Sale Order And Shipment Training Guide

Assumed Knowledge

Before you attempt the Sales Order & Shipment training guide, you must complete:

The skills covered by the training guide segments listed above are taken as assumed knowledge.  Do not proceed with this segment of the training guide until you have reviewed the training guide segments listed above and successfully completed the skills test at the end of those earlier training guide segments.  You can't successfully complete this segment of the training guide without the skills covered in those earlier segments.  There are no effective short-cuts!  Don't sell yourself short by skipping those essential skills.



Key Features

  • Efficient data capture by data entry, web integration or mobile application.
  • Flexible invoicing and delivery docket generation, printing and emailing. This includes invoices/delivery dockets per shipment, per order, per month to branch and/or head office account.
  • Highly maintainable, flexible and trackable contract pricing. This includes rules for groups of customers/products/machines, performance monitoring, prices, discounts, free products, date ranges, cost ranges, minimum in quantity/price in department or group buys.
  • Flexible workflow rules with alerting of exceptions and current status percentages displayed on key screens.
  • Extensive backorder tracking.
  • Flexible tendering options including EFT integration, deposits before order and customisable payment rules.
  • Return tracking.
  • Reversal of transactions to remove the clutter of error corrections from customer accounts where appropriate.
  • Integrated Point of Sale module.
  • Integration to automated warehouse management.
  • Integration to sales people's CRM module.
  • Integration to Readysell's mobile application.

Readysell's sales module is fast and simple to use yet, like the rest of Readysell, highly customisable. It is useful to understand that Readysell handles the sales process by splitting work into the following elements:

  • Sale Orders are the customer's demand for sales. Sale orders can come from multiple sources such as the web, quotes, data entry or mobile applications. Sale orders keep track of any back orders and also tie together the various shipments and invoices that might relate to a customer's order. You and your team need to have a clear understanding of the differences between orders and the other sales elements in order to make the best use of the system. You should not enter POS transactions as sales orders.
  • Service Orders control repairs to machines. Machines in Readysell are service contracts that can be used with the service order and mobile application to give full control over your team of technicians. If you have a service team do not enter service orders through the standard sales order window. Service orders can make your sales department run at peak performance.
  • Sale Shipments are our supply of the goods. Sales orders can have many physical shipments. The warehouse module can monitor work in the warehouse and release shipments for picking automatically as warehouse capacity allows. The time to set up automatic warehousing will save you in the longer term. POS sales are shipped immediately so they are created as sale shipments and should also be entered as sale shipments. Warehousing centres in part around picking sale shipments. Scanning stock being delivered can increase accuracy, but full warehouse workflow automation with the mobile application will optimise the sales picking process.
  • Point of Sale A simplified POS screen that can be used to enter sales on a POS terminal quickly. Works the same a sale shipment but simplified. 
  • Sale Invoices cover the financial charge to the customer. A single sale invoice can cover many shipments - so invoices can consolidate shipments by sales order, month, head office account, and so on. The best use of invoicing requires that you think about cases where invoices should be consolidated for groups of shipments or customers.
  • Deliveries control the actual shipment of the goods to customers. Local deliveries can be tracked and controlled using the delivery component of the mobile application. Your delivery runs will work better for local deliveries if you use the deliveries module and the appropriate features of the mobile application.
  • Workstation settings control automatic printing, immediate emailing and batch emailing rules. Delayed emailing allows time to correct errors. Central printing control allows preview or automatic printing to particular printers for specified documents to be very finely controlled. The automated reporting can do a lot to make your business more efficient. Almost any option is available. Quite a bit of study and careful planning is required to ensure you make best use of the automatic report selection, email and printing features available. Readysell needs to set up the workstation settings, helping you to get the greatest possible benefits from the system.
  • Bar code scanning using the unit quantities associated with barcodes automate data capture at every level in the warehouse. The quantity of bar code data and the correct selection of inner and outer box units will have a big effect on the efficiency of your sales and warehouse. There is a lot of industry data that can be imported to help you with barcode setup.
  • Integration to machines. Machine contracts can apply to sales only if the machine is specified. Full machine service agreements including accessories can be generated from sales. Saving huge amounts of time and improving accuracy. Machine details can be captured from sales about machines that you do NOT service. Allowing Readysell's CRM features to encourage the sales teams to chase up those machines at the end of the machine lifecycle or at other appropriate times
  • Sales leads generated by recording details of business sales where the sale is NOT to an existing customer. Readysell's CRM helps mine that information for leads at a later date. Automatic logging can be enforced for sales beyond a specified value.
  • Web integration including import of sales orders automatically, sending customer invoices to the web so customers can reprint their invoices themselves and a full range of other web integration features.
  • Education sales support. Including mass generation of sales for school classes, intergration to web school sales lists, future purchasing of school requirements, holding picking of school sales until a specified date etc.
  • Sales via live customer data feeds, information about customer toner levels and printer usage can be imported from customer sites into Readysell and used to suggest or push sales to customers
  • Mobile application can capture sales and quotes when the sales person is on site or at other times

Additional Specialist POS Features

  • Gift Registry
  • Gift Vouchers
  • Lay-Bys
  • Touch screen stand alone POS module for POS only sites
  • Mobile application integration

Watch this video on sales:

(Before using any videos, don't get stuck with viewing a tiny image, see How To Play Videos )

Key Sales Skills

From the Navigation Panel select Sales.  From the Sales list view you can complete the following common actions:

From the navigation panel, select Sales. Then select 'Orders'. From the list view you need to know how to complete all the basic actions below. You should then learn how to complete all of the advanced processes.

