Sales Order Entry
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Sales Order Entry
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Sales Orders are records of purchase agreements made between a company and customer. They include prices, and are the primary source of information for Invoicing.
Sales Orders are created by Steelhead users as records of accepted Quotes, received Purchase Orders, or simple verbal agreements with Customers.
Auto-Grouping
A bottom-up feature of Order Entry is Auto-Grouping, meaning that an item added to a Work Order will automatically be added to its Sales Order. In the same way if a Sales Order is archived, then all its Work Orders will be archived.
Viewing and Placing Sales Orders
Under "OPERATION" at the very top of the Homepage, select "Sales Orders". The screen that appears is the "SALES ORDERS" list.
- Here are details about existing orders, such as the Deadline, Price, and Date created.
- To create a new order, select the button that reads "+ NEW SALES ORDER" at the top left of the screen.
This will bring up a menu called "Create Sales Order" with a few options to change purchase information on the order. Things you may specify include:
- The type of order wished, including [MAKE_TO_ORDER], [MAKE_FROM_STOCK] and [FULFILL_FROM_STOCK].
- The Purchase Order number, but it can be left blank if focusing on it is not important for the situation.
- The Customer (the name of the company that is placing the order).
- The Deadline, which can be set to any date as needed.
- Notes, comments or images relevant to the order.
- Switch Block Partial Shipments on or off (off by default, but this is editable in domain settings).
How to Set Pricing for a Part on a Sales Order
If it is still to be determined how we should be pricing parts, there will be no sales order lines for parts on the sales order. There are a few ways to set pricing.
Different Methods:
- Manually create a Sales Order Line, add line information, then select +/- to assign to a Sales Order Part.
- Select "+ Part To Sales Order" to add a part to the sales order. From here either assign a Quote line item, create a Quote, or manually create a Sales Order line.
- Navigate to the invoicing screen and select "Un-Priced Parts". From here all parts without associated sales order lines/pricing will appear.
- Create Quote/Pricing on the Sales Order screen itself. This will give the opportunity to quote all parts on the sales order. From here, the sales order lines will be generated based on quoted information.
Add Quotes to your Part Number
In your Sales Order and you go down to the parts table, you can click the edit pencil button on which part you are wanting to quote, like shown below:
Once you are in the screen that populates, you have a section where you can add an existing quote for this part (if you had one) or this button circled below will give you the option to create a new quote for that part number.
- Add Products to your quote, if needed. Treatments can also be created during Quoting.
Do you often use the same products on quotes?
Default products for quotes can be configured with the Default Products option on the Quotes page.
Update of Sales Orders
Quoting Changes
- The Receive Parts area on a Quote page shows Quote Line Number, similar to invoicing.
- [CREATE SALES ORDER] and [ADD ADDITIONAL SALES ORDER] buttons will show on a Quote page, depending on if the quote already has a sales order or not.
- Once received, parts on a quote show the sales order the parts are on.
Receiving Changes
- "Receive Parts From Customer" page now has [ADD PARTS] button.
- Creating Sales Order creates a contract (purchase agreement details), this button adds parts to SO and WO.
Sales Orders Changes
- New "ADD CONTRACT PARTS" button.
- Options for editing contract part count and adding them as new rows are now in "Add Parts to Sales Order".
- The list of received parts can now be viewed by the whole sales order or sorted by work order.
- SO view contains icons to:
- Add Parts to Sales Order
- View Archived/Current Sales Order Parts
- Edit Sales Order Part
- Archive Sales Order Part
- Print QR Code
- Print Job Tag
- Edit WO Details For Part
- Adjust WO Part Count icons
- WO view changes the Price/Unit column to become Sales ($) and includes Unit Price and Total details.
- Both views include a [RECEIVE PARTS] button which pulls up Receive Parts From Contract page.
- You can click the [RECEIVE OTHER PARTS] button to get to the Receive Parts From Customer page.
- If you see "TBD" in the "Total Sales" or "Margin" area, this means the amount is “to be determined”.
- The system assumes pricing is unfinished because there is not a qty or price/part on at least one PN.
Sales Order Lines
- These will match up to Quote lines and will connect them into invoice lines.
- The list area that shows them all has features like:
- An [+ ADD LINE] button that will create a new line with blank fields.
- An [+ ADD QUOTED LINES] that will open a page to select a quote and then select any quote lines you would like to add OR create a new quote.
- A [SAVE] button that will construct the Sales Order Lines.
- A [SAVE + ADD PARTS] button that will allow you to add the selected parts to the SO/WO.
- [SAVE LINES] buttons that allow you to save any changes made.
- Edit Line and Archive Line icons.
- View Invoice Line items icon to view invoice associations.
- Many line editing icons such as:
- Undo Changes
- Add Line Item
- Remove Line
- Move Line Up/Down
- Close/Reopen
- Add/Remove Associated Parts
- Remove Line item
- Move Line Item to Another Line (along w/ Cancel Move and Move Line Item Here)
- [HIDE LINES] and [SHOW LINES] buttons
- View Archived Contract Lines link where you can unarchive any archived lines + View Current Contract Lines link to see all lines that are not archived.
Archive BOM Items
From a Sales Order with BOM (Bill of Material) items, you can click the down arrow Archive button on any line to archive the line items from all active Work Orders for that Sales Order Line. At the bottom of the Sales Order Lines (where applicable) you will also see an Archive Multiple BOM Items button, to optionally move all lines out of production (off Work Orders) at the same time as they are archived from the Sales Order. If the archived items are the only items in the Sales Order lines, those Lines can also be removed under the same dialog.
Note that Lines already invoiced cannot be archived, and that archived items will be disassociated from the Sales Order Lines.
Invoicing Changes
- UN-PRICED PARTS tab
- Parts are listed here when they are on a SO but they do not yet have a price assigned.
- [PRICE PARTS] button to open a menu page called "Create Sales Order Line for Parts".
- [QUOTE PARTS] button to open a popup menu called "Create Quote".
- Status bars:
- Total Invoiced shows the dollar amount invoiced for already out of the dollar amount of the Total Sales of the SO.
- Parts Received shows a percentage based off how many parts were received out of how many parts are expected to be received.
- Ready to Invoice shows a percentage based off qty ready to be invoiced out of total qty needed to be invoiced.
- Invoiced/Closed shows a percentage based off the total invoiced.
- Lines Closed donut chart to represent how many SOLs are closed out of the total SOLs.
- View All Invoices now in top right of invoices main page.
- [BULK ACTIONS] button available for downloading or emailing multiple invoices at once.
- Add Invoice icon to quickly invoice for full SOs or singular SOLs to eliminate selecting and then clicking [CREATE INVOICE].
- Statistics section that displays Open Line Item Total dollar amount.
- Close All and Close icons on SOLs that give the ability to manually close Sales Order Lines that no longer need to be invoiced.
- Part View switch to toggle on/off the view of other Part details.
- All invoices that have not yet been finalized can now be edited.
See Also
Unlocked Workflows:
Update Video:
Sales Order Update Feb 2024
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