Creating a Sales Order

When you have received all information regarding your order, click 'New Order'.

Type the Customer Name in the top bar

If you need to search for a specific customer, you can click the 'Customer' button and refine your search.

Once the customer has been inputted, you may encounter a Customer Related Pop-up.

Take note of any pop-ups and assess whether they are relevant to your order. Click 'Close' once read.

The next thing that pops up will be Open Quotes and Orders for this particular customer. Assess whether these are relevant (they shouldn't be at the order stage, quotes should be checked beforehand). Click 'Close' when finished.

Once the Customer has been selected and pop ups have been reviewed, the majority of the 'General' Tab will populate itself but there are some aspects that must be checked or amended before moving on.

The highlighted fields are fields that need checking.

• Date Required will always automatically be 2 days from the date the order is created. This needs to be changed if the Customer requires the order sooner or later that the 48 hour turnaround.

• Customer Reference needs to be amended to the Customer's Purchase Order Number if they have one. If not, 'Verbal - (Contact Name)' will suffice.

• Contact Name now has to be correct and include an email address so that the customer can receive an order confirmation once the order is completed.

• Ensure that the Delivery Address is the correct address provided by the customer.

• If the customer had a specific delivery time for the order, please change the Delivery Time field.
• Similarly, if the customer has any Special Instructions regarding delivery restrictions etc. this needs to be changed to 'See Special Instructions'.  

The next step for creating the customer return is adding the Product Lines. There are 2 main methods to doing this:

1. You can add a new product line by entering part of your Product Description in the top text bar.

2. If it is a product that the Customer has purchased before, you can click 'Products Purchased' and select from the list. (Note; using the purple field here you can add quantities and add multiple products to the Sales Order).

Once your products have been added, you need to go into the Order Line Properties in order input the correct price and quantities. This also allows you to view the margin of the sale and compare your price to the product's cost.

The first thing you must do is input a Quantity and then press Enter/ the Return key on your keyboard

Before inputting your price, you need to check the 'History and Quotes' button at the bottom of the screen (next to 'Price Bands').

If there is an open quote for this product for this customer, then you note down the quote number, must exit the sales order and convert the quote to an order.

Prices paid should help inform you as to what to charge the customer for the product.

If there are product specific notes, there are put on the Notes section through Order Line Properties

Notes regarding Delivery or Customer related information should be put in the 'Line Notes' field.

Notes regarding the Picking of the Order or any Instructions for the Warehouse staff need to be put in the Internal Notes field (this will only appear on Picking Notes).

Any instructions for the actual Delivery need to be put in Special Instructions (the Delivery Time drop-down box on the 'General Tab' should have been changed to 'See Special Instructions' previously.

Common instructions here are :

• 'Customer does not open until 8:30am'
• 'Customer is closed on Fridays'
• 'Pick Up only'

And other such delivery instructions.

The next step is to add any other Notes regarding the entire order on the 'Notes' tab (F9)

Header Notes should be reserved general information on the order/ customer for anything the Delivery Driver, Warehouse Operatives and Transport Office need to know. These will be visible to the customer so ensure that everything written here is professional.

Examples of what to put here are things like:

• Customer cannot accept twisted boards
• Do not send damaged goods
• Skid items separately, customer has a small forklift truck

Internal Notes should be reserved for anything the Warehouse Operatives and Transport office need to know e.g :

• Please shrink wrap goods
• Use Thick Coverboard
• (Name of Sales Person) to check goods on picking.

Once you have filled in all the relevant fields and followed this guide step-by-step, it is important that you check all the information you have entered.

Retrace the previous steps and ensure the information you have received from the customer matches the information on the Sales Order. If you have any doubts or queries regarding what the Customer has asked for, do not be afraid to contact them to clarify:

A customer would rather you get the order right first time than get it wrong and have to redeliver.

Once all relevant checks have been finished, click the Complete tab in the top right and answer the questions posed by the subsequent pop ups. If you need to edit the Order Confirmation email that is sent you, this allows you to do that before finishing the order.

Once complete, please record the Order Number in your Day Book or on the Official Customer Order.