Basic Sale Processes

How ToSkillVideo

Entering and processing a sale order

Creating a new sales order, adding in a customer, adding in the customer's reference, adding in products to the sales order and clicking on button Save and Close (auto warehousing will kick in and produce the shipment for you)


Entering and processing a sale quote

The quote feature of Readysell 8 is started by setting a sale order's transaction code field to 'SALQUO'. When the quote is accepted it will become read only  and retained in case any questions ever come up about any differences between the generated order and the quote.


Cancelling a sale order

Find and select the sales order you no longer require (the customer may have rung up and cancelled their order with you) and click on button Cancel Order

Entering and processing a sale shipment

Manually creating a sales shipment for the purpose of a front end Point Of Sale purchase, add in customer if required, scan in products, click on button Complete (to take the relevant stock off stock on hand and complete the invoice side of it)
*****Creating a picking slip for a sale shipment

Manually creating a picking slip for a sale shipment. Create a new sales order, add in customer, reference and products, click on button Ship, click on button Pick. This will set the status of the sale shipment to in progress and print off a picking slip so you can go and pick and pack the goods, then click on button Complete when you are ready to invoice the sale.

*****Crediting a Sale Invoice from a printed invoice (A4 or Receipt)When a customer walks into your shop with the original receipt/invoice and the goods, scan the receipt/invoice, click on credit, a sale shipment opens with the lines on there as negative quantities, change quantities if required, select reason for credit and click on button Complete.

Entering a sales credit as a shipment

Entering a Sale credit as a shipment. Creating a new sale shipment, adding in the customer (if required), add in products with a negative quantity which will make the values go negative, click on button Complete.
*****Manually Picking/ Packing Sale Shipment. The picking slip prints when auto warehousing creates a sale shipment from an order which sets the status of the sale shipment to in progress. Once you have used that picking slip to go and pick and pack the goods, scan the barcode on the picking slip which will open the sale shipment, make any required changes and then click on button Complete when you are ready to invoice the sale shipment.

Reversing an existing sale shipment

You can only reverse a sale shipment if its status is Posted. Open the Sale Shipments window, search for and select the sale shipment, click on button Reverse (up in the top ribbon). This will reverse the sale shipment and the invoice (if an invoice exists yet) which means the stock will go back to stock on hand and the dollar value for this invoice from the customers open items is reversed and allocated against the original invoice all in one go. You will need to then let the order reship or hit the ship on the sales order to push it through faster.

Manually invoicing one or more finalised sale shipments

Where more than one sale shipments have been created for a sales order and the finalize button is activated or the customer is set to one invoice per order, open the sale shipments module, search for the customer, select all sale shipments to invoice (use Ctrl and click on all sale shipments to be invoice) and click on button Invoice. This opens the Invoice window ready for you to click on button Finalize.


Entering a pre paid order (like a lay by)

Lay-bys in Readysell 8 are processed by making a payment against a sales order. Use the Pay button on the top ribbon to make a payment against the order (which can be the whole amount at once or payments by installments).


Finalising a pre paid order

Select the sales order and click on the Pay button on the top ribbon of the sales order. Process the payment on the sales order. Auto warehousing will kick in and release the sale shipment and print the picking slip and the sale shipment can then be completed.

*****Stock quantity adjustments from within a saleWhilst in a sales order or sale shipment that has a status of Open (cannot be any other status), select which lines of products need stock adjustments done (use the Ctrl button on your keyboard and use the mouse to select the product lines) right click and hover over New, further options open, click on Stock Adjustments. A new stock adjustment window opens which automatically adds in all product lines previously selected, change the quantities if required, select a reason for adjustment and click on button Finalise. (save will not action the stock quantity adjustment, it will only save what you've done so far on it)

Exporting a list of sales back orders

Open up the Sales Back Orders module, make sure your filter at the top shows Outstanding Back Orders. Hold down the Ctrl and A buttons on your keyboard to select all sales back orders in the list, click on button Show In Report, select the type of report you want (by customer or by supplier) and the report previews to screen.


Generating a delivery manifest through scanning invoices

Open up Sales and then Deliveries. Create a New delivery, scan in all the invoices/shipments to be added to the delivery in the order you wish to have them delivered, click on button Save, click on button Tag As Delivered, click on button Show In Report, select Delivery Manifest and click on button Print. Once the delivery has been completed, if there are any that weren't delivered you can delete those off and then Post the Delivery


Batch invoicing customers using a sale invoice run

Invoicing customers who are set to Batch Invoicing (i.e. one invoice per month). They receive delivery dockets throughout the month and then get an invoice at the end of the month for all of those delivery dockets. Open up sales and then Invoice Runs, create a New sale run, Extract Shipments onto the run to be invoiced, click on OK, click on button Generate Invoices to invoice the shipments and then click on Generate Email Batch and then click on Run Batch to email them off to the customers.


Making a Payout

Creating a new pay-out for the purpose of taking money out of your till
Open up sales and then Pay-ins/Pay-outs, click on button New, select the direction of Out and select the tender, select the reason, key in the value, click on button Save, add in a Note if required, click on button Finalise.


Making a Payin

Creating a new pay-in for the purpose of putting money into your till
Open up sales and then Pay-ins/Pay-outs, click on button New, select the direction of In and select the tender, select the reason, key in the value, click on button Save, add in a Note if required, click on button Finalise.

Advanced Sale Processes

Sale Orders

Sale Back Orders

Sale Shipments


Sale Invoices


Less frequently used sale processes

Pre-ordrered Products

Sale Runs

Sale Shipment Runs

Sale Invoice Runs




Learn more  

Refer to the "Sale Orders" section of the Readysell User's Guide to learn more

Refer to the "Sale Shipments" section of the Readysell User's Guide to learn more

Refer to the "Sale Invoices" section of the Readysell User's Guide to learn more

Refer to the "Sale Orders" section of the Readysell User's Guide to learn more