How to create a Sales Order

How to create a Sales Order

The Sales Order records a request to sell goods or services.

A Sales Order initiates the Sales Workflow and may be for products and/or services. When a sales order is for services only, it may also be referred to as a work order. CustomBooks™ tracks shipped and invoiced items against sales orders. In CustomBooks™, a Sales Order may be created for a sale, but is not required. The creation of a Sales Order has no effect on the general ledger but may be used in your company’s workflow. Sales Orders can be created manually or automatically by an outside system via our API. For more information, visit our developer website.


Creating a Sales Order

  1. Navigate to Sales → Sales Orders → Create.
  2. From the Main tab, choose the Customer from the drop-down list.
  3. The S.O. Date and Terms field is pre-fill and the S.O. # is auto-fill . Change if necessary.
  4. Enter the PO / Ref # and Promise Date. (optional)
  5. Check Use Shipment and Dropship. (Optional)
  6. If Dropship is checked, enter Dropship PO / Ref #. (Optional)
  7. Go to the Addresses and Shipping tab.
  8. Enter the Confirm To contact. (optional)
  9. Choose a Ship to, Bill to and a Ship from address.
  10. Enter the Sales Person, Shipping method and the FOB. (optional)
  11. If Dropship is checked on the Main tab, enter a Dropship Customer.
  12. Go to the Projects / class tab.
  13. Enter the Project and Class. (optional)
  14. Go to the Currency tab and set the currency (pre-fill). Change if necessary.
  15. Go to the Discounts tab and set the discounts if there is. (This tab is not visible if "Allow discounts on line items" is not been enabled in General Settings.)
  16. Go to the Memo tab.
  17. Enter an External or Internal memo. (optional). External Memos will be included on printed and emailed documents. Internal Memos are visible only from within the sales order in CustomBooks™.
  18. Go to the Sales Tax tab. (This tab is not visible if Sales Tax has not been enabled in Sales Settings.)
  19. Choose the Sales tax address, Sales tax rate and the Discount taxability for the order, if applicable.
  20. Click Add to add a line item to the Sales Order.
  21. On the line item, the Description and Price will auto-fill. after adding/selecting an item.
  22. Enter the Quantity ordered.
  23. Repeat the previous 3 steps to add more line items.
  24. Enter a Discount % or $ and highlight appropriate toggle. (optional)
  25. Enter Shipping cost. (optional)
  26. Click Save, Save and New or Save and Close to save your completed work or Save a Draft to save a draft to finish later.

Creating a Sales Order

A sales order may be automatically created from a Sales Quote by choosing Generate → Sales Order from the sales quote screen. This method will auto-fill many of the fields and will save time.



Viewing Sales Orders (List View)

To view the list of Sales Orders in the system, navigate to Sales → Sales Orders. Columns may be sorted by clicking on the column name and a Sales Order can be opened by double-clicking.

The other operations that are available from the list view :
  1. Creating New or Copying a sales order
  2. Emailing
  3. Printing
  4. Attachments
  5. Export List (save to PDF, Excel, Word)
  6. Columns (Edit column settings)

Sales Order List View

The Sales Orders that appear in this list is based on any criteria of your choice. For example, you may wish to only see Open sales orders in your list. This option can be done by clicking the Settings → Configure List. From the dialog, choose which field to filter, order, grouping or create conditional appearance for.


Viewing an Individual Sales Order

To view an individual Sales Order, double click the line of the Sales Order to view.

From the Individual Sales Order view, you may:

  1. Edit the SO.
  2. Generate a Sales Invoice, Shipment, Prepayment and a Purchase Order.
  3. Email the SO.
  4. Print the SO
  5. View Transactions associated with this Sales Order.
  6. Create, view or edit a Recurring Sales Order Template (see Recurring Templates for more information).
  7. Attach files.




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