Sales Order Creation

This article is an introduction to the ‘Sales Orders’ module of the Blue STOK section.

We are going to see step-by-step how to create and manage a sales order.

Open the 'Sales Orders' module and switch to edit mode  

Click on the ‘Add’ button (icon) in the main ribbon to create a new sales order.

A new line appears at the end of the list.

Its number is ‘Pending…’ until the Exchange Order is saved. It will then be filtered by date where you see all the sales orders, on the left.

Choose the category from the dropdown menu in the ‘Category’ field of the ‘General’ panel.

You can create Sales Orders, Loan Orders, Service Orders, Transfer Orders, Shipping Orders or Disposal Orders.

Fill in the issuer and customer information and the shipping information.

You can use the ‘Currency / Note’ to change from one currency to another. The system is connected to ‘Currency Layer’, a Reliable Exchange Rates & Currency Website.

Click on the plus button of the ‘Order Details’ panel to add items to the order.

Add an item to the order.

Click on the radio button ‘Inv. Items’ on top of the pop-up window to display the list of parts and tools that are currently physically in your stock.

Select the appropriate stock thanks to the selector.

Select one or more items and click on the orange arrow to add it/them to the order.

If you want to select the items from the Inventory Status, you can click on the 'Inv. Status' radio button.

This will show the content of the inventory status of the selected inventory.

To create several lines for one part number (because they bear different serial numbers and the system needs this information to know which item has to be moved out of your stock), you can click on 'Unfilter Selected References' in the 'Filter / Unfilter' section.

This will allow you to keep the reference on the 'Available References' side even after clicking on the orange arrow .

Once you have added your items to the order, you can override the information if needed.

Then, validate .

The item is now part of the order.

Indicate the ship-in and ship-out costs in the ‘Price / Quantity’ box or in the ‘Order Details’ panel in the ‘Item Information’ panel.

You can change the type of an item if needed thanks to the selector of the type field.

If the order contains sales items and exchange items for example.

Please note that the serial number is mandatory to move out the item. It allows the system to identify the item and send it.

GRNs

Once you have received and approved the quotation from the vendor, click on ‘Customer Acceptance’ (icon).

Click on the ‘Process all items’ button (icon) above the 'Order Details' panel to create an incoming GRN.

Clicking on ‘Process all items’ (icon) generates an outgoing GRN. 

If you have created a move that should be associated with the order but is not because you did not process the item while using the Sales Orders module or did not selected the order while processing the item via the iPad, you can still link it to the order.

This process in explained in the 'Inventory Moves (GRN)' article.

Additional 

You can change the type of an item if needed.

If the order is a mix of sales items and exchange items for example.

Select the appropriate line and edit the information in the 'Item Information' section on the right of the screen.

If you do not want to add the ship-in/out cost to the part because you do not want it to impact the value of your stock, you can create a line dedicated to the shipment cost. Click on the plus button of the ‘Order Details’ panel.

Click on ‘Services’ on top of the pop-up window to display the reference of service type.

Select the service and click on the orange arrow to add the service to the on-order items list.

You can modify the unit cost and validate .

The shipping cost is now part of the order details.

Arrange Shippment

Open the ‘Shipments’ tab.

Click on the plus button to add a shipment.

Fill in the required information.

Click on the plus button to add items to the selected shipment.

Select one or more items from the ‘Available Order Items’ list.

Click on the orange arrow to add the item(s) to the shipment content.

The item is now part of the shipment content, you can validate .

Click on ‘Delivery Sheet’ in the ‘Report’ box and click on ‘Show Report’ to display a delivery sheet.

You can print out this document to include it in the shipment.

Click on ‘Pro-Forma Invoice’ in the ‘Report’ box and click on ‘Show Report’ to display a Pro-Forma Invoice.

Here is the pro-forma invoice.

Once everything is set and done, you can tick the ‘Payment Performed’ box in the ‘Status’ panel and click on ‘Close S/O’ (icon).

The order is now closed.

Click on ‘Save’ .

If you do not set payment as performed before saving, you will get an alert. You will still be able to close the sales order and come back later to set the payment as performed by switching to edit mode and ticking the ‘Payment Performed’ box.

If you open the ‘Preview’ tab, you will get a report of the operation.