys is a payment processor with very low charges.* Go [here ](/setup/payment-processors/basys-low-fees-vip-service)to setup Basys [Pre-Authorizing Payments](/sales/sales-orders/common-sales-tasks/pre-authorization-pre-payment-with-basys) # Pre-Authorization/Pre-Payment with BASYS

Media

[Take Pre-Authorized Payment with BASYS](https://howto.salesorder.com/take-pre-authorized-payments-with-basys/)

## Pre-Authorized Payments Pre-authorization functionality allows you to obtain approval from a customer's financial institution for a specified amount, ensuring the availability of funds and verifying the validity of the card before finalizing the sale by taking payment. {% hint style="info" %} You must be using the BASYS Payment Processor plugin to use the following. {% endhint %} ### Process a Pre-Authorize Payment Upon installing the BASYS plugin, you will find the 'Authorize (BASYS)' action at the top of the page on every sales order. 1. To authorize a payment, select this action.

2. Upon selection, a dialogue box will prompt you to enter or use card details. * If you are entering a new card, ensure to select 'Authorize and Store', this will securely store this card for future transactions. See below:

* Alternatively, you can choose a previously saved card by selecting the appropriate check box. See below:

4. Upon successful authorization, this confirmation message will be displayed:

You can navigate to the Payment Method tab on the sales order to access detailed information about the authorized payment including the method and status.

5. Add a new item, the total amount will update. Proceed to make the payment as usual. When you process the payment you will see this message:

6. Click 'Void Authorized & Make Payment'.

7. Click 'Finish'. ### Review Transactions To review the payment details, go to Setup > Registered Plugins > BASYS and click 'Processor Log'. Here you can access both the original authorization payment and the recent transaction.

# Ordered Item History This functionality lets you quickly select recently ordered items via the Item Selector when creating new Sales Documents.

Media

[Ordered Item History](https://howto.salesorder.com/ordered-item-history/)

#### Configuration To enable this functionality, go to Setup > Configuration > Customers. Enable Item Order History using the checkbox. Users can sort previously ordered items by Item Code or by Order Date. **On Documents** The default is that this functionality is not enabled. In this case, there will be no previously ordered items displayed. If this functionality is enabled, when you add items to a document via the Item Selector, the system displays 100 previously ordered items by this trading partner. These items will be highlighted in green. # Stock Allocation A controlled process for assigning stock to Sales Orders.

Media

[Stock Allocation](https://salesorder.wistia.com/medias/crq70acffh)

### Stock Allocation - need to know The purpose of stock allocation is to reserve or ring-fence stock for a Sales Order. Stock allocation decreases the balance of free stock. When you allocate stock you increase the on-hand balance by the amount of stock allocated. Stock allocation is a mandatory step preceding the creation of a Shipment. The configuration of the Sales Order determines whether or not, and how the stock is allocated. See [Sales Order ⛭](/setup/configuration/sales-order) config. ### Allocation Indicators on Line Items **When saved** the LIne Items on the Sales Order will display the allocation status per line item, or the invoiced status. **When in Edit mode** the Line Items on the Sales Orders will display how much allocation can be done. ![](https://2650739216-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FnVmamp3TnQON29mRg6Hg%2Fuploads%2FmSAbN3xqNoym3GwlRosK%2Fimage.png?alt=media\&token=32078487-e921-46a4-bad0-9aec8e142f93) The **Allocation column** on the Line Item Table displays the amount of stock allocated versus the quantity ordered. ### Allocation Indicators on the Sales Order List You can determine which orders can be allocated in the list by using the action 'List Orders requiring allocation'. The list will display to what extent allocation is possible on each Sales Order, specifically (see above), * Cannot Allocate * Can Partially Allocate * Partially Allocated ### Unallocating (deallocating) Stock You can deallocate stock from a single or multiple Sales Orders. #### Deallocate stock from a single Sales Order Put the Sales Order in the 'Edit' state. Either deallocate all Items using: The Sales Order>Actions>Unallocate Stock OR The Sales Order>Action Bar>Edit Allocation In the respective line item column cell, adjust the allocated quantity. Save the Sales Order. #### Deallocate stock from multiple Sales Orders. This action deallocates stock from selected Sales Orders. Select the Sales Orders you wish to unallocate. Sales>Sales Orders>Allocating>Unallocate Stock # Pick-Pack-Ship Process ### Two distinct pick, pack, ship workflows Salesorder.com can be configured to process Sales Orders with or without the Warehouse Management System (WMS). #### Without the WMS [See this video explanation](https://salesorder.wistia.com/medias/n7wj3wc478). In this configuration, Shipments are processed from the Shipments List. #### With the WMS [See this video explanation](https://salesorder.wistia.com/medias/ct8g7johbz). In this configuration, Shipments are processed in the WMS. # Sales Order List Find, Group and perform bulk actions on Sales Orders See[ Sales Order List ⛭](/sales/sales-orders) ### Sales Order List - need to know The Sales Order List enables users to perform bulk search and processing operations to: * Progress Sales Orders through the fulfillment journey * Create Purchase Orders for Back, Drop Ship and Special Orders * Learn how to resize and reorder lists [here](/common-actions#resizing-and-sorting-columns-on-lists). Green, Orange, and Red indicators, together with statuses in the row reflect whether or not there is stock available for allocation, together with the allocation, accounting, and pick, pack ship status for each Order. See ‘[Stock Allocation](/sales/sales-orders/stock-allocation#_kdnc5gmmc92c)’ ![Order allocation feasibilty](https://2650739216-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FnVmamp3TnQON29mRg6Hg%2Fuploads%2F7Csww75cfbx9d5Lq5r6I%2Fimage.png?alt=media\&token=c0c8a3dc-8fb3-4764-877f-cc813167a9b7) ### Find and select Orders * Search for Sales Orders using filters (Action>Search) * List All, Pending, Open, Orders (respective Actions) * List All, Pending, Open Orders by Owner (Action>Find) * Create memorized searches (Action>Advanced Search>Memorize) See 'Memorized Searches'. ### Approve Orders * List Pending action reveals a control 'Approve' enabling you to select and approve orders. * Find submitted Orders awaiting Approval (Action>Find) * Find Approved Orders (Action>Find) Users with Approval permissions set in their respective ‘Role’ can bookmark or view found Orders to edit and approve them. See ‘[Approvals](broken://pages/aahThROqMtj64HZGjLPH)’ ### Approve Credit for Orders * Find Orders awaiting Credit Approval (Action>Find) * Approve Credit *selected Orders* (Action>Approve Credit) See ‘[Credit Controls](/sales/customers/credit-controls)’. ### Stock Allocation * List Orders requiring Allocation (Action>Allocating) * List Orders that can be fully Allocated (Action>Allocating) * List Orders that can be partially Allocated (Action>Allocating) * List Orders that cannot be Allocated (Action>Allocating) * Show Allocation for selected Orders (Action>Allocating) - this action displays the ‘Allocate’ and ‘Allocate and Create Shipments’ Actions so as the user can move selected Orders to the Shipments stage * Allocate Stock (Action>Allocating). Allocate Stock to the selected Orders. * Create Shipments (Action>Allocating). Create Shipments from the selected Orders. See ‘[Stock Allocation](/sales/sales-orders/stock-allocation)’. ### Create Shipments * Users can create Shipments from selected Orders (Action>Allocating) * Show Allocation for selected Orders (Action>Allocating) - this action displays the ‘Allocate’ and ‘Allocate and Create Shipments’ Actions so as the user can move selected Orders to the Shipments stage See ‘[Shipments](/sales/shipments)’ ### Track Orders ready to, or currently in Pick, Pack, and Ship * List Orders ready to Pick, Pack and Ship (Action>Pick-Pack-Ship) * List Orders in Pick Pack, Ship. The rows returned show the position and status of each order in the journey. (Action>Pick-Pack-Ship ### Create Invoices * List Orders Shipped not Invoiced (Action>Invoicing) * List Orders partially / fully shipped (Action>List>Green Button) * Users can bulk create Sales Invoices from selected Sales Orders. (Action>Invoicing) ### Create Cash Sales (Sales Receipt) * List Orders Shipped not Invoiced (Action>Invoicing) * List Orders partially / fully shipped (Action>List>Green Button) * Users can bulk create Cash Sales from selected Sales Orders. (Action>Invoicing) ### Create Back Orders (Deprecated) See and use '[PO Generator by Order](/purchasing/po-generator-by-order)'. ~~Sales Orders have an ‘on Back Order’ checkbox which is automatically checked by the Back Order generator. Users can run the Back Order generator from the Sales Order List (Action>Back Orders).~~ ~~The user action ‘Create Back Order Purchase Order’ control scans the Order list for Sales Orders with a status of ‘not allocated’ or ‘partially allocated’ and creates Purchase Orders (Back Orders).~~ ~~The resulting Back Orders are based upon the aggregation of the shortfall of stock. These Purchase Orders derive their Supplier details from the ‘Preferred Supplier’ table on the respective Item Master.~~ ~~Each Sales Order’s ‘on backorder’ checkbox is checked during the backorder operation. The ‘Sales Order’ field on each Purchase Order generated is populated with either:~~ * ~~**the Sales Order Ref #**, where there is a one-to-one relationship between the Purchase Order and the Sales Order. The Sales Order ref number links to the Sales Order.~~ * ~~**the word ‘Split’**, where there is a one-to-many relationship between the Purchase Order and multiple Sales Orders. Clicking the link will display a modal box (pop up) that presents a list of the ‘linked’ Sales Orders.~~ ~~The linked Purchase Order will appear in the ‘Transaction’ tab of each Sales Order.~~ ### Print Pick Lists * Print the Pick List by Item (Action>Pick-Pack-Ship) * Print the Pick List by Order (Action>Pick-Pack-Ship) ### Drop Ship Orders * List Drop Ship Orders (Action>Drop Ship) * List Drop Ship Orders (Bill*/Purchase Invoice* received) (Action>Drop Ship) * List Drop Ship Orders (No PO) (Action>Drop Ship) * Create Drop Ship Purchase Orders *from the selected Orders* (Action>Drop Ship) * Create Invoices (Bill received) *from the selected Orders* (Action>Drop Ship) ### Special Orders Special Orders are used to order Items to be shipped to you and then shipped onward to the customer. * List Special Orders (Action>Drop Ship) * List Special Orders (No PO) (Action>Drop Ship) * Create Special Orders (Action>Drop Ship) * Create Invoices (Bill*/Purchase Invoice* received) *from the selected Orders* (Action>Drop Ship) # Drop Ship Automate creation of Supplier Purchase Orders from Sales Orders

Media

[Dropship; Dropship Items, Sales Orders](https://salesorder.wistia.com/medias/pt9uh2wj5m)

[Dropship; Purchase Orders, Shipments, Transactions Tab](https://salesorder.wistia.com/medias/x35q4rx5om)

[Dropship; Invoicing](https://salesorder.wistia.com/medias/7bpnndm6wn)

No WMS - Change Shipping Status on Dropship Order

[Change Shipping Status on Dropship Item (no WMS)](https://howto.salesorder.com/change-shipping-status-on-dropship-item-no-wms/)

[Set Item to 'Dropshipped'](https://howto.salesorder.com/set-item-to-dropshipped/)

[Dropship Order Workflow](https://app.storylane.io/share/zeribotfpmk2)

[Dropship Invoice Workflow](https://app.storylane.io/share/zcjwkrlveqm3)

### Drop Ship Sales Orders - need to know Drop shipped orders result from Purchase Orders initiated by an incoming Sales Order. Your Supplier ships the products directly to your Customer. You invoice your Customer, and your Supplier sends you their invoice. The system can execute and track this entire process. These types of Items can be set to trigger drop shipments: * Stock * Assembly Items * Non-stock * Service * Charge ### Use Shipments to track drop shipments? Shipments track the journey of allocated from Inventory. Because drop shipments originate from your Suppliers you can configure your system to use Shipments so you always have a record of what was shipped. Go to Setup>Configuration>Shipments Click Edit. Check the 'Allow Drop shipped Items' box and save. See [Shipments](/sales/shipments). ### Set Item to default to drop shipped On the Purchasing/Costs tab of each Item there you can set the default behavior of each Item to dropship. | **Default Order Type** | Standard | | ---------------------- | ------------- | | | Drop Shipped | | | Special Order | When you add an Item set to Drop Ship on the Line Item table of a Sales Order or Sales Quote the letter ‘D’ will be displayed to the left of the Item Code. See '[Indicators](/sales/sales-orders#_7qc1loxavsok)'. ### Set Dropship Item default Supplier Preferred Supplier(s) can be stored on the ‘Preferred Supplier’ table on the ‘Purchasing/Costs’ tab on the Item Master. This table stores: | Supplier | A Supplier from your Suppliers List | | ---------------------- | ---------------------------------------------------------------------------------- | | Item Code | The Supplier’s part / SKU code. This code will appear on the Purchasing Documents. | | Description | | | Unit Cost | The last cost. Manually entered. | | Stock | Suppliers last known stock level | | Minimum Order Quantity | The supplier’s threshold. | | Average Lead Time | In days | | Use on Docs | Use this data on Purchase Documents | | Default | The default preferred supplier. | ### Change Item to Drop Ship, or a different Supplier You can access and manipulate the preferred supplier from the Action ‘Preferred Suppliers’ on the Sales Quote and Sales Order Documents. This is useful if you need to Drop Ship a Standard Item (one you don’t normally Drop Ship). #### When the Document is not in Edit mode When you click the ‘Preferred Supplier’ Action, a modal (popup) window will appear:


Preferred Suppliers
Item	Supplier	▢ DS	▢ SO
ABC123	ABC Supplies	▢	▢
DEF345	DEF Supplies	🗹	▢

In the above example the Document has two line Items in the Line Item table. DEF345 is set to Drop Ship. The Preferred Suppliers for the Items are displayed as View only. #### When the Document is in Edit mode You can select and change the Item preferred supplier


Preferred Suppliers
Item	Supplier	▢ DS	▢ SO
ABC123	Preferred Suppliers ABC Supplies Available Suppliers DEF Supplies GHI Supplies	▢	▢
DEF345	▢	▢


Preferred Suppliers
Item	Supplier	▢ DS	▢ SO
ABC123	ABC Supplies	🗹	▢
DEF345	DEF Supplies	▢	▢

You can select and change the Item ‘Default Order Type’ . In the above example Item ABC123 is set to Drop Ship. ### Set Preferred Suppliers costs on Sales Orders for Dropship and Special Order Sales>Sales Order>Configure>Dropship/Special Order The purpose of this control is to determine where the unit cost is derived and applied from, specifically: * the unit cost specified on the preferred supplier table located on the Purchasing tab of the respective Item Master. * the arbitrary cost on the Sales Order. A typical use case is where you are brokering the sale of an Item. You agree on a cost with the supplier, back to back with agreeing on a cost with the end customer. * the unit cost specified by you on the respective Item Master ### List and Create Drop Ship Orders from the Sales Order List * List Drop Ship Orders (Action>Drop Ship) * List Drop Ship Orders (Bill*/Purchase Invoice* received) (Action>Drop Ship) * List Drop Ship Orders (No PO) (Action>Drop Ship) * Create Drop Ship Purchase Orders *from the selected Orders* (Action>Drop Ship) * Create Invoices (Bill received) *from the selected Orders* (Action>Drop Ship) # Special Orders (Just in Time) From a Sales Order, automate the purchase of just in time (JIT) Items you don't normally stock. Special Orders - need to know Special orders result from Purchase Orders initiated by an incoming Sales Order. Your Supplier ships the products directly to you. You then ship the products to your Customer and then send them your invoice. Your Supplier sends you their invoice. The system can execute and track this entire process. These types of Items can be set to trigger special orders: * Stock * Assembly Items * Non-stock * Service * Charge ### Set Item to default to Special Order On the Purchasing/Costs tab of each Item there you can set the default behavior of each Item to special order. | Default Order Type | Standard | | ------------------ | ------------- | | | Drop Shipped | | | Special Order | When you add an Item set to Special Order on the Line Item table of a Sales Order or Sales Quote the letter ‘S’ wil be displayed to the left of the Item Code. See '[Indicators](/sales/sales-orders#_7qc1loxavsok)'. ### Set Special Order Item default Supplier Preferred Supplier(s) can be stored on the ‘Preferred Supplier’ table on the ‘Purchasing/Costs’ tab on the Item Master. This table stores: | Supplier | A Supplier from your Suppliers List | | ---------------------- | ---------------------------------------------------------------------------------- | | Item Code | The Supplier’s part / SKU code. This code will appear on the Purchasing Documents. | | Description | | | Unit Cost | The last cost. Manually entered. | | Stock | Suppliers last known stock level | | Minimum Order Quantity | The supplier’s threshold. | | Average Lead Time | In days | | Use on Docs | Use this data on Purchase Documents | | Default | The default preferred supplier. | ### Change Item to Special Order, or a different Supplier You can access and manipulate the preferred supplier from the Action ‘Preferred Suppliers’ on the Sales Quote and Sales Order Documents. This is useful if you need to Special Order a Standard Item (one you don’t normally Special Order. #### When the Document is not in Edit mode When you click the ‘Preferred Supplier’ Action, a modal (popup) window will appear:


