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Creating a Sales Order

Creating a Sales Order is important in your business as they streamline the sales process by making it easier to fulfill orders, manage inventory, and ensure proper financial tracking. By implementing an efficient sales order system, your business can increase productivity, reduce errors, and have better control over sales operations.

In this guide, we will let you know how to create and process your Sales Order in Qoblex.


How to create your Sales Order and add Customer Information

To create your Sales Order:

  1. Go to your Sales module.
  2. Click + Create at the top-right corner.
  3. Fill out the necessary fields of information about your sales order.
  4. Click Save > Allocate > Invoice > Create Shipment at the top-right corner.

The following are the fields of information that you need to input for your Sales Order:

CustomerThe name of your customer. You can choose pre-defined customer information that you have added from your Customer contacts. You can refer to our Contacts module for more information on how you can set up your contacts.
Ship fromYour warehouse’s name from where your products will come from. You can refer to our Inventory and Warehouses guide for more information.
Order NumberThe specified order number for the order. You can set up order number automatic sequencing from your Branding & Customization.
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.
Created atThe date when the transaction was created.
Customer ReferenceA unique identifier for your customer.
Assigned ToThe name of the user linked to your account that created the order. Helpful for those who have multiple users that use their Qoblex account. You can refer to our Users guide to learn more about managing your team.
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 Sales Order

You can enter the line items in your order in the other half of the Sales Order view page. This includes adding your landed cost, scanning bar codes for your products, and importing/exporting CSV files.

By selecting + New order line, you can select the products in your inventory.

You can manually input the order quantity and discount of the line items in your order. For Price and Tax (%), this is auto-populated if you have set up prices for your line items and have an assigned tax on your customer details. You can refer to our Tax Settings and Price Lists guide.

Additional details about your Sales order are as follows:

AllocationsThe total number of allocated line items that are reserved to fulfill your order.
Notes & TagsAdditional comments or remarks about the specific order.
InvoicesInvoices sent to the customer for your tracking convenience.
ShipmentsShipping information that the specified order has.
RefundsThe reimbursement information from the specified order.
COGSThe total cost of goods sold represents the total cost incurred for the sold line items. You can refer to our Moving Average Cost article for more information on how this is computed. The margin column under the COGS tabs compares the quoted price vs. the product COGS and indicates whether the line is profitable.
Related OrdersOther orders that are created that are related to the specified order. (i.e., Purchase Orders)
HistoryAny changes or updates made to the order are recorded in History.
AttachmentsFiles or other inclusions that you want to add for the specified order.

Once you’re all done with the necessary information about your order, you can dispatch it. You can refer to our Sales overview guide to define all Sales Order Statuses.

Send an Email or Invoice to your Customers

Utilizing our Branding & Customization feature in your Account Settings, you can create a template for invoices and emails you want to send to your customers. This is beneficial for sending quotes and invoices to your customers to give them detailed information about their orders.

By authenticating your email address in your Qoblex account, you can send emails to your customer using your domain. For more information on how you can set this up, you can go to our Email Authentication guide.

The following are the fields of information to fill out and auto-populated when you send an email:

From:
The email address of the user that will send the order email.
To:
The email of the customer receiving the order.
Cc:
The additional contact’s email of the customer receiving the order.
Subject:
The subject of the email. This is auto-populated by the sales order number.
Template to use to generate the PDF attachment:
The template you want to use for the PDF file attachment your customer can view for their order information. You can select from the templates you created in your Branding & Customization settings.
Email Template:
The email template that you want to send to your customers. You can set this up from your Branding & Customization settings.
Message:
Additional notes or remarks to your customer. This is auto-populated with the message you’ve set up under your Branding & Customization settings.
Verification box:
The reCAPTCHA verification box to avoid multiple emails being sent out to your customers.

Clicking Print at the top-right corner of the order view page lets you download a PDF file to your device using the Invoice template you created.

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