Sale Orders

Overview

The Sale Orders screen shows you all the sale orders that have been recorded in Readysell.

By default, only outstanding (orders and quote) for the current site are shown when you enter the screen.

You can click on a sale order in the list to view its details.

The product status indicates the current state of the product and affects where in the system it can be used.

If you have multiple product codes of the one product, keep the main product code if it is an office brands product and set the other products to have a status of Obsolete so that they will not reorder and set the 'Ignore status' ticked on the setting tab on.
Alternatively, merge the products into the master product.

	Obsolete	Discontinued
Sales		¹
Purchase Runs	²
Manual Purchases
Supplier Credits
Other Product Transactions

¹ Lines show highlighted in red when used
²By default, can be overridden

Product Status is now colour coded is some cases as per the key shown above. Readysell has also made our new conditional formatting feature all users. So you can add additional colour rules to lists views and transaction lines yourself. See Changing the formatting on lists using appearance rules

Purchase runs for Back Orders Only should include products that are on sales backorder, no matter what their status is as long as you have ticked the checkbox on the purchase run 'Include Indent Products' and all other checkboxes within the purchase run that may meet your criteria eg Include Obsolete Products etc.

So if you want to only purchase a product by sales backorder.

If the flag 'Always Purchase Back Order' is ticked, this means even if the back order purchase is on an outstanding purchase order, order it again.

Please note

When setting the status to Indent the Ignore Status field will be flagged as True. So when an automatic product update is run the status of the product will not change.

On all Purchase Run Types, other than Back Orders Only, the tick box/flag is greyed out for Include Indent Products.

If you need to include Indent products in your existing and new purchase run sets, change the Purchase Run Type to be Back Orders Only, turn on the tick for 'Include Indent Products' and then change the Purchase Run Type back to be what was originally set as. Save your changes. This will make sure that Indent products are then always included in your purchase runs.

You cannot Complete a sales order using a tender of Credit Card if you have integrated eftpos as the completion could fail and cause the tender to be invalid.

Getting Started

Reference

Buttons

Refer to Common Buttons.