Preferred Suppliers
Item	Supplier	▢ DS	▢ SO
ABC123	ABC Supplies	▢	▢
DEF345	DEF Supplies	▢	🗹

In the above example the Document has two line Items in the Line Item table. DEF345 is set to Special Order. The Preferred Suppliers for the Items are displayed as View only. #### When the Document is in Edit mode You can select and change the Item preferred supplier


Preferred Suppliers
Item	Supplier	▢ DS	▢ SO
ABC123	Preferred Suppliers ABC Supplies Available Suppliers DEF Supplies GHI Supplies	▢	▢
DEF345	▢	▢


Preferred Suppliers
Item	Supplier	▢ DS	▢ SO
ABC123	ABC Supplies	▢	▢
DEF345	DEF Supplies	▢	🗹

You can select and change the Item ‘Default Order Type’ . In the above example Item DEF345 is set to Special Order. ### Set preferred suppliers costs on Sales Orders for Dropship and Special Order Sales>Sales Order>Configure>Dropship/Special Order The purpose of this control is to determine where the unit cost is derived and applied from, specifically: * the unit cost specified on the preferred supplier table located on the Purchasing tab of the respective Item Master. * the arbitrary cost on the Sales Order. A typical use case is where you are brokering the sale of an Item. You agree on a cost with the supplier, back to back with agreeing on a cost with the end customer. * the unit cost specified by you on the respective Item Master ### List and Create Special Orders in bulk from the Sales Order List Special Orders are used to order Items to be shipped to you and then shipped onward to the customer. * List Special Orders (Action>Special Orders) * List Special Orders (No PO) (Action>Special Orders) * Create Special Orders (Action>Special Orders) * Create Invoices (Bill*/Purchase Invoice* received) *from the selected Orders* (Action>Special Orders) # Discounts How to apply Discounts to Sales Documents There are two methods: ### In a Document Line Item table Discount column This method discounts the line item by the discount percentage entered into the Discount column in the respective row. The discount is not posted to the General Ledger. How the discount is applied is configurable: Setup>Configuration>Accounting>Accounts>Discounts>Discount Calculation. Choose and preset: * Using Unit Price/Cost * Using Total Pre-tax amount Depending on the option selected in the Accounts configuration page, the discount is either applied to the Unit Price (i.e before the line total is calculated) or on the pre-tax amount (after the line total is calculated). ### In a Document Line Item table row using a Discount Item This method uses a Discount Item to represent the Discount. To use this add the Discount Item onto the Line Item Table directly beneath the row you want to apply the discount to. The Item applies the Discount percentage (or fixed amount) to the net amount (pre-tax) of the preceding Item’s unit price. The discount is posted to the General Ledger. Set the account the Discount Item posts to on its Accounting tab. ### Display Discount % and the respective amount on screen, when printed. There are two columns to display discount ‘Discount’ and ‘Total Discount’. These can be configured on the Document Template to display % and amount respectively. Go to Sales Order>Configure>Sales Order Templates> and choose the template. Check which column(s) and in what mode you want them to be displayed i.e. ‘...when printed’ and ‘...appear on screen’. # Prepayment/Deposit

Media

[Customer Prepayments](https://salesorder.wistia.com/medias/mzj2gmhds1)

Read this entire article before you use a Prepayment/Deposit. ### Setup #### Setup Accounting for Deposits /Prepayments Use an existing account or create a new account: Accounting>Chart of Accounts>+ Current Liability>Account name = Deposits Now Setup Deposit/Prepayment Item Set up a Charge Item with its Income account mapped to the current liability account ‘Deposits’ Products/Services>Items>+>Charge>Item Code = Prepayment or Deposit - or a name your sales team uses to describe this type of task. Charge Item>Accounting tab>Accounts>Income = Deposits ### Show Deposit on a Sales Order You’ll need to be careful with this method. Take your time. 1. Enter the ordered Line Items 2. Enter two Deposit Charge Items on separate rows 3. Enter the Deposit amount in the Unit Price column against each Deposit Charge Item. 4. Sign the second Deposit Item’s Unit Price with a minus (-) 5. If you are going to send the Sales Order to the Customer, you’ll want to show the deposit on the PDF. Omit the row with the unsigned Unit Price, so as the Sales Order only shows the Deposit Item with the signed amount. Here’s how: |

Hiding Rows when printing a Document

The display of the rows of a Document when it’s printed or emailed as a PDF can be disabled by clicking the row number.

Edit the Document.
Click on the row number you want to omit from printing. The row number will appear faded.
Click Print to check the result. (Just open and review the PDF)

| | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 1. You can now link the recording of the Deposit on a Cash Sale or a Sales Invoice to this Sales Order, here’s how… ### From a Sales Order, invoice the Deposit or take immediate payment using a Cash Sale 1. Go to the Sales Order you prepared as above. 2. Select the row containing the unsigned Deposit Charge Item. 3. Create an Invoice or a Cash Sales 4. If you use a Sales Invoice, save and send it with just the Deposit Item. 5. If you use a Cash Sale, take and process the payment on the Payment Methods tab. Then send the Cash Sale to the Customer. 6. In both cases, the Sales Invoice or Cash Sale will be linked to the Sales Order (Our Ref), and the respective Document will appear in the Transactions tab on the Sales Order. When you review the Sales Order, you’ll notice the row with the Deposit Charge Item has an indicator ‘Invoiced’. When you invoice the residual of the Sales Order, because the Deposit has been invoiced/collected the Invoice status will set to Fulfilled. ### If you are not using a Sales Order for this transaction #### Setup a Memo type ‘Deposit’ for use as a reminder/memo This is an optional step. See ‘Using Memos’. When you take the deposit you can create and link a Memo to the Cash Sale or Sales Order to record details about the transaction, and act as a reminder. #### Take a Deposit or Prepayment without a Sales Order See ‘Using Cash Sales’, if this is the first time you’ve encountered the Cash Sale Document. 1. Create a Cash Sale 2. Add the Charge Item and set the Unit Price column to the deposit/prepayment amount. 3. On the Payment Method tab record and process/save the payment details. 4. Email the Customer a copy of the Cash Sale Document. 5. Add a Memo to the Cash Sale (type Deposit) and record details. #### Account for the Deposit on the Sales Invoice without a Sales Order When its time to Invoice the customer, you’ll need to account for the deposit. To do this: 1. Go to the Transactions tab on the respective Customer master and locate the original Cash Sale. If you created the Memo type ‘Deposit’, locate the Memo on the Memos tab using the Search Options>Memo type=Deposit. The Memo will be linked to the original Cash Sale. Bookmark the Memo and te Cash Sale for reference. 2. Create the Sales Invoice 3. Add the ‘Deposit’ Charge Item as a Line Item, with the Unit Price set to the original Deposit balance. 4. Sign this Unit Price with a minus (-) to subtract the deposit from the Invoice. 5. Save and email the Invoice. # 'Add Shipping Cost to Sales Order' Plugin This feature allows automatic addition of a shipping charge as a line item to an invoice when certain conditions are met. 1. Ensure that the ‘Add Shipping Cost to Sales Order’ is installed and configured. (Setup > Plugin Store) 2. Create a Shipment from the Sales Order. 3. Enter shipping cost if known, if not known, leave blank or enter a placeholder amount. 4. If connected to a shipping vendor, the shipping cost will be automatically populated when Shipment marked as shipped. 5. Save. 6. Return to the original Sales Order and you will see a line item called ‘SHIPPING\_COST’ has been added to the line item table. If the order qualifies for free shipping then no shipping charge is added to the invoice. #### Factors Affecting Shipping Cost: Cubic Volume/Weight: The space occupied in the shipping vehicle affects the cost. Destination: The cost varies based on the shipping destination. Speed: Expedited shipping options may incur additional charges. Final Cost Arbitrariness: The exact shipping cost may be arbitrary or pre-determined by certain criteria. # Cash Sales A Cash Sale is recorded when a Customer pays you in full at the point of sale. See [Cash Sale ⛭](/setup/configuration/cash-sale)

Media

[Cash Sale](https://salesorder.wistia.com/medias/a4t5o0u4bb)

### Need to know Cash Sales (a.k.a Sales Receipts in Quickbooks) are used to record the immediate sales of Items for payment. The Customer, Items, and payment method are recorded on the Cash Sale document. ### **Configuration** If 'Invoice non-allocated lines' is enabled in Setup > Configuration > Sales Order, users may create a Cash Sale for an Order with items that have not yet been allocated. The order status will remain as 'Open' until all items are allocated and shipped, at which point, the status will change to 'Fulfilled.' # Sales Invoices See [Sales Invoices ⛭](/setup/configuration/sales-invoice-1) See also [Invoicing Per Warehouse/Site](/setup/configuration/sales-invoice#invoicing-per-warehouse-site)

Media

[Sales Invoice](https://salesorder.wistia.com/medias/c6lsxejqzf)

[Create Customer Payment from Sales Invoice](https://howto.salesorder.com/how-to-create-customer-payment-from-sales-invoice/)

[Create Sales Invoices from Sales Orders](https://howto.salesorder.com/how-to-create-sales-invoice-from-sales-order/)

### Need to know Sales Invoices can be created from the Customer Master. Customer>Actions>New Sales Invoice Or from the following Documents. * Sales Quote * Sales Order You can select all or some of the line items to be invoiced from the above and then: Document>Actions>New Sales Invoice #### How to Create a Sales Invoice There are a multitude of ways to create Sales Invoices in the app. 1. You can **raise Sales Invoices from documents:** To create a Sales Invoice from a Sales Order, select the items you want to invoice from the line item table, go to actions and select 'Create Sales Invoice'. The Sales Invoice will inherit data from the Sales Order. The process is the same for Sales Quotes. 2. You can also **raise an arbitrary Sales Invoice**: Go to 'Sales Invoices' on the Explorer under the Sales folder. Either click the plus sign from the Explorer or click on 'Sales Invoices' to display the list. From here, click the plus icon at the top of the page. You will be prompted to select a customer from your system. Once created, use the line item table to add items to the Sales Invoice. #### Bulk Sales Invoice Creation From the Sales Order list you can bulk create Sales Invoices. To do this: * Go to the Sales Order list * List 'Orders Partially/Fully Shipped Not Invoiced' * Click the check box to select orders from the list and click ‘Create Invoices.’ * This will take you to the Sales Invoices list. Now you can see all invoices that the automation has created #### Emailing Sales Invoices You can email Sales Invoices directly from the document or the Sales Invoice List. To email the Sales Invoice from the document, go to the 'Email' drop-down on the action bar. From here, you can send a blank message or you can choose an [email template](/setup/email-templates) from the list. From the List, you can **email invoices in bulk.** Use the check boxes to select which Invoices you want to email, then select 'Email Invoices' from the action bar. Choose an email template from the drop-down and then click send. #### Printing Sales Invoices You can print Sales Invoices from the document itself or the List. Select 'Print' from the action bar to print from the document. From the List, you can **print invoices in bulk**. Use the checkboxes to select which Invoices you want to print, select 'Print Invoices' from the action bar, download the PDF file(s), and print. #### **Configuration** If 'Invoice non-allocated lines' is enabled in Setup > Configuration > Sales Order, users may create a Sales Order for a Sales Order with items that have not yet been allocated. The order status will remain as 'Open' until all items are allocated and shipped, at which point, the status will change to 'Fulfilled'. #### Sales Invoice List Learn how to resize and reorder lists [here](/common-actions#resizing-and-sorting-columns-on-lists). # Payments from Customers See [Payments from Customers ⛭](/setup/configuration/payments-from-customers)

Media

[Make a Deposit](https://howto.salesorder.com/make-deposit/)

### Need to know Users can: * Directly receive Card and ACH payments. * Record other types of payment, i.e. Checks. Both of the above are recorded as a 'Payment' Document in Salesorder which enables users to: * Record the payment method & amount of payment received. * Link the payment to an Invoice or Credit Note. * Track and apply the balances of any unused credit or payments. * Allocate part or all of the balance from Credit Notes. * Add and post discounts. * Add and post charges. ### Unused Payments ⛭ You can configure your system to automatically create a Credit Note on the Customer's Accounts Receivable balance. To do this go to: Setup>Configuration>Accounts>General>Create Credit Note for Unused Payment and check the box. ### Depositing Payments When undeposited Payments are deposited to the Bank the Payment Document cannot be edited. * If the payment went directly to a bank account, select 'Deposit to' and select the appropriate bank. * If the payment method is a check, the Reference will be the check number. By default, the payment is sent to the Non-Deposited Funds Account. * If the Payment was paid into the Non-Deposited funds account and only later deposited into a Bank Account, then the Payment cannot be edited. An error message will show if you try to edit the Payment. * When you click on the 'Deposit' link in the error, it will take you to the Deposit Document on which the Payment is recorded. ### Recording Payments You can record a Payment from the Customer Master or from a Sales Invoice. * Customer>Receive Payment for unused payment or selected Sales Invoices. * Sales Invoice>Receive Payment on the respective Sales Invoice. 1. In the Date field, enter the date of the payment when it was received, not when deposited into the Bank. 2. In the Amount Paid field, enter the actual amount received. This field is pre-populated with the total outstanding amount owed on all open Invoices. 3. At the bottom, select the invoices to be paid, by ticking the 'Select' checkbox next to each invoice. The associated 'Amount to Credit' and 'Amount to Pay' fields become editable. 4. In the column ‘Amount to Pay’ enter the amount paid against the Invoice if it is different from the pre-populated amount. 5. Click on the 'Allocate Credit' tab. The currently available Customer Credit Notes will display. Click the 'Select' checkbox to make the 'Amount to Allocate' field editable. Enter the amount of Credit you wish to allocate. 6. To allocate the credit to the Invoice, go back to the Invoices tab and enter the $100 credit in the 'Amount to Credit' field. 7. Select the 'Payment Method' tab. From the Payment Method dropdown select the applicable option. {% hint style="info" %} **Note**: If an overpayment was made, that credit will be added to an ‘Unused Payment’ field. {% endhint %} ### Payment from Customers Fields/Columns #### Top Block Fields

Fields	Notes
Ref #	A reference number auto-assigned. See Working with Reference Numbers (Ref #)
Received from	The Customer who made the Payment
Date	The date will automatically be populated with the current date. Note: If the date you received payment is not the current date, you should enter the corresponding date
Customer Balance	The amount the Customer owes you. It is the current balance in the Accounts Receivable Ledger (Sales Ledger). If the field contains an amount preceded with a minus sign, this signifies that you owe the customer that amount
Currency	Once set, the currency cannot be changed and transactions will only be in the selected currency. See Currencies
Exchange Rate	The Currency Exchange Rate. For more information see Currencies.

#### Payment and Credit Block Fields:

Field	Notes
Amount Paid	Enter the amount the Customer has paid. This amount will automatically be added to the balance in the 'Unused Payment' field on the Invoices tab which will be adjusted when payment allocations are done.
Available Credit	This amount is the total of any outstanding Credit Notes. When you allocate credit to an invoice, this field will be adjusted accordingly.

