Sales orders

A sales order records what a customer has agreed to buy, so you can follow the order from confirmation through delivery to invoicing. Sales orders have their own page in the sidebar, with All, Confirmed, Sent, Delivered and Cancelled views, and each deal lists its own under the Sales orders tab.

Creating a sales order

Create a sales order from the Sales orders page or from the Sales orders tab on a deal. On a deal, the customer list offers the deal's contact and company, their email address and billing address fill in, and the deal's products are added as line items. From the Sales orders page you can pick any contact or company, so a sales order doesn't need a deal.

1. Go to Sales orders and click Create sales order.
2. Select the Customer. Their email address fills in. Click Cc or Bcc to add other people who should receive the order.
3. Check the Sales order no., which comes from your numbering series, and set the Order date.
4. Choose the payment Terms: NET 7, NET 15, NET 30 or NET 60. The Due date is worked out from the order date and the terms, and you can change it.
5. Enter the Billing address and the Shipping address, or tick Same as billing address.
6. Click Add line item, select a product and set the quantity, unit price and tax rate. Repeat for each item.
7. Under Discount, choose Percentage or Fixed amount and enter the value.
8. Add Notes for delivery details or anything else the customer should know.
9. Click Save, or Save and send to email it right away.

The total at the top of the form updates as you add items. A new sales order starts in Created and can be edited while it stays there. Clicking an order's number in the list opens the form while the order is Created and the PDF once it has moved on.

Converting an accepted quote

1. On the Quotes page, or on the Quotes tab of a deal, open the menu of an accepted quote and click Convert to sales order.

The sales order copies the quote's customer, addresses, recipients, line items, discount, notes and totals. It starts in Confirmed, its order date is today and its due date is 30 days from today. The quote's status becomes Converted and its Converted to column links to the sales order. An accepted quote converts to either a sales order or an invoice, not both.

Sending a sales order

1. Open the sales order's menu and click Send.
2. Check the To, Cc and Bcc addresses, the Subject and the Email body. The PDF your customer will receive is shown next to the form.
3. Click Send.

The customer receives the email with the sales order PDF attached. If you have connected your email account, the email is sent from it; otherwise it is sent from NeetoCRM. A Created or Confirmed order moves to Sent. You can send an order again at any time until it is cancelled.

Previewing the PDF

1. Open the sales order's menu and click Preview PDF.

The PDF opens in a panel. It shows the sales order number, order date, due date and total, the bill-to and ship-to details, each line item with its quantity, unit price and tax, the notes, and the subtotal, discount, tax and total.

Tracking the order's status

A sales order moves through Created, Confirmed, Sent, Delivered and Cancelled. Confirmed means the order is firm and locked for fulfilment, Delivered means the goods were dispatched or the service completed, and Cancelled means the order will not be fulfilled.

1. Open the sales order's menu and click Change status.
2. Choose Confirmed, Delivered or Cancelled.
3. Click Update status.

The pane offers only the statuses that come after the current one, so an order never moves backwards. Delivered and Cancelled are final, and an order that already has an invoice cannot be cancelled. An order can be edited only while it is Created, sent while it is Created, Confirmed, Sent or Delivered, and deleted only while it is Created or Cancelled.

Converting a sales order to an invoice

1. Open the menu of a Confirmed, Sent or Delivered sales order and click Convert to invoice.

The invoice copies the customer, addresses, recipients, line items, discount, notes and totals. Its issue date is today and its due date is the sales order's due date. The invoice appears on the Invoices page in Created, and the sales order's Billing column links to it. Each sales order converts to one invoice. If you have connected QuickBooks, the invoice is sent there as well.

Deleting a sales order

1. Open the menu of a Created or Cancelled sales order and click Delete.
2. Click Delete to confirm.

Numbering sales orders

Each new sales order gets the next number in your series. The series starts at SO-1, and you can change its prefix, starting number and suffix.

1. Go to Admin panel > General > Quote, sales order and invoice numbering.
2. Click the Sales order tab.
3. Enter the Prefix, Starting number and Suffix. The three join with nothing between them, so include a separator such as a dash in the prefix. The digits in the starting number set the padding: 001 gives SO-001, SO-002 and so on.
4. Click Save changes.

The next number is previewed under the fields and fills the Sales order no. field when you create an order; you can type a different number for a particular order. Changing the prefix, starting number or suffix restarts the count from the starting number for new sales orders, skipping any number already in use. Existing sales order numbers don't change.