Image	Field	Description
	New	Has a top and bottom section The top section of this button creates a new whatever tab you're on The bottom section of this button creates a new whatever you choose from the drop down list
	Copy	Copy the existing sales order regardless of whether it is Open, Cancelled, In Progress, Pending, etc
	Accept Quote	Accepts the SALQUO quotation and will automatically copy and convert the copy into a sale order SALORD
	Credit	Generate a credit based on all lines on this sale order
	Copy To Contract	Copy the customer, products and prices on this sale order on to a contract and to be able to update an existing contract. Example of use: The user wants to update the contract for a customer. Only one contract exists for the customer. So the system can identify which contact price is to be updated. The user enters a sale or quote. Then clicks on the "copy to contract" button. The system detects that only one contract exists for the customer. So a new contract is created. The changes from this quote are updated to the new contract. There are now 2 contracts for this customer. Should a product be on both of those contracts, the system will give best of pricing out of the two contracts. If no contract had existed for the customer. A new contract would be created. If more than one contract existed for the customer. Then a new contract is created.
	Create Customer	Quickly create a new customer and attach it to this order You are asked for very limited information which a sales rep could then go back to the card and contact them to look at making them an account customer Useful in tracking sales and products sold, reporting, ability to have an address and details added to a sale quickly, etc.
	Mass Copy	Copy this sale to generate a number of new sales with the same products
	Hold	Allows users to place orders on hold manually, blocking it from being processed. (Example of use: Taking a phone order, clients needs to call back / confirm something that they have ordered. Need to be able to save order, not have it allocate)
	Ship	Creates a shipment for all or part of this order. It will not automatically print the picking slip though.
	Complete	Complete (ship and invoice) this order in full. You must have all stock available in order to do this.
	Pay	To make payments against a sale order, a pop-up will appear where you enter the Pay Amount and Payment Date Show me Payment Date- This is used as occasionally the payment may be refunded and /or the payment for the order is made but entered on a later date.
	Purchase	Drop Ship: Create required purchase orders necessary to fulfill this order and deliver to the customer address. Regular Purchase: Create required purchase orders for stock in general Allocated Purchase: Create required purchase orders, be able to add stock as well, but relevant stock to sale order must be received to this sale order. All extra stock goes to stock on hand or other back orders. All Lines: All lines will be added to the purchase order regardless of whether or not you have stock already of it Backorders Only: Only back ordered products will be added to the purchase order/s Primary Supplier: Order only from the primary product suppliers for each of the product/s on the sale order Specific Supplier: Order all products (no matter who the primary product supplier is) from this one supplier Pricing Method (Regular Pricing / Cost Pricing): Do not touch this - leave it defaulted as Regular Pricing. Only relevant to Office Brands.
	Cancel Order	Cancels the sale order (only can be done if status is open)
	Set Supply Type	Update supply type to all sale order lines
	Select Address	Select from the list of available addresses Useful if you selected the wrong address at the start of the sale and need to correct it
	Extract Products	This extracts multiple products and quantities selected into a sales order. Click here to see more on extract products
	Set Sale Value	Adjust the values on this sale order or quotation based on a desired gross profit percentage, total value or competitor price match. Unit Price (Ex Tax) Unit Price (Inc Tax) Unit Quantity Product Unit Discount % - Note - you cannot put a manual discount on a product line that is set by a contract (check the Contract column on this line) Value (Ex Tax) Value (Inc Tax) Markup % - Note this shares the same screen pop up as GP % - use the correct relevant field on this pop up box GP % - Note this shares the same screen pop up as Markup % - use the correct relevant field on this pop up box Manual Cost
	Quote View	Show a quotation version of this sale order
	Customer History	Shows the History of the customer - their purchases from you etc.
	Notes	You can add notes to the Sale Order
	Related	Show Customer appears when a customer has been entered in the sales order. Allows you to go straight to the customer card without having to search for it Show Office Brands Messages appears when the order is created from your website and flowed down into Readysell as a SALWEB. Allows you to see the xml file used by Readysell and Office Brands to assist you with any enquiries you may have on the order that was imported into Readysell from your website.
	Set Operator	Provides a capability where operator codes can be added at sales ordering time. This also allows POS computers that are logged in as POS to allow each user to use their own Operator Codes to say who is entering the sale. They do orders as well as shipments as sometimes the customer wants to purchase items but at the same time back order something.

Fields

Field	Description
Type	This is the transaction type for this sales order. This may be set to one of the following: SALORD (Sale Order) SALQUO (Quote) SALWEB (Sale Web Order) SALCCR (Customer Credit Request) SALHLD (Sale Holding) SALSTD (Sale Standing) SALHIR (Sale Hire) Some of these types are user-assignable, while others are assigned by the system. Please also keep in mind that you won't be able to change the type if either: The order status is not Open, In Progress or Pending The order already has shipments against it
Number	The unique number for the transaction of this Sales Order - The sales order number
Status	The transactions current status which can have optional colour coding of the status property on all transactions For a standard customer who is flagged for Manual Invoicing or no customer is added to the sale... Open - means the sales order/sale web order has not yet been fully invoiced. There may be items still on back order. In Progress - means the order has a part payment made against it (it is not fully paid at this point in time) Pending - means there is a payment lodged against the order OR the order has been shipped and finalised and left as such because the customer is set to Batch Invoicing Cancelled - means the button Cancel Order has been clicked and the order remains in the system just as cancelled meaning it does not affect stock on hand or customer open items or purchasing Posting - means the order is in Posting status, ready to be Posted, if you click on the Refresh button at the top of the window, the status should then change to Posted which means the order is now fully invoiced Posted - means the order is fully invoiced Where a customer is flag for One Invoice Per Order or Batch Invoicing... Open - means the sales order/sale web order has not yet been fully invoiced and/or there may be items still on back order even though there are shipments that have been finalised. In Progress - means the order has a part payment made against it (it is not fully paid at this point in time) Pending - means there is a payment lodged against the order and/or part of the order has been shipped and Finalised and there are no back orders left on the sales order at this point in time Cancelled - means the button Cancel Order has been clicked and the order remains in the system just as cancelled meaning it does not affect stock on hand or customer open items or purchasing Posting - means the order is in Posting status, ready to be Posted, if you click on the Refresh button at the top of the window, the status should then change to Posted which means the order is now fully invoiced Posted - means the order is fully invoiced
Date	The date and time of creation of sales order
Customer	This is the customer for this sales order
Customer Order	This field shows the customer order for this sales order
Value Inc Tax	The value inc tax ordered for the sales order
Balance	Balance of the Sales Order. If there is a payment on the sale order, the balance may be zero or at least less than the value of the order. If the order is invoiced the balance on the order shows zero. The invoice created from the order will show a balance, as the outstanding amount, if any is now an attribute of the invoice not the sale order.
Tax Value	This shows the tax applied to the sale order. This value is automatically calculated
Document Group	You can group customers into certain document group ranges. (Example only: schools all have document numbers starting at 1000000 and normal customers are in the 3000000 range and govt customers are all in the 9000000 range.)
Workflow Status	The workflow progress status for this sale order
Required By	What date does the customer require the goods by
Ship After	If specified order will not be shipped to the customer until after the specified date.
Allocate After	If a date is specified then set the Supply Type (allocation status) of all the lines in the order to 'Waiting' until the current date is greater or equal to the Allocate After date then set the allocation status to 'Allocated'.
Price Level	Manually overrides the price level on the sales order (Example: The user enters a sales order. The customer is set to the level 1 price level. The user negotiates a special deal with the customer. They change the price level on the sale order to government price level. All the sell prices that are not manual sell prices on the sale order lines recalculate to government price level)