#### Bottom Block - Tab one: Invoices

Field/Column	Notes
Unused Payment	Initially, this field will have the same value as the ‘Amount Paid’ field above. As payments to invoices are allocated, this amount will decrease accordingly
Unused Credit	Initially, this field will indicate any credit that is available. As credit is allocated to invoices, this amount will change accordingly. If not all the credit is used, this field will retain the residual value for future allocation to new invoices
Select Column	The first column - A tickbox to select the Invoices to which you want to apply a payment or credit
Date Column	The Due Date of the Sales Invoice(s)
Ref # Column	The unique ID of the Sales Invoice
A/C Memo Column	See Working with A/C Memos
Original Amount Column	The original balance on the Sales Invoice
Balance Due Column	The outstanding balance on the Sales Invoice
Amount to Credit Column	Enter the amount to be credited. You can only apply a value that is the same or less than the amount in the Unused Credit field. Note: To edit the value in this field, first tick the Select box at the beginning of the row you wish to edit
Amount to Pay Column	Enter the amount to be paid. You can only apply a value that is the same or less than the amount in the Unused Payment field. Note: To edit the value in this field, first tick the Select box at the beginning of the row you wish to edit

#### Bottom Block - Tab two: Allocate Credit

Field/Column	Notes
Select Column	Check this box to select a Credit Note from which you want to allocate credit
Date Column	The date the Credit note was raised (created)
Ref # Column	The Unique ID of the Credit Note
Original Credit Column	The original balance on this Credit Note
Credit Available Column	The outstanding balance on this Credit Note
Amount to Allocate Column	Enter the amount of credit you want to allocate from this Credit Note. Note: To edit the value in this field, first, tick the Select box at the beginning of the row you wish to edit

#### Bottom Block - Tab two: Payment Method The fields on this tab are used to record details about the payment. For information on entering payment details see [Entering Payment Details](broken://pages/pfKumzgeVnVsAhDJWTWQ).

Field	Notes
Payment Method	From the dropdown box select the applicable method used by the Customer to make payment
Payment Processor	The Payment Processor to be used for this Payment
Process Status	The status of the Payment Processing. This can be: NOT PROCESSED ACCEPTED REJECTED See Payment Processors
Reference	A unique reference or ID such as the check number or card transaction number. Filling in this field with the unique number that appears on your bank statement will make reconciliation of your bank account simpler
Deposit to	If this field is checked, then the amount paid will be recorded into the account you specify in the "To Account" field. If this field is unchecked, the amount paid is recorded in the Non-Deposited Funds account, which can then be deposited into a Bank Account at a later time
To Account	Specify which account the amount has been paid into. Only use this when the amount has been paid directly into an account other than non deposited funds

# Processing digital Payments Payments by Card or ACH. See [Payment Processors ](/setup/payment-processors)for options. # Apply Credit Automatically on Payments This functionality allows users to automatically apply selected credit notes on selected invoices. To use this functionality: #### 1. Create Payment Go to Actions on Customer and select ‘Receive Payment’. #### 2. Select Credit Notes and Invoices a. On the Allocate Credit tab, select which credit notes to allocate. * The user can edit the ‘Amount to Allocate’ column. b. On the Invoices tab, select which invoices to pay. * The ‘Available Credit’ field indicates the available amount to use. * The user can edit both the ‘Amount to Credit’ and ‘Amount to Pay’ columns. * The ‘Remaining’ Column is automatically updated. #### 3. Click ‘Apply Credit’ on Action Bar * If credit note(s) do not fully cover the invoice amount then the ‘Amount to Pay’ column will show the value left to pay. * If credit note(s) fully cover the value of the invoice, the value in the ‘Amount to Pay’ column will be 0.00. * If credit note(s) exceed all invoices, "Amount to Pay", leftover credit will be shown as "Unused credit". * Credit notes will be applied to the Invoices from the top to bottom of the list. If the credit amount is not enough to cover the full value of all selected invoices, invoices at the bottom of the list will be either partially allocated or not allocated at all. If the credit allocation is successful, a message will let the user know that the “Credit has been applied”. #### Edit and Delete Users may edit documents by using the edit button at the top of the page. The "Amount to Allocate" column can be edited to change how much of the credit note is allocated to invoices. Users can also remove credit notes from allocation by unchecking boxes on the tab. To delete, users can go to Actions and select "Delete" or "Void this Document" from the list. # Customer Credit Notes See [Customer Credit Note ⛭](/setup/configuration/customer-credit-note)

Media

[Customer Credit Notes](https://salesorder.wistia.com/medias/20e55lvzn1)

[Pay Bills with Credit Notes](https://howto.salesorder.com/pay-bills-with-credit-notes/)

{% hint style="info" %} You can attach and link documents, images, etc to this record. See [Attachments and Links](/organizer/attachments-and-linking). You can customize and add fields, see [Customization](/customization). {% endhint %} ### Need to know A Credit Note can be created from: | Source | Notes | | ------------------------------------------- | -------------------------------------------------------------------------- | | Customer Master | Customer>Action>New Credit Note | | Sales Invoice | Sales Invoice>Action>Create Credit Note | | RMA | See [RMA](/sales/rma) | | Receive an 'upfront' Payment from Customer. | See | # Customer Refunds See [Customer Refunds ⛭](/setup/configuration/customer-refund)

Media

[Customer Refunds](https://salesorder.wistia.com/medias/beiap1l2n4)

Sales > Customer Refunds #### When to Refund a Cash Sale A Customer Refund document is directly related to a sales activity. If a customer returns an Item, the Customer Refund document records the following: * The return of the Item(s) * The corresponding amount paid back to the customer * The method used to pay (Cash, Check, Card etc) * The source account you paid the money from If the above is related to a Cash sale, the cash sale document would be used to create the Sales Refund document. #### When to Refund a Credit This is when you wish to convert an outstanding Customer Credit note or credit balance to cash. Examples can include: when either the Customer has overpaid you or a previous credit has been applied to a Customer’s account and they wish to receive that credit as cash.
# Delivery Notes (a.k.a Packing List) a.k.a. Packing Note/Slip, Packing List etc. See [Delivery Notes ⛭](/setup/configuration/delivery-notes) Because of the versatility of Salesorder, you can create Delivery Notes individually or in bulk from a number of places. ### From the Delivery Note Delivery Note>Print ### From Delivery Notes Individually or in bulk. Select the Delivery Note(s). Delivery Notes>Print ### From the Shipment Shipment>Print>Print Delivery Note ### From Shipments Individually or in bulk. Select the Shipment(s). Shipments>Print>Packing Slips/Delivery Notes ### From the WMS Individually or in bulk. On the Goods Out pane select the Order(s). Goods out *pane*>Print Packing Slips On the Shipping pane select the Shipments. Shipping pane>Print Packing Slips. ### Delivery Note Email Template Setup > Email Templates > Issue Delivery Note

Mail is sent when a new delivery note is issued. The email template can be configured. See [Email Templates](/setup/email-templates). # Customer Statements Send your Customers a detailed breakdown of their AR transactions See [Customer Statements ](/setup/configuration/statements)

Media

[Customer Statements](https://salesorder.wistia.com/medias/25tf5s1cp5)

### Customer Statement - need to know Customer statements detail the Accounts Receivable (Sales Ledger) transactions in a period. You can bulk email Statements. ### Generating Customer Statements You can generate individual Customer statements from: * the Customer master Actions * in bulk from the Customers List Actions. In both cases there are two actions: #### ‘Generate Statement(s)’ This action produces statements that include all open invoices, all open credit notes, all unallocated funds (ie. unused payment), ordered by date with the oldest transaction first. On the Customer Master, Actions>Create Statement On the Customer List, Actions>Create Statement #### ‘Generate Statement(s) for Period’ This action allows the user to generate statements for a date range as per the existing functionality (ie. will include all transactions within the selected period). On the Customer Master, Actions>Create Statement for Period On the Customer List, Actions>Create Statement for Period #### Find Customers and their respective Documents to include in statements Customers>Find * with overdue invoices * with unused payments * With non-zero balance OR Customers>Advanced Search tab Now select the Customers you want to generate statements for, then use the relevant Action. ### Email Customer Statements Customers> Generate, Find or Search the Customer statement(s) you want to email. Now select the Customers you want to generate statements for. ### Setup Customer Statement template Setup>Configuration>Sales>Customer Statement ### Print Customer Statements Customers> Generate, Find or Search the Customer statement(s) you want to print. ### Download Customer Statements as a .xlsx file Customers> Generate, Find or Search the Customer statement(s) you want to download. # Shipments Once stock is allocated to a Sales Order, a 'child' Shipment transaction can be created. Shipments track the progress of Line Items through the pick, pack, and shipment processes. See [Shipments ⛭](/setup/configuration/shipment)

Media

[Shipping addresses](https://salesorder.wistia.com/medias/kskrizz69z)

[Set up Shipping Carriers](https://howto.salesorder.com/setup-shipping-carriers/)

[Create Shipment](https://app.storylane.io/share/nzm6vcqyf1ul)

