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Creating a Sale Order v2

At the core of every successful business lies the meticulous tracking of sales. This essential task ensures accurate financial records and empowers you to effectively manage inventory, streamline operations, and pave the way for sustainable growth.

In this guide, we will walk you through the step-by-step process of creating and processing your Sales Order in Qoblex.


How to create a Sale Order

To create your Sale Order:

  1. Go to Sales.
  2. At the top-right corner, click + Create.
  3. Fill out the necessary fields of information about your sales order.
  4. Add line items and their corresponding quantities, and establish the discount, price, and tax.
  5. Click → Create Order.

The following are the fields of information you need to input to create your Sale Orders:

CustomerThe name of your customer. You can choose pre-defined customer information that you have added from your Customers contacts. You can refer to our Contacts module for more information on how you can set up your contacts.
Ship fromThe location of the warehouse where the items will be shipped from. You can refer to our Inventory and Warehouses guide for more information.
Price ListSet the price list assigned to your customer. You can go to our Price Lists guide to know more about how you can set this up.
CurrencyThe unit of value used in a particular country. Usually based on your customer’s payment. You can set up your Currencies from your Account Settings.
Ship ToThe location of the customer where the items will be shipped to.
Bill ToThe billing location of the customer
Order NumberThe specified order number for the order. You can set up order number automatic sequencing from your Branding & Customization.
Sales RepresentativeThe user of the account who created the order.
Created atThe date the transaction was created.
Updated atThe latest time the order was updated.
Customer ReferenceA unique identifier for your customer.
Is Tax Inclusive?If the taxes are already included in the total amount of the order. You can set your taxes in your Tax Settings.

How to Add Line Items to Your Sale Order

To add the line items to your sale order, you have two options:

Import line items via CSV

  1. Click Import line items from CSV.
  2. In the dialog box, click Download Template.
  3. Using a spreadsheet application, enter the line items.
  4. Upload the modified CSV file.

Add Line Item

  1. Click + Add Line Item.
  2. In the dialog box, search the line items you want to add in the order.
  3. Select the line items.
  4. Click Add Selected.

Adding Additional Costs or Landed Costs

At the bottom section of the page, you can enter a separate custom line item for your orders. These can include your landed costs, such as Shipping, Freight, Duties, etc.

Allocations

After clicking Create Order, you will be directed to the Allocations page of your order.

You can control the allocations of your order on this page:

AllocateReserve the stocks of the line items for the order.
DeallocateRemove the stocks of the line items from the order.
Put on HoldTemporarily remove the stock allocations from assigning to the order.

Invoice

To invoice your sales order:

  1. Select the line items you want to invoice.
  2. Click Invoice at the top-right corner of the order view.
  3. A draft invoice will be created where you can make changes.
  4. You can add the Invoice Number and select the Create At and Due On dates.
  5. Once finalized, click Authorized.
  6. You can click Add Payment once the order is paid.
  7. You can click Ship from the invoice to create a shipment.
  8. You can Print or Email the invoice at the top-right corner of the order view.

Creating invoices for your orders is a two-step process that involves editing the price and quantity while the invoice is still in draft. Once the invoice is authorized, no further changes can be made.

Shipments

To ship your sales order:

  1. Select the line items you want to ship.
  2. Click Ship at the top-right corner of the order view.
  3. A draft shipment will be created where you can make changes.
  4. Add the shipment details (Ship from location, Shipping service, etc.)
  5. Depending on the shipment status, click Pick, Pack, or Dispatch.
  6. You can print the Pick List or Packing Slip at the top-right corner of the shipment.

Creating shipments for your orders is a two-step process that involves editing the shipment while it is still in draft. Once the shipment is Dispatched, no further changes can be made.

Returns

To process a return:

  1. Select the line item/s you want to return.
  2. Click Return at the top-right corner of the order view.
  3. A draft return will be created where you can enter the Return details.
  4. You can choose to restock the line items in the order.
  5. You can control the quantity and price of the return.
  6. If there is a shipping adjustment, click + Shipping, Adjustments, etc.
  7. Once finalized, click Authorize.

Creating returns for your orders is a two-step process that involves editing the return while it is still in draft. Once the return is Authorized, no further changes can be made.

Other Sections in the Sale Order view

There are other informative sections in the Sale Order view that provide additional details about your order.

Related OrdersIn this section, you can link relevant orders that you created.
AttachmentsIn this section, you can upload any files that are relevant to your order.
TagsIn this section, you can add tags to the order for grouping and organization purposes.
ActivityIn this section, you can see all the actions that have been made to the order.
NotesIn this section, you can add notes to customers or other users.
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