Lines tab

Buttons

Image	Field	Description
	New	Creates a new sales order line Creates a stock quantity adjustment- This is used if user's site has poor stock control. They are entering a sale order and notice the stock displayed is incorrect. The user right clicks on the product and from the new pull-down menu selects new stock adjustment. A new stock adjustment is created. The product from the sale-line being added automatically to the stock adjustment.
	Credit
	Purchase	This purchase button allows you to have the ability to purchase selected lines from a sales order. You can select the product line items that you wished to generate the Purchase orders for and not create orders for all items.
	Delete
	Set Value	Unit Price Ex Tax - sets the Unit Price Ex Tax per line Unit Price Inc Tax - sets the Unit Price Inc Tax per line Unit Quantity - sets the unit quantity per line Product Unit - sets the product unit per line Discount% Allows users to apply discount percentage to line items. Pop-up appears allowing the user to enter a discount percentage. Only the selected line items are discounted in this case. If the discount won't show a result after applying a discount, there's usually 3 places to check why the product is not getting discounted The product (from the sale, select the product, click on button Related, click on Show Product, tab Settings, flag Allow Sell Discounts) The category on the product and it's parent categories are not flagged for allow discount (whilst in the product above, note down the category, then go to the navigation panel, Administration, Product Categories,) check the category and it's parent categories are flagged for Allow Sell Price Discounts on tab General The Location the stock is in is set to Allow Sell Price Discounts (whilst in the product above, note down the location the stock is in, then go to the navigation panel, Administration, Locations, select the location and) check tab General to make sure the flag for Allow Sell Price discounts is ticked. Value Ex Tax - sets the value ex tax per line Value Inc Tax - sets the value inc tax per line
	Handle Missing Product	NOTE: THIS ONLY APPEARS ON SALEWEB 'Create Product from Price Book' 'Create Automatic Substitution'. Create an automatic substitution, so that the new product will automatically be swapped to an alternative product in future. If an automatic substitution is requested. Display a search allowing the product to be substituted to be selected.
	Product History

Fields

Field

Description

Product

This is the products ID

Name

This field contains the name of the product

Qty

This field shows the unit quantity ordered for this line

Allocated Qty

This field shows the unit quantity allocated for this line

B/O Qty

This field shows the unit quantity back ordered for this line

On Shipments Qty

This field shows the number of lines that are on open and posted sale shipments

Unit

The unit at which you are selling this product to the customer

Unit Quantity on Hand

The stock on hand based on this unit

Price Inc

This field shows the unit price including tax for this line.