### Shipments - need to know Shipments manage and track the journey of allocated Line Items, specifically the status and outcomes of the pick, pack and shipping process. {% hint style="info" %} **Shipments post to the GL accounts Stock Asset & COGS** When the Shipment status is changed to 'Shipped' a transaction credits the Stock Asset account and debits the COGS (Cost of Goods Sold). The balance posted is derived from the average cost of the commensurate Items. See also [Shipment accounting notes](#shipment-accounting-notes) {% endhint %} Pick, Pack, Ship etc Actions are initiated from the Shipment. You cannot create a Shipment if stock is not allocated to the corresponding Sales Order and the respective Line Items you want to ship. From the Sales Order List you can: * bulk allocate stock to Sales Orders. * bulk create Shipments Shipment Documents are ‘children’ of Sales Orders. A Sales Order can result in multiple Shipments. For example partial fulfillment of Line Items because of stock shortfalls. Shipments inherit properties from the Sales Order specifically, * Customer name * Corresponding 'Ref#' e.g. SO123/1 * Contact details * Shipping Priority * Shipping vendor and method (if preset on the Order) * Shipping Address * Site or Warehouse from where it will be picked, packed, and shipped. * Line Items {% hint style="info" %} You have two options to manage your pick, pack, and ship processes. There is no change in your subscription cost if you enable or disable the WMS. {% endhint %} ### **WMS enabled** If you have existing warehouse(s), or your operation is scaling beyond a managable number of products and stock locations, you can take advantage of our built in warehouse management system. See [Warehouse](/wms-warehouse-management) for an in depth overview. ### **WMS disabled** If you have a simple operation with a relatively small assortment of SKUs, and low number of locations you can efficiently manage your pick, pack, and shipping process with the WMS disabled. You still have access to all of the volume automation functions on the Sales Order List and Shipments List. See [WMS disabled workflow](#no-wms). ### Tracking Shipments Shipments appear in: * the Transactions tab on the Sales Order from which they originated. * the warehouse management system’s ‘Goods Out’ lists (Barcode and Warehouse manager console). * the Shipments List. * the Transactions tab on the Customer Master. The Pick, Pack and Ship instructions originate from the Shipment Document. The status of the Pick, Pack and Ship workflow is tracked by the Shipment Document. The Shipment Document receives and stores the Shipping vendor tracking number. ### Creating Shipments - four methods ### Create a single Shipment from a Sales Order Sales Order>Actions>Create Shipment ### Create multiple Shipments from the Sales Order List Assuming the Sales Orders have been allocated stock. Sales Order List>Allocating>Create Shipments from selected Sales Orders. If you have unallocated orders Sales Order List>Allocating>List Orders requiring allocation If the above Action detects there are unallocated orders that can be partially or fully allocated, a list of these orders will be displayed together with these additional actions. You can then use: Sales Order List>Allocating>Allocate Stock The Sales Order List will display a button 'Create Shipments' Alternatively you can use the the 'List Orders ready to Pick-Pack-Ship' button. This button is permanently displayed on the Sales Order List. If the above action detects there are partially or fully allocated orders, a list of these orders will be displayed together with this control. You can then use the 'Create Shipments' button on selected Sales Orders ### Hold a Shipment Shipment>Action>Hold stops the Shipment in its current phase and sets the appropriate status i.e. Pick on Hold. ### Email Shipments In the Shipments List, select the Shipments you want to send by email. Shipments>Action Bar>Email Shipments To adapt the PDF (printed Document) styling see ‘Using Templates’. You can adapt the Email template message to meet your requirements. See ‘[Email Templates](/setup/email-templates)’ to adapt the message body etc. ### WMS disabled workflow If you are not using the WMS (warehouse management system), the Shipment List can be used to manage the Shipment journey, specifically the pick pack ship process. Here’s how\... ![No WMS pick, pack and ship process](https://2650739216-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FnVmamp3TnQON29mRg6Hg%2Fuploads%2FjJVa5jWWtncajTahkNuP%2Fimage.png?alt=media\&token=6056abc5-c77a-4c0b-bbed-2f4e6670bd23) ### **Shipment accounting notes** **Closed Periods:** In the unlikely event that a user tries to ship within a closed period the Shipment account entries will be posted on the first available open date. **Stock Valuation:** The Stock Valuation report takes into account the new Shipment account entries. **Stock Transfers:** Stock Transfers use a Shipment between sites. But the associated accounting entries are done via a Stock Transfer document within SO. There is therefore no need to generate account entries for the Shipment. **Supplier Returns:** The Supplier Return (via a Supplier Credit Note) uses a Shipment to send the stock back to the supplier. However, it is the Credit Note that creates the associated account entries. There is therefore no need to generate account entries for the Shipment. # Pick List A printed document containing a list of what to pick. See [Pick List ⛭](/setup/configuration/pick-list) Because of the versatility of Salesorder, you can create Pick Lists individually or in bulk from a number of places. ### From the Sales Order {% hint style="warning" %} **When to use?** If you're not using the Shipments or the WMS or if you're making a general query about a Pick List. {% endhint %} These actions print a Pick List of the entire contents of the Sales Order. Sales Order>Actions>Print Pick List by Order Sales Order>Actions>Print Pick List by Item ### From the Shipment This action will print a Pick List of the entire contents of the Shipment. Shipment>Print>Print Pick List by Order Shipment>Print>Print Pick List by Item ### From the Sales Order List Individually or in bulk. {% hint style="warning" %} **When to use?** If you're not using the Shipments or the WMS or if you're making a general query about Pick lists. {% endhint %} Select the Sales Orders from the List. Sales Orders>Pick-Pack-Ship>Print Pick List by Order Sales Orders>Pick-Pack-Ship>Print Pick List by Item ### From the Shipments List Individually or in bulk. Select the Shipments from the List. Shipments>Print>Print Pick Lists by Order Shipments>Print>Print Pick Lists by Item ### From the WMS Individually or in bulk. From the Goods Out pane. Select the Shipments from the List in the Orders Pane. Orders *pane*>Print Pick List OR From the Shipments pane. Select the Shipments from the List in the Shipments Pane. Shipments *pane*>Print Pick List # RMA See[ RMA ⛭](/setup/configuration/rma) ### RMA - need to know The purpose of the RMA Document is to record and track the actions and outcomes in the process of returning a product. An RMA does not directly affect the General Ledger. An RMA can increase the stock level. An RMA can generate two variants of a Credit Note. One variant credits the Customer balance (and therefore the Accounts Receivable), the other does not. An RMA can be received in the WMS. See [WMS: Warehouse Mgmt.>RMA](/wms-warehouse-management/rma) ### RMA Types There are seven types of RMA: [Repair](#repair) [Replace](#replace) [Substitute](#substitute) [Return for Credit](#return-for-credit) [Credit Only](#credit-only) [Credit and Replace](#credit-and-replace) [Return - no action](#return-no-action) {% hint style="warning" %} Wherever possible we recommend you initiate the RMA process from the original Sales Order. Sales Order>Actions>Create RMA {% endhint %} Alternatively, you can create an arbitrary RMA from the commensurate Customer Master. Customer>Actions>Create RMA ### Configure a 'Reason' column You can configure your own lists of 'Reasons' for returns. Reasons can be displayed in a Reason column on the RMA. The Reason column is configurable on the Document *screen* and *print* template. Reasons are configurable in Setup>Configuration>RMA. ### Tracked by Sales Order RMA(s) ('Our Ref' field) is linked to the respective Sales Order. 'On RMA' column on the Sales Order tracks the number of Items returned by the RMA. 'On RMA' column on Sales Order is configurable on the Document *screen* and *print* template. RMAs are listed on the Sales Order Transactions Tab. ### Repair Your customer returns a ‘broken’ product. You repair and return the product to the customer. #### Workflow ![RMA Repair Workflow ](https://2650739216-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FnVmamp3TnQON29mRg6Hg%2Fuploads%2FUh8ObYdtwVTt0r5nhWJ6%2Fimage.png?alt=media\&token=aa310e19-ffdc-49bc-b77d-5f756ed29502) #### Accounting ![RMA Repair Accounting](https://2650739216-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FnVmamp3TnQON29mRg6Hg%2Fuploads%2FsHKD6XENAvz0IHvDDjH0%2FRepair-Accounting.jpg?alt=media\&token=4adbcc10-f103-47b4-9c62-a927062adc68) #### Workflow Notes You can model a rudimentary repair process in the system. You should be aware this functionality can be quickly and cost-effectively extended to meet your needs. Nevertheless, you need to be aware of the current constraints. When an Item is returned for repair it needs to be received into a ‘Site’. By default, receiving Item increments the stock quantity. Obviously, the Item to be repaired: * Is not owned by you and therefore should not increment the quantity in stock of the respective Item. * Should be put away into a Location from which it can only allocate to a Sales Order from which a Shipment will be created to return the Item once repaired to its owner or Customer. To address the above, and if you need to receive Items to be repaired you’ll need to create an additional ‘Repair’ instance of the WMS. When you configure this WMS you’ll need to check the ‘Stock is not owned’ box located on the ‘Site’ screen. To ensure you can track and eventually locate the Item being repaired, when you receive the Item you’ll need to record an identifier for the Item. If the Item has a serial number then record this in the box on the receive screen. Alternatively, you can record your own specific identifier here. This identifier will then appear on the newly created instance in the WMS. It’s a good idea to print out a copy of the RMA document. You can attach this copy to the Item, and write the unique identifier on the paperwork. Alternatively, use a suitable label. Users will need to ensure that when an RMA is created, and the RMA type on the Line Item is set to ‘Repair’ that they set the ‘Site’ column to the name of the designated ‘Repair’ WMS. Within the ‘Repair’ WMS, you can set up and configure Locations to model and track your repair process e.g. Testing, Inspection, etc. ### Replace Your customer returns the product. You send the customer a replacement. #### Workflow ![RMA Replace Workflow](https://2650739216-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FnVmamp3TnQON29mRg6Hg%2Fuploads%2F0xfQ9U5cVKb8mJUpIJml%2FReplace.png?alt=media\&token=8c86088f-754a-4e94-8d39-af5beff41eb8) #### Accounting ![RMA Replace Accounting](https://2650739216-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FnVmamp3TnQON29mRg6Hg%2Fuploads%2FJrPbNUwplbAjZpOjoEpj%2FReplace-Accounting.png?alt=media\&token=e4b7ea05-53fd-4618-8be5-4f3d61ab9f45) ### Substitute Your customer returns the product. You send the customer a substitute. #### Workflow ![RMA Substitute Workflow](https://2650739216-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FnVmamp3TnQON29mRg6Hg%2Fuploads%2FZdfsJINjYddmIGwtnuV8%2FSubstitute.png?alt=media\&token=a8a0940e-0942-4e4d-b09b-b0e3f7c0d572) #### Accounting ![RMA Substitute Accounting](https://2650739216-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FnVmamp3TnQON29mRg6Hg%2Fuploads%2FSUxoc4s5CkksaVKL6gn0%2FSubstitute-Accounting.png?alt=media\&token=2412d2fd-05d1-43f9-bc41-14c4029fecf7) ### Return for Credit Your customer returns the product. You apply some or all of the original amount paid by the customer by means of a Credit Note to the Customer’s account. Subsequently, you do or don’t issue a Sales Refund for this Credit. #### Workflow ![RMA Return for Credit Workflow](https://2650739216-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FnVmamp3TnQON29mRg6Hg%2Fuploads%2FT1apTOCZcaQse3nLvo4u%2FReturn-for-Credit.png?alt=media\&token=074967bf-a5f8-4ac9-83d1-41979f2170d2) #### Accounting ![RMA Return for Credit Accounting](https://2650739216-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FnVmamp3TnQON29mRg6Hg%2Fuploads%2FS2XRya10A8KL0nxi7cbh%2FReturn-for-Credit-Accounting.png?alt=media\&token=d11a5ba4-9380-4571-9791-bdd1f3e3379e) ### Credit Only Your customer does not return the product. You use a Credit Note to apply some or all of the original amount paid by the customer to the customer account. Subsequently, you do or don't issue a Sales Refund for this credit. #### Workflow ![RMA Credit Only Workflow](https://2650739216-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FnVmamp3TnQON29mRg6Hg%2Fuploads%2FehRiN1ekQpZW7QJENGWm%2FCredit-Only.png?alt=media\&token=52c43b6e-2f6e-41d0-b2b7-7f7b852a63d5) #### Accounting
![RMA Credit Only Accounting](https://2650739216-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FnVmamp3TnQON29mRg6Hg%2Fuploads%2FCbiiAU6ia08VQP5s9Qkb%2FCredit-Only-Accounting.png?alt=media\&token=f1a90d63-a364-4241-bb97-6f737f54cce2) ### Credit and Replace The Customer is returning the goods but wishes to purchase a replacement in the meantime. The new Sales Order can be created from the RMA and goods shipped and invoiced. {% hint style="warning" %} The Credit note cannot be created until items have been received (picked). {% endhint %} #### Workflow ![RMA Credit and Replace Workflow](https://2650739216-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FnVmamp3TnQON29mRg6Hg%2Fuploads%2FTZRlheoyW8YDdSpHgClD%2FRMA%20Credit%20and%20Replace%20Workflow.jpg?alt=media\&token=def8dd8f-be53-449b-989a-c8ffae4fda41) #### Accounting ![RMA Credit and Replace Accounting](https://2650739216-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FnVmamp3TnQON29mRg6Hg%2Fuploads%2FZSPe8IwNKORoZW5JHkjW%2FRMA%20Credit%20and%20Replace%20accounting.jpg?alt=media\&token=e6350cc9-ca3c-4999-9b23-ffa43c6f6213) ### Return - no action The Item was originally removed from your warehouse/stock room. The Item's value was credited from the Stock Asset account. You have loaned the Item. The Item is returned by the borrower. You put the Item back into stock. #### Workflow ![RMA Return - no action Workflow](https://2650739216-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FnVmamp3TnQON29mRg6Hg%2Fuploads%2FEBRc7sMbtJ8S6vXbFQXC%2FReturn-no-action.png?alt=media\&token=d2f88f9f-66c4-4cbe-b588-b019e750f1ea) #### Accounting ![RMA Return - no action accounting](https://2650739216-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FnVmamp3TnQON29mRg6Hg%2Fuploads%2FrGCz7KzNKPLglXKYyIDN%2FReturn-no-action-accounting.png?alt=media\&token=c70e4e21-ad8b-44ed-a1ee-3ebd02333d87) # Commission automation? Managing and automating sales commisions and payouts Commission plans vary widely across wholesalers. There is no one size fits all commission solution. Because our software for wholesalers is customizable we can add features to your system using plugins. We have experience with adding commission automation to Salesorder.com. For example: * Independent Sales representatives (Reps) are added to your system as Workers. Workers are modeled in our software for wholesalers as suppliers. The Worker master can create and track purchase invoices (Bills) and supplier payments. * You can track and report Rep sales activity using the Sales by Worker reports in the Reports section of your system. * Calculate and display commission values on Sales Order documents. The plugin adds an editable table containing commission parameters to your system. Additional columns on the document display the commission percentage and the value. * Automation creates a purchase invoice on the worker (rep) to match the paid Sales Invoice. * Payments to reps can be initiated from the Bills list in your system. ### Share your commission plan details with us. To determine the functionality you need to manage and automate your commission we’ll need a detailed description with examples of your commission plan. Make sure you include: * Is commission paid on invoiced revenue or paid cash? * Dimensions and metrics: If you award commission as a percentage of customer invoice or payment value, we need you to share the tiers and the percentage e.g up to $10,000 = 5%, over $10,000 = 7.5%. * If you award commission as a percentage related to discount level, e.g. No discount = 10% commission, 10% discount = 5% discount, 20% discount = 0%. * Any details related to promotions and their relationship to the commission paid. * Order types e.g. demo items for a showroom. * Items or Item Categories and commission payouts * Overage - basically if the rep adds their own margin to inflate the end-user prices. Explain the workings. * Rep/agency reporting requirements. This list is not exhaustive. Please include any other details not mentioned here. Send the above data and other details to # Purchasing The Purchasing Explorer Folder is shown below. This Folder holds everything to do with Purchasing activities, including entering Supplier details, issuing Purchase Orders, receiving and entering Bills ![](https://2650739216-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FnVmamp3TnQON29mRg6Hg%2Fuploads%2FaZY0AZVDyMR81pbOle9W%2Fimage.png?alt=media\&token=603f5c36-8272-4172-9cee-9973d07c79ce) Learn how to resize and reorder lists [here](/common-actions#resizing-and-sorting-columns-on-lists). # Suppliers Supplier (Vendor) master

Media

[Add a Preferred Supplier](https://app.storylane.io/share/dvbfy1emn2dz)

[Set up Preferred Supplier](https://howto.salesorder.com/set-up-preferred-supplier/)

[Add and Edit Trading Partners](https://howto.salesorder.com/add-and-edit-trading-partners/)

[Create a Supplier](https://app.storylane.io/share/s7uwos1zp8ic)

### Suppliers - need to know ‘Suppliers’ (aka Vendors) enable you to manage interactions and transactions between your business and your Suppliers. Suppliers are trading partners and the central element of the Purchasing/Supply Chain activities in the system. From the Supplier Master, you can track the respective AP balances, credit terms, and credit status. See also '[Preferred Suppliers](/products-services/items-which-ones/preferred-suppliers)'. ### Supplier Fields

Field	Notes
Supplier Name	Unique name of the Supplier's company.
Ref #	Auto-generated unique reference number
Owner	This is the Worker who owns the Document. By default, this is the name of the Worker that first created the Document. However, the Owner can be re-assigned at any time. The list of Owners is the current list of Workers that have login permission.
Balance	Supplier balance
Currency	The operating currency.
Credit Limit	Use this field to enter the credit limit the Supplier has set for you.

### Set the correct trading currency {% hint style="danger" %} When you create/set up a Supplier make sure you set the correct Currency. The default will be the base currency of your General Ledger. See ‘[Currencies](/accounting/currencies)' {% endhint %} ### Customization: additional fields and functions If you don’t have all of the fields (or the functionality) you need on the Supplier Master, you can add Custom Fields to store and use additional data. Data from Custom Fields on the Supplier Master can be inherited by child Documents (e.g. Purchase Orders) See '[Customization](/customization)'. ### Contacts, Billing and Shipping Addresses If you have only one Main Contact, it's the default Contact, and Billing address. You can add additional Contacts, and Billing addresses from the Action dropdown on the Supplier Master. Alternatively **you can import Contacts** (including Shipping addresses) using the Import Contacts sheet which you'll find under Import Data in Setup. You can **view your Contacts, and Shipping addresses** on the Contacts tab. You can **find** **your Contacts, and Shipping addresses** using the Find Actions. ### Supplier Accounting #### Balance The creditor balance derived from Accounts Payable. #### Credit Limit Manually set the value of the agreed credit limit. ### Profile Stores preset information inherited by transactions: * *Default* Trading Information (Tax code and ID, Site, Terms, Price List, Shipping, Check info) * Bank Details * 1099 status (See [1099](#_d924e5te4n5q)) * Minimum Order Value {% hint style="warning" %} If you're using Checks to pay Suppliers, make sure you add 'Name used on Checks'. {% endhint %} ### Transaction History List find and review all transactions. ### Email Send and receive emails from Outlook, Google and other mail systems. Email is automatically filtered at the Supplier contact level, so you only see and can send emails related to the Customer and its contacts. See ‘[Email](/organizer/email)’. {% hint style="info" %} On 'Configure' on the Supplier Master there is an 'Email Options' setting. Here you can specify: * Email address to use for Purchase Orders * Email address to use for Bills {% endhint %} ### Notes Notes are free text areas. Notes are saved with the author (owner) and time/date stamp. ### Memos Track events and tasks. Search and review Memos. See ‘Memos’. ### Classifications For Reporting ### Attachments and Links Look for the Paperclip Icon on the header Attach or link files and Documents. See 'Attachments and Linking'. ### 1099 #### Manage 1099 Categories Set the thresholds for each category. Go to, Supplier>Configure>Manage 1099 Categories. The Threshold relates to the amount paid to a Supplier; if the amount is greater than the specified Threshold the associated Supplier will be included in the 1099 Tax Report. For official guidelines on 1099 Thresholds see: #### Set 1099 Supplier To recognize and track a 1099 Supplier go to, Supplier>Profile>Trading Information>1099 Supplier, and check the box. #### 1099 Reports If the 1099 Supplier box is checked, this Supplier will then be included in the 1099 Summary and Detail reports. Go to, Reports>Standard Reports>US Tax> ### Actions As well as creating transactions, e.g. Purchase Order, or adding a Contact, Payment, or Shipping Address you can: | View Account | View a list of AP transactions and balance | | -------------- | ------------------------------------------ | | Show History | Show change history for this Master. | | Take Ownership | Change Owner | ### Configuration See '[Suppliers ⛭](/setup/configuration/supplier)'. Learn how to resize and reorder lists [here](/common-actions#resizing-and-sorting-columns-on-lists). # Purchase Quotes See [Purchase Quotes ⛭](/setup/configuration/purchase-quote)

Media

[Create a Purchase Quote](https://howto.salesorder.com/create-a-purchase-quote/)

[Create a Purchase Order from a Purchase Quote](https://howto.salesorder.com/create-a-purchase-order-from-purchase-quote/)

Purchasing > Purchase Quotes It's good practice to get quotes or estimates from multiple suppliers. You can use the Purchase Quote to create a list of Items for which you want the Supplier to provide you with a cost of supplying the products and services. Equally, you can use the Purchase Quote to record any details of a quote or an estimate the supplier has sent to you. ### Creating a New Purchase Quote You can create a new Purchase Quote directly from the Supplier Master from the Action Bar. Actions > New Purchase Quote.

You can also create a new Purchase Quote from The Explorer or the Purchase Quotes list using the plus icon at the top of the page, or mouse over 'Purchase Quotes' on The Explorer and click the green plus icon.

To add line items to Purchase Quotes, click 'find' and select the items from the pop-up then click 'apply'. Always remember to click save when you are finished. ### Purchase Quote Key Facts * Purchase Quotes are used to provide a detailed Item by Item description on what you are going to buy from a Supplier. Use it to send to Suppliers for competitive tenders. * Issuing a Quote does not affect the associated Supplier balance. * The Ref # is a unique identifier/number associated with the Document. * The format of the Printed Document (e.g. your company logo, colors etc.) and which columns are displayed in the Line Item table are configurable. * Once a Quote has been created you can then generate Purchase Orders, Bills or Cash Purchases from the Quote as required. # Purchase Orders Purchase Orders (PO) instruct Suppliers to fulfill Items to you or your Customer (drop ship) POs track the quantity of Items received and Billed. See [Purchase Orders ⛭](/setup/configuration/purchase-order)

Media

[Purchase Order Automation](https://salesorder.wistia.com/medias/t08ycl08et)

[No WMS | Receive Stock](https://salesorder.wistia.com/medias/7tsmtqsa74)

[Receive Stock with WMS](https://salesorder.wistia.com/medias/lk397ur0tl)

[Create a Purchase Order from a Purchase Quote](https://howto.salesorder.com/create-a-purchase-order-from-purchase-quote/)

[Create and Pay Bill from Purchase Order](https://howto.salesorder.com/create-and-pay-bill-from-purchase-order/)

[Create Item Receipt from Purchase Order](https://howto.salesorder.com/create-item-receipt-from-purchase-order/)

[Create a Purchase Order](https://app.storylane.io/share/tuvsuyviqdml)

[Receive Stock from Purchase Order (No WMS)](https://app.storylane.io/share/g8tpjfdcl8pc)

