Guide Categories

Sales Orders

Record and monitor orders received from customers for efficient order tracking and delivery coordination.

Overview

The Sales Orders tab helps you record and monitor orders that you have received from your customers. This comprehensive system enables efficient order tracking, invoicing management, and delivery coordination to ensure complete customer satisfaction.

Note

Create sales orders before invoicing to maintain clear tracking of customer commitments and ensure accurate order fulfillment.

Creating a New Sales Order

To create a new sales order and begin processing a customer's request:

  1. Navigate to the Sales Orders tab
  2. Click on the New Sales Order button
  3. Select the customer from your customer list
  4. Add order line items with quantities and pricing
  5. Review the order details and save

Pro Tip

Create sales orders before invoicing to maintain clear tracking of customer commitments and ensure accurate order fulfillment.

Key Information Fields

FieldDescription
DateIndicates when the customer received the sales order
ReferenceDisplays the reference number assigned to the sales order
CustomerDisplays the name of the customer who placed the order
Sales QuoteDisplays the reference number of an approved customer quote
DescriptionProvides a brief description of the sales order
Order AmountDisplays the total amount of the sales order
Invoice AmountShows the total from all Sales Invoices linked to the order
Invoice StatusShows whether the order is Invoiced, Partially Invoiced, or Uninvoiced

Note

The Sales Quote column is only applicable if you're using Accounter's Sales Quotes tab for your quotation process.

Monitoring Sales Order Status

Effective order management requires tracking both invoicing progress and delivery status:

Invoice Status Options

  • Invoiced: The order has been fully invoiced
  • Partially Invoiced: The order is partly invoiced, with additional invoicing expected
  • Uninvoiced: The order has not yet been invoiced
  • Not Applicable: Appears only if the Order Amount equals zero

Invoice Tracking Setup

To easily track if all your sales orders have been invoiced accurately:

  1. Click Edit columns
  2. Enable the Invoice Amount and Invoice Status columns

Delivery Tracking (For Inventory Items)

When selling inventory items, you can also activate delivery tracking columns:

  • Qty to deliver
  • Delivery Status

Order Fulfillment Process

Understanding the complete order lifecycle helps ensure customer satisfaction:

Order Closure Criteria

An order is considered closed when:

  • Invoice Status is set to "Invoiced," and
  • Delivery Status is marked as "Delivered"

Order vs. Payment Tracking

Sales order status does not indicate payment status—that's tracked in the Sales Invoices tab

Warning

Remember, the sales order status does not indicate if payment has been made—that function belongs to tracking in the Sales Invoices tab. Focus on order fulfillment accuracy here.

Best Practices

  • Create sales orders before invoicing for better tracking
  • Update order status promptly as work progresses
  • Use Edit columns to customize your view
  • Monitor invoice and delivery status regularly
  • Use Advanced Queries to filter and analyze orders
  • Ensure orders are fully invoiced and delivered before closure
  • Maintain clear communication with customers about order status
  • Link sales quotes to orders when applicable

Pro Tip

Use Advanced Queries to filter and analyze orders, such as identifying pending deliveries or uninvoiced orders that require attention.
ReceiptsSales Quotes