Sales Terminology: Sales Order Terminology

New Sales order

• Company
  • The name of the company/individual that's being engaged with. This can be an existing customer or a new prospective customer.
  • An order must be associated with a company.
• Contact
  • This is the name of the person being engaged with, or the contact that the customer would prefer to be engaged.
  • This is not a compulsory field and can be left empty.
• Assigned to
  • This field refers to the Flowlens user who manages the order.
  • It is auto-assigned to the current user, but can be changed.
• Currency
  • This is the currency the order will be created in.
  • All currencies must be defined in settings.
• Billing address
  • The address for the billing of the order.
  • This address is auto-populated from the selected company's primary address.
  • Users can select any other address from the system for billing address if the selected address is not suitable for the current order.
  • This address also displays on the sales order PDF.
• Delivery address
  • This is the address the customer wants the goods to be delivered to. It is auto-populated from the primary address of the customer and can be changed on the order as required.
• Quote date
  • The date the order was created.
• Due date
  • The date the order is expected to be dispatched to the customer.
  • This date also displays on the sales order pdf.
  • It is not a compulsory field, but must be filled in in order to use reports that are based on due dates.
• Customer PO number
  • Once an order is confirmed, or even prior to order confirmation, customer might issue you a purchase order from their side for the purchase. Record the customer's purchase order number in this field.
• Carriage cost
  • Enter the carriage cost that the customer must be charged for the dispatch/transport of goods to the delivery address.
• Carriage VAT
  • The VAT that has to be applied to the carriage cost
  • VAT rates should be defined in settings as part of initial set-up.
• Delivery notes
  • Any notes that are provided by customer for the delivery should be recorded here. An example can be 'User service entrance for delivery and not the main entrance'.
• Customer notes
  • If there are any notes/instructions that customer had provided when the order was processed, this is where you would store them. These get printed on the order PDF.
• Internal notes
  • Any relevant internal notes/comments can be recorded on the order.
  • These do not get printed on the order PDF.

Sales Order Line Items

• Part number
  • Search and select the parts that are being sold on the sales order.
• Description
  • If the part has a defined 'Description', then this field will be populated with the information.
  • This field is an editable field.
• Quantity
  • This is the quantity of each part being sold.
• Unit price
  • This is the sell price per unit of the part. It is auto-populated and can be edited, as required.
• Discount %
  • This is a percentage field and should be used to provide discounts on sell price for each line item.
  • Discounts can only be entered on a line item basis on the order and must be specified as a percentage value.
• VAT rate
  • VAT must be selected for each line on the order.
  • By default, company's Sales VAT will be applied on each line and if the company does not have VAT then that part's VAT will be applied. User can edit this as required.
• Gross
  • This is the gross total for the order, including VAT and carriage.
• Sales order overview
  • This page shows the sales order and all the fields entered there.
• Status
  • A sales order can have various statuses:
    • Draft: The sales order is in progress, i.e. being worked on.
    • Sent: The sales order has been sent to the customer. If required, users can revise the sales order after it has been sent to the customer.
    • Accepted: Once the customer accepts the order, its status can be updated to accepted.

      Users can revise the sales order after it has been sent to the customer.

    • Cancelled:If the customer cancels an order, it can be marked as cancelled.
• Dispatch status
  • This field signifies whether or not an order has been dispatched. An order can have the following dispatch statuses:
    • Not Dispatched: When none of the quantities of none of the line items have been dispatched.
    • Partially dispatched: When some of the quantities on some of the line items have been dispatched.
    • Fully Dispatched: When ALL of the quantities on ALL of the line items have been dispatched.
• Revision date
  • The is the date, the current revision of the SO was created.
  • It cannot be edited by the user directly.
  • The system populates this date based on the date the current revision was created.
• Total value
  • This is the total order value (excluding VAT) of the sales order.
• Invoiced to date
  • This is the sum of totals of all non-cancelled invoices against the sales order.
  • Includes VAT.
• Paid to date
  • This is the sum totals of all the invoices with status of 'paid' against the sales order.
  • Includes VAT.
• To be invoiced
  • This is calculated as: Total (inc VAT) of the sales order - Invoiced to Date.
  • Includes VAT.
• Amount credited
  • This is the sum of totals of all non-cancelled credit notes against the sales order. Includes VAT.

Dispatches and Dispatch Note

Once a sales order is accepted by the customer, the items/quantities sold on the sales order can be dispatched from the sales order. A sales order can be dispatched in multiple batches and after each dispatch a 'Dispatch Note' is generated, which can be printed in PDF format.

Dispatching parts also subtracts the stock dispatched from 'Stock On Hand' and frees up the reserved stock by the same quantity. Outward stock movement for each part/quantity dispatched is also logged.

Once dispatches are created, they can be cancelled. Cancelling dispatches puts the stock back in a 'reserved' bucket and creates an inward stock movement.

When dispatching a sales order, if any of the line items have parts which 'generates unique assets' then for each quantity dispatched for the part, the serial number of the asset(s) being dispatched must be specified. I.e. if the part being dispatched was an iPhone and 10 of those were being dispatched, then 10 serial numbers one for each of the iPhones being dispatched must be specified. This ensures that not only is the stock level kept accurate, but also that each asset is managed for availability.

