Creating a sales order
Introduction
Sales orders are often the starting point for a sales business workflow. This is where your clients tell you what they would like to buy. Paragon makes tracking and completing these purchase requests easy and efficient. In this article we'll walk you through how to manually create a sales order as well as how to create an order from a quote, from a reservation, or from a purchase order.
The sales order module is based on Paragon's standard transaction screen. If you are not familiar with the format of the transaction screen, check out our article on How do transaction screens work
Open the order module
You can open the order module in two ways; by hitting the order button in the right-hand navigation bar or through the more menu.
Creating an order manually
This is the list view of the order module. To add a new order, hit the add an order button.
Select how you would like to create the order. In this case, you will need to click manual.
Enter general information
Select a company name from 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 by hitting the calendar button and selecting the appropriate date. If you do not select a date, today's date will be entered automatically when 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 set up in the my company page.
If the bill from address populates incorrectly, make sure bill from is highlighted and then select the appropriate address by clicking on the drop-down arrow and selecting it.
Bill from is highlighted when it appears in blue. If the address does not exist, create a new address.
To enter or change the ship from address, make sure that ship from is highlighted. It is highlighted when ship from appears in blue.
Select the appropriate address by hitting the drop-down arrow and selecting it. If the address does not exist, create a new address.
Select bill to and ship to addresses
When you select a company from the drop-down list, the bill to and ship to addresses will populate based on what is set up in the customer file.
To add or change a bill to address, make sure the bill to is highlighted. It is highlighted when bill to appears in blue.
Select the appropriate address by hitting the drop-down arrow and selecting it. If the address does not exist, create a new address.
To add or change the ship to address, make sure ship to is highlighted. It is highlighted when ship to appears in blue.
If the address does not exist, create a new address.
Enter information in the business terms
Enter information in the business terms attributes by clicking on the field and typing in the correct information or selecting it from the drop-down list.
Note that the transaction business terms section will be slightly different based on how your system is configured in screen setup for sales orders.
Add products to your order
To add a product or line item to your order, hit the add item button 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.
Once you're happy with the selections you've made, click on the accept button. Otherwise, you can void it by clicking the cancel button.
Add notes and attachments
If necessary, add any relevant notes by typing in the notes section. These notes won't affect anything in the system and can be used for reminders or internal communication. You can also add files or URL attachments by clicking the attachments button.
Canceling an order
An order can be canceled at any point before it is saved by hitting cancel in the upper left-hand corner.
Saving an order
Once you have filled in all the relevant information you can save your order by hitting save in the bottom right-hand corner.
Once the order is saved, it will automatically be assigned a transaction number and be assigned a temp status.
Action button
Once an order has been created you can proceed in a number of ways using the action button in the bottom right-hand corner. The default option (already listed as the button's current setting) is to issue your transaction, other options include:
- Copy your order
- Email your order
- Put order on hold
- Complete order
- Void order
- Create event from order
- Print order
Create an order from a quote
A new screen will appear where you can select how you would like to create the order. In this case, make sure the quote tab is selected. It is selected when quote is highlighted in orange.
Select the quote(s) you want to use to create the order by checking the corresponding box on the left. To deselect a quote, uncheck the box.
Save or cancel the order
An order can be canceled at any point before it is saved by hitting the close button in the bottom left-hand corner.
To create and save an order from the quote you selected, hit the accept button in the bottom right-hand corner. Once you hit the accept button, the order will be created and you'll be brought back to the list view of the order module.
Create an order from a purchase order
Create a new sales order and 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 red.
Select the purchase order(s) you want to use to create the order by checking the corresponding box on the left. To deselect a purchase order, uncheck the box.
Save or cancel the order
An order can be canceled at any point before it is saved by hitting the close button in the bottom left-hand corner.
To create and save an order from the purchase order you selected, hit the accept button in the bottom right-hand corner. Once you hit the accept button, the order will be created and you'll be brought back to the list view of the order module.
Create an order from a reservation
Create a new sales order and 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. To deselect a reservation, uncheck the box.
Save or cancel the order
An order can be canceled at any point before it is saved by hitting the close button in the bottom left-hand corner.
To create and save an order from the reservation you selected, hit the accept button in the bottom right-hand corner. Once you hit the accept button, the order will be created and you'll be brought back to the list view of the order module.
I've created my order, now what?
Note that once the order is created, it will automatically be assigned an order number and be assigned a temp status. The order can be edited by hitting the edit icon at the top right corner of the screen.
You can also access the order details by selecting the record from the order list (highlighting it) by hitting the list-detail toggle button.
Once an order has been created you can proceed in a number of ways using the action button in the bottom right-hand corner. The default option is currently to issue your transaction.
Your other options include:
- Copy your order
- Email your order
- Put order on hold
- Complete order
- Void order
- Create event from order
- Print order
Related Articles
Creating a purchase order
Introduction The purchase order module is based on Paragon's standard transaction screen. If you are not familiar with the format of transaction screens, get yourself oriented on transaction screens here. Open the purchase order module Open the ...Automatically create purchase orders when issuing sales orders
Rules can be very powerful for getting Paragon to perform in a specific way. Knowing that your ERP system is working in line with your ever changing business processes is always nice, too. Paragon can automatically create purchase orders based on ...How to create a quote
Introduction in the world of sales, we often find ourselves negotiating with our prospective clients to find solutions that suit both parties. That means that changes in things like prices, delivery dates and units need to be tracked and ...Rule - Sales order to automated receipts workflow
Project management can be facilitated by automation rules that will help to reduce some of your manual tasks. In this example, we will address the requirement to generate shipment receipts within a workflow that does not have physical shipments into ...Creating a work order
Introduction Here, we'll walk you through how to create a work order in Paragon manually as well as how to create from transactions such as orders and quotes. Open the work order module Open the work order module by selecting it in the right-hand ...