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Create a sales order

Introduction

This article explains how to create a sales order manually, from purchase order, from a reservation, or from a quote. The sales order module is based on Paragon's standard transaction screen format. If you are not familiar with the format of transaction screens, get yourself oriented on transaction screens.
 

 

Scenario #1: Create an order manually

Step-by-step instructions:

  • Step 1: Open the order module

You can open the order module in two ways; by clicking on the order module in the right-hand navigation bar or through the more menu.

  

  

 
This is the list view of the order module. 
 

  • Step 2: Click on add new order.

 
Select manual method
Select how you would like to create the order. In this case, make sure the manual tab is selected.
 
 
This will open an empty sales order form.
 
 

  • Step 3: Enter general information

Select a company name from the drop down menu. 
 
 
If you want to look up the company you can select the button and search for the company using the drop down list.
 
 
Once the company is selected, it will auto-populate the ship to and bill to addresses found in the customer file. 
 
 
Note that the order will not have a transaction number until it is saved. Once a transaction number is assigned, it will replace #####. 
 
Select the date for your order by clicking the calendar icon and selecting the appropriate date. If nothing is selected by the time you save the order, the current date will be entered automatically once the sales order is saved.
 
 
 
 
Select bill from and ship from addresses
On a sales order, the bill from and ship from addresses are pulled from your company profile.
 
If the bill from or ship from address is not the one you want to use, click on the drop down arrow for either the bill from or ship from address section to see which addresses are available and choose the correct one. 
 
 
If the address does not exist, create a new address.
 
 
Select bill to and ship to addresses
The bill to and ship to addresses will pull from the customer file. Selecting the bill to or ship to address works the same way as described above for bill from or ship from addresses.
 

  • Step 4: Enter information in the attribute panel

Enter information in the business terms by clicking on the field and typing in the correct information or selecting it from the drop down menu.
 
 
Note that the attributes available in the business terms are configured in screen setup. 
 

 

  • Step 5: Add products to your order

To add a product or line item to your order, click the add product in the lower left hand side of the line item area. 
 
Select all the items you would like to add to your order by checking off the boxes on the left. 
 
To add the selected products, click accept. Once the items have been added, you can modify the price and/or quantity by clicking on the appropriate field and typing the correct information. The total amount and outstanding quantity fields will be updated automatically.
 
 
Right click on the product line to add and edit any information related to the item.
If you apply a line or header discount, the total of the order is recalculated.
 
If you would like to cancel the addition of all line items or products, click cancel.
 
Add notes
If necessary, add any relevant notes. These notes won't affect anything in the system. They can be used for reminders or internal communication. 
 
 
 
 

Step 6: Edit Header information

At the bottom of the order, there are fields for discounts and other charges. The other fields, tax and total, are calculated automatically.  Discounts and other charges can be added to the transaction here. Click on either field and a modal will appear where you can make modifications based on the configuration in screen setup.

The question mark button to the left of the tax field allows you to inquire on the tax detail breakdown.
 
A modal will appear that displays the tax detail breakdown.
 
 
 
 
 

  • Step 7: Save your order

Once you have filled in all the relevant information you can save your order by clicking save in the bottom right-hand corner. 
  
Once the order is saved, it will automatically be assigned a transaction number and a temp status. 

 

An order can be canceled at any point before it is saved by clicking cancel in the upper left hand corner.
  

 

  • Step 8: Issue your order

Once an order has been created you can proceed in a number of ways using the green action button in the bottom right-hand corner:
 
 

Click issue to change the status of your order so you can proceed to other steps.

Once an order is issued, there will be other action options available to you, depending on the setup of your action button.

 

Scenario #2: Create an order from a purchase order

Select how you would like to create the order. In this case make sure the purchase orders tab is selected.

It is selected when purchase orders is highlighted in orange.

Select the purchase order you want to use to create the order by checking the corresponding box on the left. Once you select a purchase order, if there are multiple purchase orders for that vendor, only those purchase orders will show on the screen.

Follow the rest of the instructions for creating manual sales orders to complete your sales order from a purchase order.

 

Scenario #3: Create sales orders from reservations

Select how you would like to create the order. In this case make sure the reservation tab is selected.  It is selected when reservation is highlighted in orange.

Select the reservation(s) you want to use to create the order by checking the corresponding box on the left.

Once you select a reservation, if there are multiple reservations for that customer, only the reservations for that specific customer will show on the screen.

You can choose just one of the reservations, or multiple reservations to create your sales order.

To deselect a reservation, uncheck the box.

Follow the rest of the instructions for creating manual sales orders to complete your sales order from a reservation.

 

Scenario #4: Create a sales order from a quote

Select how you would like to create the order. In this case, make sure the quote tab is selected.

Select the quote(s) you want to use to create the order by checking the corresponding box on the left.

Once you select a quote, only the quotes for that specific vendor/customer will show on the screen.

You can choose to select one quote or multiple quotes for that vendor/customer to create your sales order. The selected quote(s) will show a blue check mark on the left side of the screen.

To deselect a quote, uncheck the box.

Once you are satisfied with your choice(s), click on the green check mark at the bottom right of the screen.

Follow the rest of the instructions for creating manual sales orders to complete your sales order from a quote.

 

 

Additional sales order information

Available to sell information on order lines
When working in the sales order process, you can display available to sell information directly in the order transaction grid.
 
Item descriptions using customer language
Item descriptions can be saved using customer language. So when a sales order is created (for example) the item description is populated in the language set on that customer account via associations. Whatever description your items pointed to when the order was created will be carried through your workflow to all subsequent transactions (such as invoices and credit notes).
 
  
  
 

Store and view the order and invoice status on your source orders

Once a customer order is created and processed, it may pass through multiple transactions and statuses before it is completed and invoiced. You can view the current status of any order at any time. This information is also available in ParagonERP reporting tools.

 To view the status, you will need to configure the attribute Order Status to your reference screen.
 
 

 

What's next?

You can create an invoice from any sales order in issued status - saving time and reducing data entry errors. Head over to the invoice module to try it out.