### Create Purchase Orders from: * Suppliers - Suppliers>Supplier>Action>New Purchase Order * Purchase (Vendor) Quotes - Purchase Quotes>Purchase Quote>Action>New Purchase Order * Sales Orders (for Drop Ship) - Sales Orders>Sales Order>Actions>Drop Shipmen * Sales Orders (for Special Order) - Sales Orders>Sales Order>Actions>Special Order * Purchase Order Generator by Order See '[Purchase Order generator by Order](#_ukf9qnsqdecz)'. * Purchase Order Generator by Item See '[Purchase Order generator by Item](#_kl8jnk3emuxw)'. ### Unit Cost derivation When an Item is added to the Purchase Order the source of the unit cost can be configured to be derived from either: * **Unit cost (from Item)**:The unit cost field on the purchasing tab of the Item master. * **Unit cost (from preferred supplier)**:The unit cost column on the default preferred Supplier (also on the Purchasing tab of the Item master) This setting can be found on: Purchase Order>Configuration>Purchase Order generator>Inherit cost from OR Purchase Order>Configuration>Purchase Order generator>Inherit cost from ### Tracking Columns #### **Quantity Picked** This column tracks the quantity received in the WMS Goods In workflow. #### Quantity Received This column tracks the quantity received when one or more Item Receipts are used. #### Quantity Billed This column tracks the quantity on Bills (Purchase Invoices) associated with the original Purchase Order. ### Transactions from a Purchase Order #### **Item Receipts** These record the receipt of Item values onto the Balance Sheet. If you are using the Warehouse management system (WMS), you can configure the Goods In workflow to auto create Item receipts from a Purchase Order when you receive Stock. See Goods In You can configure Item Receipts to behave in two ways. 1. See [Independent from a Purchase Order](/purchasing/item-receipts#_gb85lge40ivx) 2. See [Directly from a Purchase Order](/purchasing/item-receipts#_2vhxniegi6ln) Action>Create Item Receipt #### **Bills** These record supplier Purchase Invoices (Bills). Action>Create Bill #### **Cash** Purchases These record cash transactions with suppliers. Action>Create Cash Purchase #### Debit Note (Supplier Credit Note) These record credit balances given by a supplier. Action>Create Credit Note ### Submitting and Approving Purchase Orders For larger companies, it is often the case that Purchase Orders need to be submitted for approval before being accepted. For this reason a simple approval mechanism is provided. Important: If a Purchase Order has not been approved you will not be able to generate any associated documents from it such as Bills, Item Receipts, Cash Purchases etc. Also, if not approved, the Purchase Order will not affect the Number On Purchase Orders total in any associated Stock Item. The [Role ](/setup/roles)associated with a Worker has a section under the Permissions Tab called Approval Permissions determines if the Worker can approve submitted Purchase Orders. **Note:** If you are authorized to approve Purchase Orders then your Purchase Orders are automatically approved when saved. When a Purchase Order is saved (either from the New or Edit state) the associated Approval Status can be set using the drop-down menu. If set to 'Approved', the Purchase Order will maintain the status 'Approved' when the Document is saved. If you do not have permission to approve Purchase Orders (or you would prefer someone else to approve the Order) then you can select 'Submitted' from the drop-down menu and this will then appear on the 'Pending Approval' list for an authorized person to approve at a later date or time. The other options in the drop-down menu, which should be self-explanatory, are 'Not Approved' and 'Rejected'. Once a Purchase Order has been approved its status *cannot* be changed. ### Approving submitted Purchase Orders If you have permission to approve Purchase Orders then you can use the Purchase Order List to conveniently determine which Purchase Orders need approval, by using the 'Find' drop-down menu located on the Action Bar. To accept or reject the Purchase Order, simply switch the Document into Edit mode and select the appropriate status from the 'Approval' drop-down. **Note:** When the Purchase Order has been approved the 'Authorised by' field will show the approver's name. #### Purchase Orders List Learn how to resize and reorder lists [here](/common-actions#resizing-and-sorting-columns-on-lists). # Cash Purchases Use for an immediate purchase and record payment. See [Cash Purchases ⛭](/setup/configuration/cash-purchase)

Media

[Supplier Cash Purchase](https://salesorder.wistia.com/medias/eqqhxo3pee)

[Create a Supplier Cash Purchase](https://howto.salesorder.com/create-supplier-cash-purchase/)

### Need to know You can record the description and a balance of a purchase using: Banking>Bank Account Name > Actions > Enter Purchase However, if you need to record granular detail about a purchase, i.e. line items use the Cash Purchase Document. Purchasing > Supplier > Action > New Cash Purchase # Item Receipts See [Item Receipts ⛭](/setup/configuration/item-receipt)

Media

[Config Item Receipts](https://salesorder.wistia.com/medias/ps70x8okh7)

[Create Item Receipt from Purchase Order](https://howto.salesorder.com/create-item-receipt-from-purchase-order/)

[Configure Item Receipts](https://howto.salesorder.com/configure-item-receipts/)

[Receive Stock from Purchase Order (No WMS)](https://app.storylane.io/share/g8tpjfdcl8pc)

### Item Receipts - need to know The Item Receipt records the physical receipt of Items as a transaction to the Balance sheet. In Salesorder, the Item Receipt can model these use cases: * Bills (Purchase Invoices) for a Purchase Order arrive before the Items are received. * Bills for a Purchase Order arrive after the Items are received. * Any combination of the above. If there are differences between the cost stated on the Purchase Order and the cost on the Bill. The system will automatically make adjustments. See ‘[Automatic cost discrepancy adjustment](#_e19znlhu7zc9)’ at the end of this document. You can configure your system to reverse Item Receipts. See this explanation: [Reverse Item Receipt - how it works](#reverse-item-receipt-how-it-works) #### Item Receipts in Quickbooks and Salesorder work differently. Quickbooks transforms Item Receipts into Bills, leaving no trace of the original Item Receipts. Salesorder retains the Item Receipt. In your Salesorder system Item Receipts Debit a GL Liability account named 'Pending Item Receipts'. Quickbooks Item Receipts Debit the 'Accounts Payable' account (confusing). In both the above cases, the Item Receipt credits the Inventory (Stock Asset) GL account. ### Configuration strategy The system can be configured to record Item Receipts in two ways: 1. Independent from a Purchase Order 2. Directly from a Purchase Order #### Independent from the Purchase Order Bills will always increase the balance of physical stock. Use this method if: * you don’t always use a Purchase Order to purchase and receive stock. * your Supplier sends you a Bill for multiple Purchase Orders. Using this method you can: * create Item Receipts from the Supplier Master, but not from the Purchase Order. * create a Bill from the Item Receipt. However, the Item Receipt will not be affected by this action. The only relationship will be the subsequent Bill will have a link back to the respective Item Receipt. See '[Configure Item Receipts](#_30ow6j1z5cb2)' #### Directly from the Purchase Order Bills will not increase the balance of physical stock. If the Item Receipt is created before or after the Bill, the Bill will credit the Pending Item Receipt account. Use this method if: * you always use Purchase Orders to purchase and receive stock. You can: * create Item Receipts from the respective Purchase Order. * create Item Receipts automatically from the receipt of a Purchase Order into Goods In in the WMS (warehouse management system) By default the Item Receipt is not automatically created. To configure the automated creation of the Item receipt see below. * Track the ‘Qty Received’ (from Item Receipts) and ‘Qty Billed’ (from Bills) on the Purchase Order. See '[Configure Item Receipts](#_30ow6j1z5cb2)' ### Interlinking Bills and Item Receipts #### Bill to Item Receipts To create explicit relationships between a Bill and its associated Item Receipts, use the Action ‘Linked Item Receipts’ #### Item Receipts to Bills To create explicit relationships between Item Receipt and its associated Bills, use the Action ‘Linked Bills’ ### Configure Item Receipts Purchase Order>Configure>Receiving Stock The options are: #### Use Item Receipts? = Yes * If you record a Bill (Purchase Invoice) before the stock arrives it will not increase the physical balance of stock. * Adds ‘Create Item Receipt’ to the Action menu on the Purchase Order. This creates an Item receipt which directly inherits from the Purchase Order. A link is created to the ‘parent’ Purchase Order and displayed in the ‘Our Ref’ field on the Item Receipt. * Adds ‘Create Item Receipt’ on the Action menu on the Supplier master.. #### Use Item Receipts? = Yes, but only via the PO * If you record a Bill (Purchase Invoice) before the stock arrives it will not increase the physical balance of stock. * Adds ‘Create Item Receipt’ to the Action menu on the Purchase Order. This creates an Item receipt which directly inherits from the Purchase Order. A link is created to the ‘parent’ Purchase Order and displayed in the ‘Our Ref’ field on the Item Receipt. * Removes ‘Create Item Receipt’ from the Action menu on the Supplier master.. #### Use Item Receipts? = No * If you record a Bill (Purchase Invoice) without a Purchase Order it will increase the balance of physical stock. * Disables and removes the ability to create Item Receipts from the Supplier master and the Purchase Order. ### Configure Item Receipt accounting #### Setup GL ‘clearing’ account The Item Receipt credits a preset, current liability clearing account ‘Pending Item Receipts’. This is the system default and can be changed in: Configuration>Accounting>Accounts>Default Accounts>Pending Item receipts ### Auto create Item Receipt when receiving Items into a Warehouse The WMS (warehouse management system) Goods In workflow can be configured to automatically create the Item Receipt from the received Purchase Order. You can change this setting here.: Sites>WMS>Config>WMS Scan Workflows>Receive with PO> ### Automatic cost discrepancy adjustment In the majority of cases the Line Item costs on the Purchase Order will match those on the Bill or Item Receipt. When this is not the case, it will result in a discrepancy between the average cost calculated via the Item Receipt, and the actual given cost on the associated Bill. When this happens the system creates account entries on the Bill that compensate for the difference in the stock value. This automatic stock adjustment re-values the stock at the new cost on the Bill, which in turn accounts for the discrepancy. Here’s an example: Item XXX on a Purchase Order has a quantity of 10 and costs $100. When we create the Item receipt, the account entries are: | Item Receipt | Debit | Credit | | -------------------- | ----- | ------ | | Stock Asset | 100 | | | Pending Item Receipt | | 100 | The stock has now been received. When the Bill is received, the cost of XXX is now 90. The account entries as a result of entering this Bill are: | Bill | Debit | Credit | | -------------------- | ----- | ------ | | Accounts Payable | | 90 | | Pending Item Receipt | 90 | | There is now a discrepancy in the accounts between the Item Receipt and the Bill. The system will automatically adjust the Stock Asset account, and associated Pending Item Receipt account by the difference as compared with the associated PO Line Items. | Auto adjusted Bill | Debit | Credit | | -------------------- | ----- | ------ | | Accounts Payable | | 90 | | Pending Item Receipt | 90 | | | Adjustment | | | | Pending item Receipt | 10 | | | Stock Asset | | 10 | ### Important Notes: * If the Bill specified a fractional quantity of the related Purchase Order and Item Receipt. the values will be calculated pro-rata. * The discrepancy is calculated relative to the associated Purchase Order Line Item (and not the Item Receipt Line Item). The system guarantees the Item Receipt Line Item will be the same as the corresponding Purchase Order Line Item since Item Receipt Line Item amounts cannot be edited. ### Reverse Item Receipt - how it works To enable this see: [Item Receipt ⛭](/setup/configuration/item-receipt) When this functionality is enabled, you can reverse transactions from Item Receipts To do this, go to the Item Receipt and click on the item(s) you would like to reverse. Go to the Action List and select 'Reverse Item Receipt'. The Reverse Item Receipt will always have a negative value (the user can manually change the value to 0 if they so wish). 'Reversal' is checked on this item receipt indicating its status and purpose. The value in the 'Qty' column will be negative, the 'Our Ref' field is populated with the parent item receipt and there is a link back to the original Purchase Order in the 'Purchase Order' field. Note: You can edit the quantity from the 'Qty' column and the totals on the item receipt will automatically update to reflect the change. The reversed quantity cannot be greater than the non-billed received quantity, i.e. if the original Item Receipt had a quantity of 10, you cannot reverse more than 10. Once you have saved the Reverse Item Receipt document the original Purchase Order will change; the quantity received will be affected and will decrease accordingly. The first Item Receipt will **not** change. # Bills (Purchase Invoices) See [Bills ⛭](/setup/configuration/bills)

Media

[Purchase Invoices (Bills)](https://salesorder.wistia.com/medias/rpynkzhnnm)

[Create and Pay Bill from Purchase Order](https://howto.salesorder.com/create-and-pay-bill-from-purchase-order/)

[Pay Bills with Credit Notes](https://howto.salesorder.com/pay-bills-with-credit-notes/)

Bills have a working relationship with Suppliers and Workers. They link directly to related documents such as Purchase Orders, Purchase Quotes, and Item Receipts. ### Bills List Use the Action Bar to filter the list: * List All Bills * Unpaid Bills * Overdue Bills * Not Received Bills #### Advanced Search To search by status: 1. Open the Advanced Search tab. 2. Choose a value from the Status dropdown. 3. Click Search. ### Raise a Bill from a Trading Partner (Supplier/Worker) 1. Go to the Trading Partner Record. 2. Select Actions > New Bill. The Bill inherits data from the Trading Partner record.\ After saving, it appears under the Transactions tab on that record. ### Raise a Bill from a Document You can create Bills directly from Purchase Quotes, Purchase Orders, or Item Receipts: 1. Open the source document. 2. Highlight the line item to bill. 3. Select Actions > Create Bill. The new Bill inherits all relevant details from the parent document. #### Pay a Bill from an Item Receipt When a Bill is raised from an Item Receipt, the Link Item Receipt button on the Action Bar provides a direct link back to the receipt. ### Pay Bills #### **Individually** 1. Open the Bill. 2. Choose Actions > Make Payment. 3. Select a Payment Method and Pay From Account. #### **In Bulk** 1. On the Bills list, tick the checkboxes for the Bills to pay. 2. Choose Make Payment from the Action Bar. 3. In the dialog, set: * Payment Method * Payment Date * Pay From Account * Optionally include Credit Notes and Payment Term Discount. #### Status Updates After payment: * The parent document’s Status updates to Fulfilled. * Quantity Billed reflects the amount paid. * A red box with a red check icon appears next to billed line items. Hover over the icon to see Has Been Billed. ### Discount Dates on Bills Discount Date is a column on the Bills list. It’s hidden by default. To show it: Go to Columns Tab > click “Discount Date” > Perform Search. **Filter/Search:** In Advanced Search, there is a Discount Date range filter to find bills eligible for early-payment discounts within a time frame. **Due Date:** The last true date a bill can be paid (after this, it’s late). **Discount Date:** The last date a bill can be paid and still receive a discount based on the bill’s discount terms. If a Bill does not have any discount terms, the Discount Date = Due Date If a Bill does have discount terms then the Discount Date = last day the bill can be paid to receive the discount. The Due Date = the last true date the bill can be paid. If terms are not set, or if they are set but the quantity of discount days is 0, then the Discount Date will be equal to Due Date. ### Printed Documents The format of the Printed Document (e.g. your company logo, colors, etc.) and which columns are displayed in the Line Item table are configurable. See [Document Templates.](/setup/configuration/document-templates) # Payments to Suppliers See [Payment to Suppliers ⛭](/setup/configuration/payment-to-suppliers)

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[Supplier Payments](https://salesorder.wistia.com/medias/3dz3pd0tdp)

Purchasing > Payments to Suppliers The Payment to Supplier Document has three purposes: * Record the payment method details, and the amount, made to a Supplier, resulting from you receiving one or a number of Bills from this Supplier. * Track and apply the balances of any unused credit or payments. * Allow you to allocate amounts from Supplier Credit Notes. **IMPORTANT:** If you use the Action 'Make Payment' on the Supplier Document, the Payment to Supplier Document will display all of the Bills with outstanding balances for this Supplier. If you use the Action 'Make Payment' on a Bill Document, the Payment to Supplier Document will only display the balance outstanding on that Bill. ### Payment to Supplier Fields

Fields	Notes
Ref #	Auto-generated unique reference number.
Paid To	The name of the Supplier to which you have made the payment.
Date	Be careful here as the system will automatically populate this field with the date you entered the payment rather than the date the payment was made. If you are tracking the dates on which payments are made you need to enter the corresponding date in this box.
Supplier Balance	The amount you owe the Supplier. This is the current balance in Accounts Payable (Purchase Ledger). When you save the Payment the field is not updated with the new balance. If this field contains an amount preceded with a minus sign, this signifies that the Supplier owes you this amount.
Currency	The currency that this Supplier operates in.
Exchange Rate	The currency exchange rate.
Amount Paid	Enter the amount you have paid the Supplier here. The amount in this field is automatically added to the balance in the 'Unused Payment' field on the Bills tab. The latter field is adjusted when you enter an amount manually.
Available Credit	This amount in this field equals the total balance of any outstanding Credit Notes you have been issued by this Supplier. When you allocate a credit, through the Credit tab, this field is adjusted according to the amount you are allocating. The amount in the Unused Credit field on the Bills tab is updated with the amount you have allocated. You can then use the Unused Credit amount to apply some or all of this amount to any outstanding Bills.

