Sales Order

Purpose

The Sales Order, sometimes abbreviated as SO, is an order issued by a business to a customer. A sales order specifies the details about products and/or services ordered by a specific customer along with the price, quantity and terms and conditions. Businesses use it as a confirmation document that is sent to the customers before delivery of goods or service.

In general practice, below steps are followed by the businesses :

  1. Estimate/Quote is sent to the potential customer.
  2. If accepted, customer sends a purchase order (PO).
  3. Customer may request a Sales Order (SO) to view exact details of the products, price, terms and delivery dates.
  4. When products are shipped, an invoice is created from SO for billing purpose.
  5. Once the Sales Order is created, Inventory manager can have a look at it to know what needs to be delivered/shipped and when. Please refer to the image below to understand how Sales Orders work.

Relationship

Stage

  • Quotation: The quotation is just created.
  • Quotation Sent: The quotation is Sent to customer
  • Sales Order: The Quotation is Paid by the customer.
  • Cancelled

Invoice Status

  • To Invoice: The Sales Order have invoice partially.
  • Fully Invoice: The Sales Order have fully invoice for all sales order.

Activity

Find a Quotation

Create a Quotation

Quotation Deadline

When sending quotations, it is important to set a deadline to encourage your customers to act. Indeed, this will stimulate them because they will be afraid of missing a good deal and it will also allow you to protect yourself in case you have to fulfill an order at a price that is no longer profitable for you.

With Odoo Sales, it is possible to instantly add an Validity Date from the quotation or the sales order.

Tips By clicking on the Customer Preview button, you will be able to see when the offer expires. For your information, the number of days will be the same as those mentioned in the quotation template. How customers will see deadlines.

Add optional products to your quotations

With Odoo Sales, it is possible to add or modify optional products directly on quotations (under the Optional Products tab, as you can see below).

Tips: By clicking on the Customer Preview button, you will be able to see what your customers will have as possibilities after opening a quotation from their received email.

In practice, your customers will be able to add different optional products to their order by using associated carts, with a user-friendly layout. More than that, if a customer selects all the optional products suggested, these additional items will automatically fill in the quotation managed by the salesman.

Like this, salespeople will see each movement made by the customer and tracking the order will be all the better.

Request CEO sign the quotation

  • Step 1: Prepare a scope file, with font Times new roman, and size 11, then create a PDF. Example here
  • Step 2: Goto My MAgestore > Sales > Orders > Quotation and open the Quotation
  • Step 3: Click the Request Sign button.
  • Step 4: Choose a Customer with real personal name!

Notice: The real personal name is a Contact belong to a Customer (Company) on the Quotation. If the listing of personal name is not extract, please reload page!!! If the customer company do not have any contact with personal name, please create a new contact here

  • Step 5: Choose CEO name as Approver, upload the PDF of scope file created in Step 1. Set it a name

  • Step 6: You will come to a Slack Thread with CEO as in the below screen, please tell him sign then send back to you in the Slack Thread

Send Quotation to Customer

  • Step 1: Goto My MAgestore > Sales > Orders > Quotation and open the Quotation

  • Step 2: Click Send by Email

  • Step 3: Tell the customer check email to receive the Quotation in email. The stage of Quotation change to Quotation Sent

  • Step 4: You can click Preview then send URL to the customer

Register Payment for a Sales Orders

  • Step 1 Goto My MAgestore > Sales > Orders > Orders
  • Step 2 Make sure [the quotation is sent to Customer]
  • Step 3 Click Register Payment, choose Account and input the Value. Then click Validate

Customer pay by Paypal on Sales Orders

  • Step 1 Goto My MAgestore > Sales > Orders > Orders
  • Step 2 Make sure [the quotation is sent to Customer]
  • Step 3 Input Partial Payment value if customer want.
  • Step 4 Click Preview then send Link of Quotation to the Customer. They can click Pay by Paypal as they want

Confirm Quotation to Sales Orders

If the customer agree with the Quotation, we will confirm to make it become Sales Order

Cancel a Quotation

Find a Sales Order

Create Invoice for Sales Order

  • Step 1: Goto My MAgestore > Sales > Orders > Orders and open the Sales Order

  • Step 2: Click Create Invoice

  • Step 3: Choose a type of fully or partial invoice:

    • Invoiceable Lines:
    • Invoiceable Lines (deduct down payment): If you want to have partial payment per order line.
    • Down payment (percentage): If you want to have partial payment for all order.
    • Down payment (fixed amount): If you want to have partial payment for all order.
  • Step 4: Click Invoices Button to see List Invoices of Orders

  • Step 5: Open an Invoice and do something with the Invoice

Tips You can create many Invoice per Sales Order. The lines have fully invoice and the lines have not invoice, they have different color.

Assign Business Requirement from Sales Order Line

Manually Assign a Delivery Team to take Responsible

Automatically Assign a Delivery Team to take Responsible

Notify a Delivery Team to take Responsible

  • Step 1: Goto My MAgestore > Sales > Orders > Orders and open the Sales Order

  • Step 2: If there is an assigned team in the Sales Order, click Remind Team

  • Step 3: A message will be sent to Team Slack Channel

Create new Project from a Sale Order

Assign a Project from a Sale Order

Discover Sale Order Information

  • Step 1: Goto My MAgestore > Sales > Orders > Orders and open the Sales Order
  • Step 2: Scroll down to log note to have some detail information from Salesman
  • Step 3: Scroll down to view detail of sales order, you can have link to detail requirement.
  • Step 4: View the detail Customer's Information by click to the Customer Name, you can also Disscover more Information about the Customer
  • Step 5: Scroll to Log Note below, you will see a link to CRM Zoho to have more detail about deals. If not, contact to the business consultant who has responsible with this project.

Thank you new customer after payment

  • Step 1: Goto My MAgestore > Sales > Orders > Orders and open the Sales Order

  • Step 2: Scroll down to Send Message and click the Expand button to have template

  • Step 3: Choose the template Sales Order: Thank you ....

  • Step 4: You can edit the content or add more recipients as you want then click send