Disc

The discount applied to the item, expressed as a percentage

Tax

The tax code on this sales line

Tax Value

This shows the tax applied to the sales order. The value is automatically calculated

Value Inc

The value inc tax ordered for this line

Supply Type

	Allocate	Back Order	Use Case / Notes
Allocate	Any stock that is available	Remaining quantity	Default. Used in the majority of cases.
Ignore	No	Full quantity ordered	Behaves like stock allocation was turned off. This has several implications. No stock allocation. If you create a shipment, for eg by clicking on the ship button or by auto warehousing, the whole on-order quantity will be extracted to the sale shipment. Whether or not there is sufficient stock to supply the goods. Sale shipments include everything on order when stock allocation is turned off. This could be used in the case where the customer has their supply type set to Ignore and their order is always drop shipped from the supplier (purchase order raised from sales order). You can set a supply type on all lines of the sales order to Ignore and hit the ship and use the Show In Report to get a Pro Forma Invoice that you can send the customer before you do invoice them.
Priority	Any stock, even if it's been allocated elsewhere	Remaining quantity	Urgent orders.
In Stock	Only allocate if full quantity remaining on order is available	No	The behavior of in stock is only allocate stock if the full quantity remaining on order is available. If full quantity is not available fully back order the item. Allowing users to purchase the whole amount. One shipment per line
Back Order	No	Full quantity ordered	Manually control the order processing however still want to increase the stock quantity on hand via purchase run.
Quarantine	No	No	Location for returned stock or over supply of stock quantity for reviewing and processing at a later time.
Waiting	No	No	Set by the system if the order has a future "Ship After" date or is waiting on stock from drop shipments or allocated purchases.

Notes

This is a check box - it will tick itself the moment you add a line note at the bottom of the window for this sales line. If no line note is added, this box is not ticked. This is not a check box you can manually change yourself.

Backorder Date Due

The date the product is due to come into the store by from the supplier for the customer. This feeds off the lead time on the product and the supplier files.

Last Machine Shipment Date

The date and quantity on the most recent sale shipment line for that part and machine,

Machine Meter Count

The date and meter reading on the most recent sale shipment line for that part and machine.

Line details tab

Field	Description
Value Ex Tax	This is the value ex tax ordered for this line
Margin	This is the margin for the sale order line
Price Code	The price code for this line
Unit Cost Ex Tax	This field shows the unit cost excluding tax for this line
Each Cost Ex Tax	The cost of each item, excluding tax
Competitor Price Warning	This field shows competitor name and sell price when it is better than the customer's
Unit Tax	This field shows the unit tax for this line
Backorder Due	The date the product is due to come into the store by from the supplier for the customer. This feeds off the lead time on the product and the supplier files.
Gross Profit%	This gross profit for the sales order line, expressed as a percentage
Warranty	This is the warranty for this line
Warranty Expiry	The warranty expiry date for this line
Last Machine Shipment Date	The date and quantity on the most recent sale shipment line for that part and machine,
Machine Meter Count	The date and meter reading on the most recent sale shipment line for that part and machine.

Line Notes tab

Field	Description

Display on Sale Notes tab

Product Summary tab

Field	Description
QOH	Quantity on hand for Prodsite (all sites)
Qty Available	Quantity available of stock for Prodsite (all sites )
Unit QOH	This.ProductSite.NetQuantityOnHand / this.ProductUnit.Quantity
Site QOH	The quantity on hand for the site specified on the order.
Site Qty Allocated	The quantity of stock allocated for the site on the Order
Site Net QOH	This site's net quantity on hand

Serial Numbers tab

Field	Description
Number	Serial number
Product	Product code allocated to that serial number

General tab

Field	Description
Price Level	The price level used on this sale
Period	The period in which the product movement occurred.
Site	The site that this sales order is for
Created By	The Readysell user who created this card.
Machine	The Machine on this sale
Max Shipments	This allows users to change the maximum number of shipment for just that sale order that you are on, it does NOT change the "Max Shipment/Sale" field on the customer Cards>Settings>Customer Settings.
Value Ex Tax	The value ex tax ordered for this sale
Cost Ex Tax	The cost ex tax ordered for this sale
Discount Value	The discount value for this sale
Margin	The margin on this sale
Margin %	The margin percentage on this sale
Gross Profit%	The gross profit on this sale
Picking Status	The picking status on this sale
Credit Limit	The customer's credit limit
Return Type	If this is a returned item, is it a normal return or warranty
Percent Picked	What percent of the order has been picked
Supplier	The supplier of the product (filled in if there is warranty)
Carrier	The carrier from the customer card for this address/customer
Last Sale Shipment	The last sales shipment number sent out for this order
Payment Term	The payment term that has been assigned to the customer. Payment should be received from the customer on these terms (E.g: 30 EOM)
Hour	This shows the posted-at property of transactions as an hour of the day in 24-hour clock format. It is used if the user wants to make an analysis report based on day of week and hour of day to determine staffing requirements.
Quote Expiry Date	Set automatic expiry dates on quotes, field is not visible on sales orders.