### Entering and Editing The Payment to Supplier Document can be created in two ways: * From the Supplier Document * From a specific Bill In both cases, this is done by clicking the 'Make Payment' action from the Action drop-down on the corresponding Document. **NOTE:** Both these methods result in a similar Payment Document, however, if you make a payment through the Supplier Document you can pay all outstanding Bills, whereas if you make a payment from the Bill Document you only make payment for that specific Bill. 1. Enter the date of the payment. This should be the date the payment actually left your account, **not** the date you are entering the payment. 2. Enter the actual amount you have paid. This field is pre-populated with the outstanding amount owed on open Bills, so in many cases, you may not need to actually enter anything here. 3. To select the Bill or Bills you wish to pay click on the appropriate checkbox. When you click the checkbox you will notice the associated 'Amount to Credit' and 'Amount to Pay' fields become editable. 4. Enter the amount of cash you want to pay against the Bill. This is cash from the 'Amount Paid' field. **NOTE:** If you pay less total cash than the 'Amount Paid' the difference is displayed in the 'Unused Payment' field. Again, when you first create a payment the amount of cash paid is already entered by default. 5. Click on the 'Credit' tab. In a similar way to the Bills, this displays the currently available Supplier Credit Notes. As with the Bill, click on the appropriate checkbox to make the 'Amount to Allocate' field editable. Then simply enter the amount of Credit you wish to allocate. 6. Now we allocate this credit to the Bill. Go back to the Bills tab and enter the $ in credit in the 'Amount to Credit' field. At this point, we have paid the full Bill amount. 7. Now we need to enter the details of the payment. Go to the 'Payment Method' tab. We enter the payment method and a Reference. We also specify the bank account from which the payment will be taken. 8. That's it! All you need to do now is save the Document. # Supplier Credit Notes a.k.a Debit Note. See [Supplier Credit Notes ⛭](/setup/configuration/supplier-credit-notes)

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[Supplier Credit (Debit) Notes](https://salesorder.wistia.com/medias/zbm0mg114f)

[Pay Bills with Credit Notes](https://howto.salesorder.com/pay-bills-with-credit-notes/)

# Supplier Refunds See [Supplier Refunds ⛭](/setup/configuration/supplier-refunds)

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[Supplier Refunds](https://salesorder.wistia.com/medias/0nnq834vd1)

You use a Supplier Refund Document to record your Supplier returning money that is directly related to purchasing activity. The most common use of the Supplier Refund is when you return Items that you originally purchased from a Supplier that you paid immediately, and therefore used a Cash Purchase Document to record the Purchase transaction. If you are returning an item or you are unhappy with something you have purchased, you can use the Supplier Refund to record the return of the Item(s) to the Supplier, the corresponding amount of money you are paid back (i.e. refunded), the method used to be paid (Cash, Check, Card etc), and the destination bank account the refund will be paid into. In this situation, you would create a Supplier Refund Document from the original Cash Purchase Document. #### Refund a Credit A not-so-common situation is where you want to convert an outstanding Supplier Credit Note or credit balance to cash. You can convert a credit balance on a Credit Note to a Supplier Refund. You would do this when you have overpaid a Supplier or returned goods to the Supplier - you raise a Supplier Credit Note to adjust the Supplier's balance in Accounts Payable (Purchase Ledger) and then receive payment for the amount of credit you have applied in cash. Or you had previously applied a Credit (issued a Supplier Credit Note) to the Supplier's account balance and you have decided that you would rather convert this to cash. **Note:** Unlike a Customer Refund, a Supplier Refund Document is typically not issued to the Supplier. It is simply used to record the transaction. This ensures you have a record of the refund, and that your accounts are correct. See [Creating new Transactions](broken://pages/lVXdB3ura3wiubYjw6ES) and [Entering Line Items ](broken://pages/hBgcqSlNnmjSzYtrMlRf)for the basic information. A Supplier Refund can be created directly from either a Cash Purchase or alternatively from a Supplier Credit Note. In either case, follow the usual procedure for creating a related Document detailed in [Creating related Documents](broken://pages/PMDuURMEYcsGehtudMLy). # PO Generator by Item Automates replenishment Purchase Order process

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[Purchase Order Generator by Item](https://salesorder.wistia.com/medias/sddl660ct7)

### PO generator by Item - Need to know The purpose of the Purchase Order Generator by Item (POGi) is to provide decision support and automation for stock replenishment, i.e. the purchase of stock to meet ‘safety stock’ requirements. The POGi automates the bulk creation of Purchase Orders by Item, by Supplier. The POGi can be used to detect and report which Items are below their safety stock quantity (Reorder Level). The POGi displays by Item and grouped by Supplier the aggregated and minimum quantity of Items that need to be ordered to restore safety stock levels. You can agree with or adjust the ‘Qty to Order’ result, and then generate the Purchase Orders. ### Adaptable methodology The mechanism and the algorithm (calculation method) can be adapted to your specific inventory optimization requirements. We can create custom scripts to calculate and automate. Contact for guidance. Inventory optimization is a method of balancing capital investment constraints or objectives and service-level goals over a large assortment of stock-keeping units (SKUs) while taking demand and supply volatility into account. Implemented effectively Inventory optimization can significantly increase the availability of your working capital, and reduce the amount of redundant stock. ### Workflow The Purchase Order Generation by Item workflow has three stages: 1. Search and select the stock item(s) to be replenished 2. Adjustment of ‘Qty to Order’. 3. Auto-generation of Purchase Orders. #### Search and select the stock item(s) to be replenished Purchasing>PO Generator by Item>+ On this screen, you can focus the search, by Item, by Site (WMS), by Supplier, and at ‘Reorder Level’. Use the ‘Advanced Search’ and ‘Extra Columns’ to further refine your search. The results of your search are displayed as follows: | Column | Description | | ------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Item Code | The SKU | | Description | SKU description | | Free Stock | Stock not allocated, not on Sales Orders | | On SO (NA) | On Sales Orders, not allocated | | Site | The selected site to which the results in this row relate. | | Qty on PO | The quantity of this Item on current Purchase Orders that have not been received. | | Supplier | The default preferred Supplier for this Item. | | Lead Time | The last recorded lead time. This is manually entered on the preferred supplier table against the respective Item. | | Shortfall | The quantity of Items on Sales Orders that cannot be allocated because of insufficient stock. | | Item MOQ | The minimum order quantity for this Item. This is manually entered on the preferred supplier table against the respective Item. | | Reorder Level | The safety stock level. This is manually entered (or imported) on the Purchasing/Costs tab on the Item. | | Cost\* | The Item cost, either inherited from the Unit cost on the Item, or from the preferred Supplier table on the Item. This can be preset on the Purchase Order configuration. | | Amount1 | The sum of the ‘Qty to Order’ and the Cost (above). | | MOV |

This is not directly used in the POGI’s calculations.

The minimum order value. It just indicates a threshold and is for reference.

This is manually set in the ‘Ordering’ section on the ‘Profile’ tab of the Supplier master.

The value is in the Supplier’s trading currency.

| | MOQ |

This is not directly used in the POGI’s calculations.

The minimum order quantity. This is NOT the Item MOQ. It just indicates a threshold and is for reference. Use it if your supplier stipulates an overall number of pieces regardless of SKU.

This setting is manually set in the ‘Ordering’ section on the ‘Profile’ tab of the Supplier master. The value is in the Supplier’s trading currency.

| | Qty to Order |

When the Purchase Orders are generated, this value is used to stipulate the quantity of Items to order.

You can edit and adjust this field.

Displays the result of the POGi calculation (see below).

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[Purchase Order Generator by Order](https://salesorder.wistia.com/medias/izv0ihx28r)

### PO Generator by Order - Need to know The purpose of the Purchase Order Generator by Order (POGo) is to provide decision support and automation for backorders, i.e. the purchase of stock to fulfill orders to which stock cannot be allocated at the time of receiving a customer purchase order. The POGo automates the bulk creation of Purchase Orders by Item, by Supplier. The POGo can be used to detect and report which Items on which Sales Orders cannot be allocated. See Using Stock Allocation. The POGo displays by Item and grouped by Supplier the aggregated and exact quantity of Items that need to be ordered to fulfill unallocated orders. You can agree with or adjust the ‘To Order’ result, and then generate the Purchase Orders. You might do the adjustment to meet Supplier minimum order requirements or to acquire more free stock. When you generate Purchase Orders with the POGo, the system creates a two-way linkage between the Sales and Purchase Orders. ### Links from Purchase Orders to Sales Orders If as a result of the POGo action there are one to many relationships between the Purchase Order and the Sales Orders, the system will insert a link labeled ‘Split’ into the ‘Sales Order’ field on the *generated* Purchase Order. When you click this link, a modal box (pop-out window) will display the corresponding list of Sales Orders. If the POGo action results in a one to one relationship between the Purchase Order and a Sales Order, the system will insert a direct link into the ‘Sales Order’ field on the Purchase Order. The link will contain the Ref# of the Sales Order. ### Links from Sales Orders to Purchase Orders On the Transactions tab of the Sales Orders selected in the POGo ‘Generate POs’ action, the respective Purchase Orders together with individual ‘Status’ will be listed. To see ETA information at the Document and Line Item level, you’ll need to open and view the respective Purchase Order. ### Adaptable method The mechanism and the algorithm (calculation method) can be adapted to your specific inventory optimization1 requirements. We can create custom scripts to calculate and automate. Contact for guidance. 1Inventory optimization is a method of balancing capital investment constraints or objectives and service-level goals over a large assortment of stock-keeping units (SKUs) while taking demand and supply volatility into account. Implemented effectively Inventory optimization can significantly increase the availability of your working capital, and reduce the amount of redundant stock. ### Workflow The Purchase Order Generation by Order workflow has four stages: 1. Search and select the Sales Order(s) to be fulfilled. 2. Select the Items to be put on Purchase Orders (backorders) 3. Adjustment of ‘To Order’ quantity. 4. Generate Purchase Orders. #### Search and select the Sales Order(s) to be fulfilled. Purchasing>Purchase Order Generator by Order>Search Use the filters to focus your search. If you need to search by Order Priority, set the filter on the Advanced Search tab. Remember, you can memorize searches. See ‘Using memorize search on Lists’. The system will return a list of Sales Orders which require stock. The two columns to note are ‘Date’, the date the order was entered, and ‘Required Date’, the date the customer stipulated for delivery. Use the checkbox on the left-hand side of each order to select the Order. When you select a Sales Order the POGo will begin building a display of what quantity of each Item ‘to order’ in the following structure. | Column | Description | | ------------ | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Item Code | The SKU | | Description | SKU description | | Supplier | The default preferred Supplier for this Item. | | Site | The selected site to which the results in this row relate. | | Qty | The quantity of this Item required to fulfill all of the selected Sales Orders. | | Qty (NA) | The quantity on Sales Orders that are not allocated. | | Qty on PO | The quantity of this Item on current Purchase Orders that have not been received. | | Item MOQ | The minimum order quantity for this Item. This is manually entered on the preferred supplier table against the respective Item. | | Cost\* | The Item cost, either inherited from the Unit cost on the Item, or from the preferred Supplier table on the Item. This can be preset on the Purchase Order configuration. | | Amount\* | The sum of the ‘Qty to Order’ and the Cost (above). | | MOV |

This is not directly used in the POGo’s calculations.

The minimum order value. It just indicates a threshold and is for reference.

This is manually set in the ‘Ordering’ section on the ‘Profile’ tab of the Supplier master.

The value is in the Supplier’s trading currency.

| | MOQ |

This is not directly used in the POGo’s calculations.

The minimum order quantity. This is NOT the Item MOQ. It just indicates a threshold and is for reference. Use it if your supplier stipulates an overall number of pieces regardless of SKU.

This setting is manually set in the ‘Ordering’ section on the ‘Profile’ tab of the Supplier master.

The value is in the Supplier’s trading currency.

| | Qty to Order |

When the Purchase Orders are generated, this value is used to stipulate the quantity of Items to order.

You can edit and adjust this field.

Displays the result of the POGo’s calculation (see below).

| \*These values are in the respective Supplier’s trading currency if derived from the preferred Supplier table. If they’re derived from the Item ‘Unit cost’ they are in the General Ledger base currency. #### POGo Calculation The search action returns the ‘To Order’ quantities. These values are derived this calculation: Qty (NA): Quantity (Not Allocated), the shortage on selected Sales Orders **- (Minus)** Qty on POs: Quantity on Purchase Orders **+** Quantity of Items required to restore the Reorder Level to the preset balance. **+** Quantity of Items required to meet the Item MOQ. #### By Supplier results and totals Notice the search result returns the list of Items grouped by Supplier with a Totals rows which display the sums of the Amount(s) and the ‘Qty to Order’. If the MOV and MOQ fields on the Supplier master contain a value, it will be displayed in this row. #### Adjustment of ‘To Order’ quantity Agree with or adjust (edit)the ‘Qty to Order’ per Item. #### Generate Purchase Orders Use the checkbox in the left-hand column of each row to select the Items for which you need to generate Purchase Orders. Click the Action ‘Generate POs’. The system will return the ‘Created Purchase Orders’ List. The ‘Site’ on the created Purchase Orders will inherit from the Site set on your search. This will be where the Purchase Orders will be available for receiving. # Inventory Forecasting Get a daily real time view of the performance of your inventory. Forecast what you need, when you need it, so you always have the minimum inventory required and no wasted capital. ### What is inventory forecasting and why do you need it? You know having the right amount of the right stock at the right time is crucial. Accurately deciding the timing and level of expenditure and availability of the right amount of working capital is difficult if you don't have the right tool. It's also a LOT of time-consuming spreadsheet effort. If you're not using a mature and reliable inventory forecasting tool. to protect your most important asset - cash we urge you to put aside just one hour to study in detail this tool. {% hint style="warning" %} **Protect your working capital:** If you're not using a mature and reliable inventory forecasting tool, your cash is at risk. We urge you to **put aside just one hour** to study this tool in detail. {% endhint %} ### What does it do?

#### Goldbrick The Goldbrick is the top-level summary of your inventory performance. It's available on demand in one click. # Inventoro Inventoro is an inventory forecasting tool. It is directly integrated with Salesorder using a Plug in. Inventoro is a service provided by our partner company. #### To install the plugin on your system Go to Setup > Plugin Store > Inventoro > Click Register Once you have registered this plugin, it will appear under the Registered Plugins tab underneath Setup. #### Plugin Configuration Values Once you have installed Inventoro, you must enter in some values to connect Inventoro with Sales Order and vice versa. You need to access the 'Client ID' and 'Secret' codes. To access these values, on Inventoro, go to User Settings (this is the circle icon at the top left of the page under the logo), click 'API Settings' tab, and then click '+ Connect', scroll to the bottom of the page and select the API icon then select 'Generate API Credentials'. Please note that this is the only time these values can be accessed so make sure to make a copy. Copy and paste these values into the fields on the Salesorder Inventoro Integration page and click save. You have the option to add the unit of measure as a suffix to the product name. To enable this, check 'Add UOM to product name' box. To disable it, uncheck the box. Once you have completed this stage. Click Save. #### Manual Import Once you have successfully added the configuration values, it is time to perform a manual import. To do this, click the options, 'Import Products', 'Import Transactions', and 'Import Future Deliveries'. The message 'import process started in background...' will show. If the import is successful, it will show on Inventoro. Once the import is complete, it needs to be processed by the Inventoro computer engine which runs on a daily basis. It will not reflect immediately, but you will receive a notification in your email when the computation process is complete. You can also check this on the Log by going to 'Edit Plugin' on the Inventoro Integration page. If you have any trouble with the process, please don't hesitate to reach out to us at . # Products/Services Learn how to resize and reorder lists [here](/common-actions#resizing-and-sorting-columns-on-lists). # Items - which ones?

