Creating a Sales Order is very straightforward in Prospect CRM. You can create a Sales Order against a Company, Contact, Opportunity and Problem.
Step 1: Select Sales Order
When on a Company, Contact, Opportunity or Problem, simply select the plus icon and choose 'Sales Order' from the drop-down.
Step 2: Input information
Once you've selected the Sales Order option from the drop-down, the New Sales Order window will open where you can start to log information about this order.
Within the Sales Order creation window, it asks for minimal information where you need to select the currency you wish to sell the items in and if you would like to base the order on a template Quote.
Once happy with the information inputted, click 'Create'.
Currency: By default, this will be set as ‘Home Currency’. However, this can be changed if additional currencies are added from within System Settings, see here for more information.
Customer Order Reference: In addition to the unique order reference which is created automatically when the record is first made (shown below), you can also include an additional reference if required by the customer.
Order Due Date: This field gets pushed through to your Inventory Management/Accounting System once an order has been confirmed and becomes the delivery or order due date.
Status: This will show which status the order is currently in. There are three different statuses a Sales Order could have; Confirm (Into Accounts), Keep for Later (Draft) or Discard (Cancel).
Adding Products to a Sales Order
At the bottom of the Sales Order document is the section where you can add products to the Quote. It'll also displays any products which have already been added to the Quote.
The products which you can search for will come from your back-office system and contain whatever description and price details have been set against them.
Step 1: Search for a product
Clicking on the ‘Search for a product’ section, shown above, will allow you to look for any products which have been imported from the accounts system. Alternatively, you can select ‘Search…’ from the drop-down which will take you to an additional window, shown below.
Searching for products works in the same way as searching for a record in the CRM -you don't have to type the whole name of the product for it to be returned.
Step 2: Add quantity values
Once the search results have been returned, you can then add quantity values for any of the required products. These are then added to the Sales Order by selecting ‘Add’ at the bottom of the window.
Step 3: Select a Delivery Address
The Delivery Address is likely already pre-populated which is determined within your System Settings. It will either default to the address for the Sales Ledger, the Company or the Contact. If you wish to review the Delivery Address and make any changes you can do so in the Address Tab of the Sales Order. By clicking on ‘Select Address’ it'll allow you to search for a different address or add a unique one.
If you enter a postcode or area into the ‘Search for address…’ section, it'll return a list of available addresses and if one is selected then it'll automatically populate the address fields. There's also an optional section to enter any ‘Delivery Notes’ which need to be displayed.
Step 4: Confirm
Once you have the products and the values added, you can then confirm the order into your Inventory Management/Accounting System. Please note: You must have a Sales Ledger set up before you can confirm the order.