Customer Tab

Field	Description
Contact Person
Contact Name	The customer's contact name
Name	The contact name
Street 1- 4	The full address of customer
Suburb	The suburb of the address
Phone	The phone number of the contact who is flagged as the Purchasing Officer on the customer's card
Fax	The fax number for the contact who is flagged as the Purchasing Officer
Email Address	The email address for the contact who is flagged as the Purchasing Officer
ABN	The ABN for the customer - comes from the customer's card

Customer Notes Tab

Shows notes from the customer's card

Field	Description
Card	Customer card ID on this card note
Machine	The machine ID on this card note
Created Date	The date this card note was created
Created By	The user who created this card note
Transaction Type	The transaction type this note applies to
Transaction Number	The transaction number this note applies to
Transaction Date	The transaction date this note applies to
External	Flag as to whether or not this note is to print anywhere. Flag on means print, flag off means do not print as it is an internal note
Display On Gift Registry	Flag for displaying this note on the gift registry (if you are using this module)

Payments Tab

This shows if/when any payments have been made against this sales order

Field	Description
Date	The date of the payment
Transaction Number	The transaction number of the payment
Value	The value of the payment
Change	How much change was given at the time of the payment (if any)

Tenders Tab

Information on the individual line of payment

Field	Description
Tender	What tender was used for this payment
Value	What the value of the payment was
Cash Out	Whether any cash out was made at the time of the payment
Change	How much change was given at the time of the payment

EFT Details

If the payment was made by EFTPOS, this shows the details of the EFTPOS transaction

Field	Description
EFT Response Code	The EFTPOS response code
EFT Response Text	The EFTPOS response text

Gift Voucher Details

If any gift vouchers were used to pay for this sales order, it records those details here.

Field	Description
Gift Voucher Movement Value	The gift voucher movement value (the dollar value)
Gift Voucher	The gift voucher number

Dissections

General Ledger dissection information for this sales order

Field	Description
Account Site	The GL account code for the site for the payment on the sales order
Narrative	Narrative of the GL account for the payment on the sales order
Debit Value	The debit value for this GL dissection for the payment on the sales order
Credit Value	The credit value for this GL dissection for the payment on the sales order
Description	The description of the GL dissection for the payment on the sales order

Details Tab

Basic details on the payment

Field	Description
Transaction Type	The transaction type of the payment
Transaction Number	The transaction number of the payment
Site	The site the payment was taken at
Period	The financial period in YYYYMM format that the payment falls into
Description	The description of the payment

Shipments Tab

Shows all shipments made on the sales order. One sales order can have many shipments.

Field	Description
Customer	The customer ID on the shipment
Transaction Number	The transaction number of the shipment
Date	The date of the shipment
Status	The status of the shipment (Open / Cancelled / Posted / In Progress / etc)
Value	The value of the shipment
Sale Invoice	The Sales Invoice number the shipment is linked to once the shipment is invoiced

Cases Tab

Any cases that relate back to this sales order.

Field	Description
	Default filter is "Outstanding" other options:
Transaction Number	The transaction number of the case
Card	The customer card id linked to this case
Name	The name linked to this case
Status	The status of this case
Transaction Created Via	How this transaction was created
Assigned To	Who the case is assigned to

Notes

Notes linked to this sales order

Sale Orders

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Getting Started

Reference

Buttons

Fields

Lines tab

Buttons

Fields

Line details tab

Line Notes tab

Display on Sale Notes tab

Product Summary tab

Serial Numbers tab

General tab

Customer Tab

Customer Notes Tab

Payments Tab

Tenders Tab

EFT Details

Gift Voucher Details

Dissections

Details Tab

Shipments Tab

Cases Tab

Notes

Overview