<- Explore Related Content

[Item Master](https://salesorder.wistia.com/medias/b5k0dt4sev)

[Kits and Assemblies Explained](https://salesorder.wistia.com/medias/gyg4tcbj0g)

[Assemblies No WMS](https://salesorder.wistia.com/medias/4t38u1cwjb)

[Assemblies With WMS](https://salesorder.wistia.com/medias/ngvs6mym4o)

[Kits No WMS](https://salesorder.wistia.com/medias/5nyt5n84vs)

[Kits with WMS](https://salesorder.wistia.com/medias/sbxew5h4tp)

[Create a New Item](https://howto.salesorder.com/create-a-new-item/)

[Set up Preferred Supplier](https://howto.salesorder.com/set-up-preferred-supplier/)

[Ordered Item History](https://howto.salesorder.com/ordered-item-history/)

[Build Assembly Items (without WMS)](https://howto.salesorder.com/build-an-assembly-item-no-wms/)

[Break Assembly Items (without WMS)](https://howto.salesorder.com/break-an-assembly-item-no-wms/)

[Items (the products you sell)](https://app.storylane.io/share/81bzgmptanlu)

[Create a simple Stock Item](https://app.storylane.io/share/73y6cmxtdl9h)

[Matrix Items](https://app.storylane.io/share/ez91yjhx1ke5)

[Units of Measure](https://app.storylane.io/share/ezqhobfks1ut)

### Check your Items can be modeled in the system {% hint style="info" %} We want you to be sure your product catalog can be accurately represented in Salesorder. Before you set up any Items you should **read ALL of this section** to check. {% endhint %} #### Answer these questions: Do you deliver the products you sell directly to the Customer? Yes/No **If No, -> Dropship** (if you never stock this it can be a non-stock item, if you stock it sometimes it should be a stock item). {% hint style="warning" %} You cannot change the type of an item once it is created {% endhint %} **If Yes,** do you purchase goods as finished goods? Yes/No **If Yes = Stock Items** **If No = Assemblies** - Use assemblies if there's an explicit build process - ie. you gather some parts together and perform some assembly action. {% hint style="warning" %} You **cannot** modify the BOM on assemblies whilst you have ANY built stock on hand. You **can** purchase assembly items. {% endhint %} Assembly Items can contain sub-assembly items in their BOM. Assembly Items behave as stock items. The average cost of an assembly item is calculated from the average cost of the BOM components AT THE TIME THEY ARE BUILT. Do you sell your products in bundles? Yes/No. **If Yes = Kits** - Use kits if you sell a ‘bundle’ of items. These appear on Sales Documents as one-line item but can be edited on the fly. Assemblies, of course, cannot. {% hint style="warning" %} You cannot purchase kits. Kits cannot contain Kit Items in their BOMs; they can contain Assembly Items. {% endhint %} Do your items have variants, i.e., color and size? **If Yes = Matrix Items**. A Matrix Item is a product with variations, i.e. Color, Size. You can create a 'Master' (parent) Matrix Item with Child variants. Still not sure? Got questions? We're here to help. Email: . ### Items - need to know. Items are added to Line Item tables on Sales and Purchasing Documents to represent products, services, and calculations. Items are the foundation of inventory management and transaction accounting. ### Supported Item types | Stock | A unit of stock (SKU). See ‘[Stock Items](/products-services/items-which-ones/stock-items-skus)’. | | ------------------------ | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | Stock Assembly | An SKU built from a bill of materials (BOM). See ‘[Stock Assemblies](/products-services/items-which-ones/stock-assemblies)’. | | Kit | A Kit is the grouping of items that can be sold individually. Think of it as a template in which users populate with parts. A Kit differs from a Stock Assembly in as much as it does not adjust the stock when it is built, whereas an assembly decreases the stock of BOM items, and increases the stock of Assemblies. See ‘[Kits](/products-services/items-which-ones/kits)’. | | Matrix Item | A Matrix Item is a product with variations, i.e. Color, Size. You can create a 'Master' (parent) Matrix Item with Child variants. | | Non-Stock | This Item can be used to represent a product you don’t physically stock, this includes hard goods or services. See ‘[Non-Stock Items](/products-services/items-which-ones/non-stock-items)’ | | Service | This Item represents hours as a number (quantity) of units, plus the hourly rate (cost or price). See ‘[Service Items](/products-services/items-which-ones/service-item)’ | | Charge, Discount, Markup | These are fixed or percentage calculations you can preset and apply on the line item table to affect the previous row. See '[Calculation Items](/products-services/items-which-ones/calculation-items)' | | Group | Shorthand, or macro to add a group of items to the line item table. See ‘[Group Items](/products-services/items-which-ones/group-item)’ | ### Create an Item Products/Services>Items+ ### Import Items Setup>ImportData>Items #### Linking imported items This feature only works with items that have been imported from an external shopping cart like Shopify or Faire. Items > Cart Actions > Link Items Select item checkbox and then select ‘Link Items’ When the action is selected for the first time, a new column will appear on the list called ‘External Cart Mapping’. This field displays the full name of the cart from which the item was imported. It indicates the original platform the item is mapped from, such as Shopify, Faire, or similar. On the item record, cart name and item ID are shown Origin > Source Information > External Cart Mapping. On the Advanced Search tab, you can choose to only view unlinked items using the ‘Show only Items not linked’ checkbox. ### Item Accounting When Posting Documents i.e. Sales or Purchase Invoices are saved, Items post balances to the appropriate accounts of the General Ledger. Which accounts balances are posted (debited and credited) to is preset on the Accounting tab of the Item Master (Item type>Accounting *tab*) After a posting Document is saved you can view the debits and credits using Document>Action>Show Account Entries. ### Drop ship Items? See [Drop Ship. ](/sales/sales-orders/drop-ship) ### Special Order Items? See [Special Orders](/sales/sales-orders/special-orders-just-in-time). #### Item List Learn how to resize and reorder lists [here](/common-actions#resizing-and-sorting-columns-on-lists). # Preferred Suppliers

Media

[Set up Preferred Supplier](https://howto.salesorder.com/set-up-preferred-supplier/)

### Preferred Suppliers - need to know The purpose of the preferred supplier function is to support purchase order automation in: * Purchase Order Generator by Item / by Order actions. * Dropship actions. * Special Order actions. * Back Order actions. Each of these actions requires the selection of a ‘preferred’ Supplier to create the related Purchase Order. You can setup preferred Suppliers on the ‘Preferred Supplier’ table on the ‘Purchasing/Costs’ tab on each Item Master. ### Preferred Supplier Table Preferred Supplier(s) can be stored on the ‘Preferred Supplier’ table on the ‘Purchasing/Costs’ tab on the Item Master. This table stores: | Supplier | A Supplier from your Suppliers List | | ---------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Item Code | The Supplier’s part / SKU code. This code will appear on the Purchasing Documents. When received into the WMS, the system will transform this code into the Sales (internal) Item Code. | | Description | | | Unit Cost | The last cost. Manually entered. | | Stock | Suppliers last known stock level | | Minimum Order Quantity | The supplier’s threshold. The value in this column is used by the Purchase Order generator by Item and Order. See ‘Using the Purchase Order’ generator. | | Average Lead Time | In days | | Use on Docs | Use this data on Purchase Documents - see below. | | Default | The default preferred supplier. | {% hint style="warning" %} **Use on Docs:** if this box is checked the system will use the Item Code from the Preferred Supplier table for the respective supplier on the commensurate PurchaseOrder. If this box is unchecked the system will use the normal Sales Item Code. {% endhint %} ### Change Item, to Drop Ship, to Special Order, or a different Supplier You can access and manipulate the preferred supplier from the Action ‘Preferred Suppliers’ on the Sales Quote and Sales Order Documents. This is useful if you need to Drop Ship a Standard Item (one you don’t normally Drop Ship). #### When the Document is not in Edit mode When you click the ‘Preferred Supplier’ Action, a modal (popup) window will appear: ![](https://2650739216-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FnVmamp3TnQON29mRg6Hg%2Fuploads%2F2AqmAIaV83znXdXYzya9%2Fimage.png?alt=media\&token=8e7840bb-f857-4a18-8006-2bc7e419adf1) In the above example the Document has two line Items in the Line Item table. The Preferred Suppliers for the Items are displayed as View only. #### When the Document is in Edit mode You can select and change the Item preferred supplier. ![](https://2650739216-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FnVmamp3TnQON29mRg6Hg%2Fuploads%2FVSK5qAv59Dam1ZRK2jgi%2Fimage.png?alt=media\&token=9d9b55e5-e9b7-498c-9957-534b8bf74f1c) You can select and change the Item ‘Default Order Type’ . In the above example Item ABC123 is set to Drop Ship, and DEF345 is set to Special Order. ### Set preferred suppliers costs on Sales Orders for Dropship and Special Order Sales>Sales Order>Configure>Dropship/Special Order The purpose of this control is to determine where the unit cost is derived and applied from, specifically: * the unit cost specified on the preferred supplier table located on the Purchasing tab of the respective Item Master. * the arbitrary cost on the Sales Order. A typical use case is where you are brokering the sale of an Item. You agree on a cost with the supplier, back to back with agreeing on a cost with the end customer. * the unit cost specified by you on the respective Item Master #### # Stock Items (SKUs)

Media

[Create a simple Stock Item](https://learn.salesorder.com/path-player?courseid=live-in-5\&unit=live-in-5_6490534817c71Unit)

### Joined up, real-world model If you keep any level of inventory you need joined-up visibility of both perspectives to manage your stock accurately and efficiently. SKUs are represented as Stock Items in the system. These Stock items are joined-up models of the physical and accounting perspectives of an SKU. This is the optimal strategy for: * 100% accurate stock tracking * a high degree of process automation ### Creating a new Stock Item To create a new Stock Item go to Products/Services > Items and click 'Create New' from the Item List. ### Stock Instance tracking {% hint style="warning" %} Only available if you are using the WMS. {% endhint %} You can use the warehouse management system (WMS) to model SKUs as instances. For example, Instances with a quantity of 1 can be tracked by serial number, and instances with a quantity greater than 1 can be tracked as Lots. Instances can store detail about themselves, i.e. Location, Purchased from, Sold to, Warranty, Service history, etc. Because instances enable you to create a real-world representation of a physical SKU, you can track stock to the level of granularity you require to achieve the best possible optimization of your inventory management. A stock 'Instance' represents the physical SKU at a particular location in your warehouse. An Instance has a 'quantity' which allows it to represent either a single Item (quantity = 1) or multiple Items (quantity > 1) of the same type at a location. For example an Item with a serial number. If the quantity is greater than 1 then all Items are 'identical'. For example, 32 cans of soup, all at the same location, all received from the same PO can be represented as an Instance with quantity 32. For example, a Lot. If we remove an Item from its respective Lot it becomes an instance but retains the Lot number of the original Lot. If however, each iPad had a unique serial number this would have to be represented by 32 distinct instances with quantity 1 (each having the respective serial number assigned). ### Units of Measure (UOM) The system (including the WMS) enables you to model and track the quantitative relationships between Stock Units and their counterparts, Purchase Units and Sales Units. Stock Item>Stock Tab>Units of Measure Configure the relationship between: **Stock Units** - enter a description to be displayed on the Document Line Item table that describes to viewers the name of the quantitative unit. For example, Each, Case, Pack, etc. **Purchase Units** - enter the number of Purchase units that constitute a single unit of the Item. This can be a fraction, for example, 0.3, or an integer, i.e. 12. **Sales Units** - enter the number of Sales units that constitute a single unit of the Item. This can be a fraction, for example, 0.3, or an integer, i.e. 12. The system automatically calculates the results of transactions. For example: Stock in units of 1, Purchase in units of 5, Sell in units of 2 would mean the configuration would be **Stock Units** = Each **Purchase Units** = 0.2 **Sales Units** = 0.5 ### Accounting The system’s accounting functions enable you to track the costs, sales, and value of your stock assets. The system uses the average cost method to track the cost of goods. The system automatically keeps track of all stock ‘adjustments’ so it can dynamically calculate the stock's value. When you purchase stock, the system increases the stock value. When you sell the stock, the system automatically recalculates the value based on the unit costs. See ‘[Accounting](/accounting)’ ### Customizable Instances and Item Masters You can adapt instances to fit exactly with the business needs and go further to increase the detail and value of your insight into SKU lifecycles. You can add custom fields and functionality to Item masters to store more data and do more with it. ### Categories and Attributes You can create and assign Categories i.e. Brand, Style, Genre, Product Line, etc, and Attributes i.e. dimension, color, capacity, volume, etc to Items. ### Location You can track the entire physical journey of every instance of stock from intake to being received by a Customer. The Stock manager tracks the Item’s journey through the Document workflows i.e. Purchase Order > Item Receipt > Purchase Invoice, > Sales Order > Shipment > Sales Invoice > Delivery note, and even transfer between Customers. See ‘Using the Stock Manager’ The WMS (warehouse management system) tracks the physical journey i.e. Goods In > Location > Pick > Pack > Staging > Skid/Pallet. ### Status and availability You can track the quantity, status, and availability, i.e. Allocated, On Hand, Free, Quarantine, Reserved, on Back Order, on Purchase Order, etc. ### Lot Tracking From the Lot List, you can view which Purchase Orders the Lots were received from and drill down on each Lot to view which Sales Orders the Items from the Lot were sold on, and therefore which customers Lots were sold to. You can also track Lot activity on RMAs. ### Preferred Supplier You can assign multiple preferred Suppliers to an Item, together with their respective minimum order quantity, lead times, and last cost. ### Actions | Action | Description | | ------------------------------------------------------------------------- | ---------------------------------------------------------------------- | | Retire | The Item will no longer appear in the lookups. Unchecks the Active box | | Show WMS Stock | Show SKU qty and location | | Find>On Sales Orders (Allocated) | List Documents with this Item | | Find>On Sales Orders (Not Allocated) | “ | | Find>On Purchase Orders (Not Received) | “ | | Find>On Purchase Orders (Not Billed) | “ | | Actions>New Stock Adjustment | See [Stock Adjustment](/products-services/stock-adjustment) | | Actions>New Stock Transfer | See Stock Transfers | ### Stock Item Fields {% hint style="info" %} Use Ctrl-F and the field name to locate and review the field and description {% endhint %} | Tab / Section / Field | Definition | | --------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | **Sales / Prices: Key Information** | | | Item Code | A unique alphanumeric identifier | | Sales Description | | | Matrix Parent | Select an Item (see ‘is Matrix’) | | Barcode | For barcode readers. i.e. Item part # or UPC code. This will be printed on Order, pick, pack and ship documents. | | Serial Number | Don’t use, check out the Warehouse Management System (WMS) | | Item is Active | Is available for use on a new Document | | Item is Sold | Is available for use on a Sales Document | | Is Matrix | Check and save to make this ‘Matrix master | | Commodity Code | Google commodity code for your respective country | | Lot Number | not in use | | Pricing Details | | | Unit Price | The base selling price | | Sales Units | The sales unit of measure i.e. ‘each’ - see ‘Unit of Measure relationships’ | | Item Tax | The Item is taxable | | Foreign Price | The default price commensurate with the customer’s default currency. I.e. if your base currency is USD and your customer pays you in CAD, then this is a fixed price for this Item in CAD. | | **Sales / Prices: Selling Information** | | | Free text area | If you enter information here, and ‘i’ will appear on the Line Item when you add this Item to a Sales Document. Links and text allowed | | Related website | I.e. a product page on your website | | Cross/upsell information | | | Free text arearee | If you enter information here, and ‘i’ will appear on the Line Item when you add this Item to a Sales Document. Links and text allowed | | **Sales/Prices: Customer Item Codes Table** | | | Customer | Customer name from customer list | | Item Code | Customer’s SKU/Item Code | | Description | Customer’s own item description | | Use on docs | Check this box to have the customer item code and description used on documents including sales orders | | Use only description |

Check this box to use only the customer’s item description on documents

When ‘Use on docs’ and 'Use only Description' are checked, only Customer item Description will appear on the documents

The information in the list is used by these automations:

On Sales Order, Create Dropship Purchase Order, Create Special Order.

On Purchase Order Generator, ‘by Item’ and ‘by Order.’