The following are related dispatch notes fields:

• Dispatch docket number
  • This is a unique serial number generated by Flowlens for each dispatch docket.
  • It is system generated and cannot be edited/updated by the user.
• Part number/description
  • The dispatch note lists each line of the sales order and includes part numbers and descriptions.
  • These are view only fields, and cannot be edited/updated by the user on the dispatch note.
• Asset serial number
  • If the part being dispatched is 'Generates Unique Assets', then for each quantity dispatched for the part, asset must be selected.
  • This field allows for asset to be selected for dispatch.
  • Only assets which are 'In Business' can be selected for dispatch.
• Location
  • This specifies the part location from where the stock is picked for dispatch.
  • It is compulsory to pick a part location for each part being dispatched, to be able to create a dispatch note.
  • Defaults to a part's default location, but can be edited/updated to a different location if thats from where the part is being picked.
• Total
  • This shows the total quantity that was sold for each line item on the sales order.
  • It is a view only field.
• Dispatched
  • This shows the total quantity of each line item that has already been dispatched for the sales order.
  • It is a view only field.
• Dispatching
  • This is where user should enter the quantities being dispatched for each line item of the sales order

Sales Order Actions

• Edit
  • This action appears if the sales order is in 'In Progress' status.
  • This allows user to edit ALL details on the sales order.
  • Once the sales order is sent to the customer, it cannot be edited for parts and quantities.
  • If the sales order line items need to be changed after the sales order has been sent to the customer, then it should be revised.
• Send to customer
  • Using this action, the sales order can be sent to the customer via email directly from Flowlens.
  • Choosing this will allow users to send an email. The sales order PDF will auto-attach to any sent email.
  • If this option is executed, the status of the sales order will update to 'Sent'.
• Mark as sent
  • Orders can be manually marked a sent if the sales order has been sent to the customer outside of Flowlens, i.e. by not using the above option.
• Mark as accepted
  • Only appears once the sales order's status is 'Sent'.
  • Using this action will update sales order's status to 'Confirmed'.
  • Confirming the sales order also reserves stock quantities for all associated line items.
• Edit details
  • Allows for the option to update the meta information about the sales order without the need for revisions.
  • Is always available.
  • The following fields can be updated using this action:
    • Delivery Address
    • Billing Address
    • Customer PO number
    • Billing Date
    • Due Date
    • Delivery Notes
    • Customer Notes
    • Internal notes
• Re-send to customer
  • Allows the sales order to be sent to customers via email directly from Flowlens.
  • Only appears after the sales order has been sent to the customer.
• Generate invoice
  • Used to create a sales Invoice from the sales invoice.
  • It creates a sales Invoice using ALL lines, quantities and prices on the order.
  • Saves time as users don't need to re-key all the information.
  • Links the invoice created with the sales order.
  • Many sales invoices can be created from one sales order.
  • Creating an invoice from sales order also updates the sales order's 'Total Invoiced' value.
• Generate credit note
  • Used to create a sales credit notes from the sales order.
  • Creates a sales credit note using ALL lines, quantities and prices on the order
  • Saves time as users don't need to re-key all the information.
  • It also links the credit note created with the sales order.
  • Many sales credit notes can be created from one sales order.
  • Creating a credit note from sales order also updates the sales order's 'Total Credit' value.
• Dispatch items
  • Only appears when the order is 'Confirmed' and is either not dispatched or partially dispatched.
  • Allows users to create dispatches from the sales order.
  • Disappears once the order is 'Fully Dispatched'.
• Generate project
  • If at least one of the parts being sold on the sales order has a 'Manufactured' flag as 'True', then this action becomes available once the sales order is confirmed.
  • This implies that at least one of the parts being sold is something that is manufactured, hence a project can be created from the sales order (if needed) in order to manufacture the part(s).
  • Once a project is created from a sales order, it cannot be revised or cancelled.
• Download PDF
  • The sales order PDF can be downloaded.
  • Is always available.
• Download CSV
  • The sales order CSV can be downloaded.
  • Is always available.
• Download packing list
  • Can be used to download a packing list for the sales order
  • Packing lists allows users to download a PDF outlining all parts and quantities needed, without any prices.
• Create revision
  • An order can be revised if it is not cancelled, fully dispatched or if no project has been generated from the sales order.
  • This action allows user to edit details of the sales order, including line items, even after it has been sent to the customer and/or confirmed.
  • If an order has been revised, it goes back to 'In progress' status and must go through its lifecycle again before it can be dispatched.
• Duplicate
  • Allows a new sales order to be created which mirrors the current sales order.
  • A shortcut that can be used if a customer has a new order identical to a previous order.
  • The new sales order that is created is given a status of 'In progress' and then can be edited as needed before being sent to the customer.
• New sales order
  • This action allows user to create a new sales order.
• Cancel order
  • This allows user to cancel an existing sales order. A sales order can be cancelled if no project has been generated from it and/or it has not been dispatched at all.

! Only certain users will have access to all areas covered in this glossary.