Media

[Kits and Assemblies explained](https://learn.salesorder.com/path-player?courseid=inventory\&unit=inventory_64d36c27bed55Unit)

[Assemblies No WMS](https://learn.salesorder.com/path-player?courseid=inventory\&unit=inventory_64d36c27b5695Unit)

[Assemblies With WMS](https://learn.salesorder.com/path-player?courseid=inventory\&unit=inventory_64d36c27ac61eUnit)

[Build Assembly Items (without WMS)](https://howto.salesorder.com/build-an-assembly-item-no-wms/)

[Break Assembly Items (without WMS)](https://howto.salesorder.com/break-an-assembly-item-no-wms/)

### Stock Assemblies - need to know Stock Assemblies are ‘built’ from a bill of materials (BOM). A BOM is a list of Items present in the system. The build action reduces the system’s stock level by the quantity of the respective constituent Items in the BOM to create the Assembly Item. The ‘break’ action reverses the build. ### Build/Break Assemblies If you are using the WMS (warehouse management system) you cannot build the Assemblies in the main app. You can build your assemblies in the WMS on the Kits/Assemblies Tab. See ‘WMS - Kits / Assemblies’. If you’re not using the WMS, you can build or break Assemblies in the main app using: Stock Assembly>Action>Build Assembly or Break Assembly. You can also build Assemblies from: Product/Service> Stock List>Action>Build Assembly or Break Assembly. When you set up a Stock Assembly you must include at least one Stock Item, otherwise, the system will prevent the build. ### Include Sub-assemblies To represent sub-assemblies, you can add Stock Assembly Items to the BOM of a Stock Assembly. ### Include Non-stock, Service and Expense Items You can use non-stock, service and expense Items to represent overheads, effort, and components you don’t stock (but buy-in) in the BOM. ### Reports There are two useful reports to analyze Stock Assemblies:# * Assembly Items - Show BOM Components * BOM Components - Show Assembly Items Go to Reports>Standard Reports>Products/Services> # Kits A bundle of Items that could be sold individually

Media

[Kits and Assemblies explained](https://learn.salesorder.com/path-player?courseid=inventory\&unit=inventory_64d36c27bed55Unit)

[Kits No WMS](https://learn.salesorder.com/path-player?courseid=inventory\&unit=inventory_64d36c27a320cUnit)

[Kits With WM](https://learn.salesorder.com/path-player?courseid=inventory\&unit=inventory_64d36c279a1e3Unit)[S](https://learn.salesorder.com/path-player?courseid=inventory\&unit=inventory_64d36c279a1e3Unit)

### Kits - need to know Kits are Items grouped together in a ready-to-ship set. Items can be in a Kit but can also be sold separately. For example, a power lead for a computer could be sold as part of a Kit i.e. Laptop, mouse, power lead. Alternatively, your customer could just order a replacement power lead. A Kit is an individual SKU. The components of the Kit are specified on a bill of materials for the respective Kit Item. | Item Code (Kit) | Description | | ----------------------- | ---------------------------------------------------------- | | **Dell A1234** | i7 Intel 500Ghz 15” screen, Wireless Mouse, USA Power lead | | Bill of Materials (BOM) | | | Item Code | Description | | Dell Laptop | i7 Intel 500Ghz 15” screen | | Dell Mouse | Wireless Mouse | | Power Lead 120V | USA Power lead | ### Kits are different from Assembly items You have to build an Assembly Item for it to be in stock. The process of building an Assembly Item changes the stock levels. When you build an Assembly Item, our system performs a stock adjustment. The component stock *of the relevant Assembly* is reduced and the number of built Assemblies increases. The obvious implication is the component stock is no longer available for allocation to Sales Orders, and therefore cannot be sold individually if it is ‘built’ into the Assembly Item. ### Kits are preset blueprints for ‘bundles’ of Items When you add a Kit to a Sales Order the component Stock Items are allocated from Stock. Allocation reserves stock for each Sales Order. This action decreases ‘Free’ Stock and increases Stock ‘On Hand’ levels. The physical stock in the Warehouse is only reduced when the Kit or other Stock Items on the Sales Order line item table are selected and a Sales Invoice or Cash Sale is created. {% hint style="warning" %} You cannot include a Kit within a Kit. {% endhint %} ### Working with Kits Key things to know: 1. When you create a Kit Item you have to populate the Bill of Materials (BOM) tab on the Item. 2. On the BOM tab, there is a checkbox ‘Use unit price from Item’. Check this box if you want to override the sum of the unit prices on the BOM line items and default to the Unit price you set on the Sales Price on the Sales Tab. 3. When you add a Kit to a Sales Order, the allocation mechanism will allocate the stock on the BOM to the Sales Order. See ‘[Stock Allocation](/sales/sales-orders/stock-allocation)’. 4. You can edit a Kit from the Line Item table on a Sales Order - use the ‘pencil’ icon. The Sales Order must be in Edit mode to do this. 5. On the WMS manager Goods Out, when you select an Order containing a Kit the Order Items pane will display the Kit. Use the Kit + control to expand the view to show the Kit components. You can now select and pick the Kit components. ### Sales Orders - view and edit Kit BOM Kits can be composed of different types of Items i.e Stock, Non-Stock, Stock Assemblies but not Kits. When a Kit is added to the line item table on a Sales Order there are controls in the Item Code column to: * View the bill of materials (components) of the Kit if the Sales Order has been saved. * View and edit the components of the Kit’s bill of materials if the Sales Order is in Edit mode. In Edit mode you can perform the following actions: | Action (on the modal window) | Notes | | ---------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Delete Line Item | This action deletes the Line Item and its associated row | | Change ‘Qty’ | This action changes the quantity of the selected component. | | Change ‘Unit Price’ | This action changes the Unit Price of the selected component for this specific order. The new unit price on the respective line Item will reflect the sum of balances in the table | | Add Items | You can add Items to the bill of materials. | | | | ### Partial Shipments You can allow or disallow Kits to be partially shipped. See [Shipment ⛭](/setup/configuration/shipment) ### BOM Item automatic updates You can configure Kits so as when the unit price or description of a component Item is modified on the respective Item master the commensurate details on the BOM item is updated. See [Kit ⛭](/setup/configuration/kit) ### Purchasing Kits Kits cannot be used on Purchase Documents: Kits are Items you sell. ### Reports Kits have dedicated reports: There are currently two reports. These are located in Reports>Standard Reports>Products & Services. * **'BOM Components - Show Kit Items’** - shows a breakdown of bill of materials (BOM) by Kit. If all of the Items in the Kit have been allocated on a Sales Order then the ‘Qty on Hand shows the number of Kits on hand. * **‘Kit Items - Show BOM Components’** - shows Items used in Kits ### # Non Stock Items Non Stock Items are the goto Item for modeling anything you do not stock whether it be physical or not. Good examples of non-stock Item that are not physical are a service, cost or a period of time. Non Stock Items can be used to model SKUs that are specifically Drop Shipped or for a Special Order but never stocked. # Group Item The Group Item is an efficient way of representing a group of Items as a single row or flattened group of rows in the Line Item table on Sales and Purchasing Documents. ### Prices Check the ‘use Group Item Prices’ box to use the Unit prices specified in the table. If the box is not checked then the Items will use the Sales unit price from the respective Item masters. ### Printing You can print a group as a single line on Sales or Purchasing Documents. # 'Calculation' Items Items to apply a charge, discount, or markup to the preceding line item. {% hint style="info" %} Use the 'sub total' element to add the balances of a series of preceding line items and apply a calculation item. The sub total item is added from the Item selector. {% endhint %} ### Charge Item This Item can be used to add an arbitrary charge as a percentage of the preceding line Item i.e. a sub-total. It can also represent a fixed charge. The Charge Item can be used to bill for the supply of goods or services by a third party. Use the Purchasing tab to set the costs and supply details. #### Accounting The Charge item can post to an Income and an Expense Account. ### Discount Item This Item is used to apply a discount to the preceding line Item i.e. a sub-total. See ‘[Discounts](/sales/sales-orders/discounts)’. #### Accounting The Discount Item can post to an Income or an Expense Account. ### Mark up Item The Markup Item is used to apply a markup to the preceding line Item of a fixed amount or a percentage. #### Accounting The Mark up Item posts to an Income account. # Service Item Use this Item to track time on Timesheets and Jobs. If you want to use this, contact # Matrix Item

Media

[Matrix Items](https://learn.salesorder.com/path-player?courseid=inventory\&unit=inventory_1697810258078_0Unit)

In certain cases, a particular product may have a number of different variants, each of which is represented by a distinct Item. For example, if you sell shirts the same basic shirt may come in three different sizes (small, medium, and large), and three different colors (red, green, and blue). A convenient way to represent this set of related Items is to use a Matrix Item. A Matrix Item allows you to create and group together all the related Matrix Combinations (i.e. separate Items). This makes the creation and editing of the different combinations easier than if the associated Items were created one by one. **Note:** Any Item can be designated a Matrix Item when it is created i.e. a Matrix Item is not a distinct Item in its own right. So for example, you can have Matrix Stock and Service Items, and you can even have Matrix Discount/Mark up Items. ### How to Create a Matrix Item Let's go through a simple example to show how Matrix Items work. We will use shirts as the basic product. **Step 1: Creating the required Attributes** First set up two attributes called Color and Size. The Color attribute can have values Red, Blue and Green. The Size attribute can have values Small, Medium and Large. For more information on Item Attributes see [Attributes](/products-services/categories-tags-and-attributes/attributes) **Step 2: Create the Matrix Master Item** Create a Stock Item (or Non-Stock if you prefer) with an appropriate Item Code and a Description. Before saving, make sure that the Matrix Item checkbox is ticked. This indicates that the item is a Matrix Item. Enter the remaining details and save the Item. After saving the Item, you will notice two things: 1. The Matrix Parent Field indicates this is the Matrix Master. 2. A Matrix Tab has appeared, showing the different Items corresponding to combinations in this Matrix. Initially, there is only one Item combination, which is the Master itself. Additionally, you will now see a field called **Item Code Alias**. This field can be added only for the matrix parent item, but it is not a mandatory field. Any value entered here will appear for all Parent and Child Matrix items in the TAP list. **Step 3: Add Matrix Combinations** Now you have created the Matrix Master, you can add Item combinations based on different Attribute values. Click on Edit and go to the Matrix Tab. Adding Matrix combinations is easy. Simply enter the new Item Code (remember the combination is a new Item), select the required Attribute values and click on Add Combination. The new Item will automatically appear in the Matrix Combination Table. **Note:** The new Item will inherit all the values from the Item it is created from (including account mappings etc). If you want to change these values simply change them in the Item before clicking Add Combination. You can edit any of the combinations by clicking the corresponding Edit button. Moreover, you do not have to use the Matrix Master to create more combinations. You can do this from any of the Matrix combinations as well. # Sites A rudimentary location for stock. See also [Invoicing Per Warehouse/Site](/setup/configuration/sales-invoice#invoicing-per-warehouse-site) ### Need to know If you're not using the [Warehouse Management System](/wms-warehouse-management) (WMS), a Site is a rudimentary method to specify where the stock is located. You can create multiple Sites with addresses. If you're using the WMS, a Site is a warehouse with a WMS console. To add a new Site: Products/Services>Sites+ {% hint style="info" %} You can Edit/Rename the Sites in your new system. Site>Edit {% endhint %} ### Site column on Documents The Site column on Sales and Purchase Documents defaults to default Site. If you have more than one Site you can specify where the stock is going to be ordered and shipped from or received from a Purchase order or RMA. ### Site field on new Stock Items When you create a new Stock Item as well as other parameters, i.e. quantity, valuation, etc. You can specify the Site to which the initial balance of stock will be stored. ### Stock transfer (no WMS) From the 'Stock' node you can transfer stock between Sites. Find and select the Stock Items you want to transfer. Then Stock>Actions>New Stock Transfer Enter the 'Transfer Quantity(s)'. Enter the A/C memo for the Stock Adjustment, and the Date, and select the From and To parameters. Then 'Save'. The system will record a Stock Adjustment. # Stock Adjustment A stock adjustment can modify the quantity and value of your stock.

Media

[Stock Adjustment No WMS](https://salesorder.wistia.com/medias/1u55rv843e)

[Stock Adjustment with WMS](https://salesorder.wistia.com/medias/br7ek2fd7d)

### Stock Adjustments - need to know A stock adjustment can modify the quantity and value of your stock. Modifications of value (accounting) and quantity (physical) can be done independently. Depending upon your setup, you can perform quantitative Stock Adjustments from either the WMS or the main application, but not both. There are different types of stock adjustments (see below). {% hint style="info" %} The **Stock Adjustment List** has a control the display of stock adjustment types, specifically: * Stock adjustments - a change in the quantity and/or value. * Build assemblies - decrease raw materials (BOM), increase finished goods. * Break assemblies - increase raw materials (BOM), decrease finished goods. * Stock transfers - a rudimentary intra warehouse stock transfer. See [Stock Action Transfer](/wms-warehouse-management/stock-actions#_jr67sf6b9i1). * All - all of the above. The default setting for this filter is 'Stock adjustments'. {% endhint %} ### Using the WMS **If you’re using the WMS** adjustments to the Stock Quantity are performed in Warehouse Management Console or the Barcode Scanner Application. See ‘Adjust Stock’ (WMS Console). A stock adjustment will always display the total quantity on hand. When you adjust the quantity, you change the total quantity ‘on hand. When you make a Stock Adjustment in the WMS console you alter the quantity. When you complete this action, a Stock Adjustment transaction is posted to the Stock Asset and relevant Profit and Loss account. #### **Edit stock value?** Once saved, you cannot edit a Stock Adjustment created from the Stock Actions Tab or the Barcode Scanner app. To edit the Stock Value, go to Products and Services>Stock List Find and select the SKUs whose value you want to change. Then Actions>New Stock Adjustment Then check the 'Edit Stock Values' box Enter the value of the stock in the 'New Stock Value' column and save. ### **Not using the WMS** **If you’re not using the WMS** adjustments to the Stock Quantity are performed in the main application. A stock adjustment will always display the total quantity on hand. When you adjust the quantity, you change the total quantity ‘on hand. From the **Stock Item master**: Products/Services>Items>Stock Item>Actions>New Stock Adjustment From the **Stock Item List**: Products/Services>Stock>Actions>New Stock Adjustment (Select one or multiple Items). Enter the new Quantity of Stock and Save. #### Edit Stock Value? Check the 'Edit Stock Values' box Enter the value of the stock in the 'New Stock Value' column and save. ### Stock adjustment Accounting When you change the value, you change the total value of the stock asset account. A checkbox ‘Edit Stock Values’ enables/disables your ability to edit the stock value. {% hint style="warning" %} When you create a Stock Adjustment, the system will use the Average Cost if it’s available on the Item Master. If there is no Average Cost and previously recorded Stock for the Item being adjusted, the system will use the Unit Cost. Optionally you can alter this derived cost value. {% endhint %} When you perform a stock adjustment you are affecting the Stock Asset account and a Profit and Loss (P\&L) account. You can select the P\&L account. If you are not sure which P\&L account to use, seek advice from a qualified accounting professional. For example, if you are writing off stock then you are posting a loss, and therefore an expense, which should be posted (debited) to an expense account i.e. ‘Stock Write Off’. The system defaults to this account. This default is set in the Accounting Configuration. See ‘Setup accounting Configuration’. The ‘credit’ on the adjustment will lower (credit) the balance in the stock asset account. ### Find a Stock Adjustment: Accounting >Find Transactions If you are using the WMS a List of Stock Adjustments will appear in Products and Services. You can search from: Products and Services>Stock Adjustments # Stock Manager Track stock instances and their relevant properties i.e. Lot or Serial Number.

Media

[Use Stock Manager](https://howto.salesorder.com/use-stock-manager/)

### Need to know If you’re using the WMS (warehouse management system), you’ll know that when you receive stock into a warehouse the system creates instances. As well as tracking instances in the WMS, you can track instances in the main app in the Stock Manager List. The Stock Manager is here: Products/Services>Stock Manager. ### List and search The Stock Manager lets you view the location and quantity of Stock Instances, their respective lot or serial number, their status, and which trading partner and respective Documents they are present upon. # Stock Locations A node on the explorer only visible when the WMS is installed.

Media

[Locations](https://salesorder.wistia.com/medias/vkbihoqpdk)

[Assign Items to a Location](https://salesorder.wistia.com/medias/t3e0vbdvik)

See [WMS Locations](/wms-warehouse-management/locations) and [WMS Import Locations](/wms-setup#import-locations). ### Need to know Lists the Locations in your warehouses. # Categories, Tags and Attributes Categories, Tags and Attributes empower you to organize your items. ## [Categories](/products-services/categories-tags-and-attributes/categories) Categories can be organized in a hierarchical tree structure, where parent categories can have multiple levels of nested subcategories. Items can be assigned to a single category within this tree, regardless of whether it's a top-level parent category or a nested subcategory. ## [Tags](/products-services/categories-tags-and-attributes/tags) Tags are not hierarchical. An Item can be assigned up to 10 tags (it should be noted that Tags are essentially the same as the original ‘Categories’ employed in previous versions of the system, and indeed if you had defined Categories these will be automatically represented as Tags). ## [Attributes](/products-services/categories-tags-and-attributes/attributes) Attributes specify details or characteristics about the Product features. For example, colors, dimensions, weights, etc. ### Item Example: Armchair

This item could have the following:

Categories	Tags	Attributes
Furniture (Parent Category)	Homeware	Grey
Chairs (Child/Sub-category)	Seat	Upholstered
	Winter line

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