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Creating a Sales Order

Last updated 01/02/2021

How to create a Sales Order.

Overview


Every sale that you make will be recorded in the Sales Order module.

Sales Orders can be created manually or come from a number of sources:

  • Integrated Ecommerce sites,
  • Integrated Marketplaces,
  • Your Cin7 B2B site, or
  • Wholesalers via connected EDI channels.

Sales Orders, once dispatched can be invoiced - this means that you will be able to send an invoice to a customer, and import the invoice into your accounting software.

While this article explains how to create a Sales Order for a basic product, you can find more information about Creating a Sales Order for Fashion Products, Creating a Sales Order for Batch and Serial Products, and Creating a Sale in Different Units of Measure.

Making a Sales Order


To make a Sales Order:

  1. From the left navigation, select Sales, then Sales Orders.
  2. Select New Sales Order.
  3. Either search for an existing customer by searching for them in the Company or First Name fields.
    - or -
    Enter the contact details into the fields provided. Upon saving the Sales Order, the contact will be created for you in the CRM.
  4. Choose the Branch from which you'd like to dispatch the goods.
  5. In the product grid below, enter a product or products to sell by searching for either the Code or the Product Name.
  6. Select Approve or Approve Back to List to create an open Sales Order.

The Sales Order is now an open. This means that the quantities of product in the Sale will affect the Stock Available quantities; effectively reserving some products for this order.

Draft Sales Orders

If you start a Sales Order, but want to complete it at another time, you can do so by clicking Save as Draft. Draft Sales Orders do not affect the Stock Available - and must be Approved before the goods can be dispatched.

Dispatching a Sales Order


Once you have sent the goods to a customer, you can then dispatch stock in Cin7. Dispatching the stock reduces the stock in the system for the products that have been removed.

You can either dispatch all items at once or one item at a time.

To dispatch all items at once:

  1. From the left navigation, select Sales, then Sales Orders.
  2. Open the Sales Order you want to dispatch selecting its Reference ID.
  3. Enter a date into the Fully Dispatched field.
    By entering a date, all goods in the order will be dispatched.

To dispatch line by line:

  1. Open the Sales Order you want to dispatch by selecting its Reference ID.
  2. Select into the Qty Dispatch column for a product.
  3. Select Save.
  4. Repeat for each line in your order.

When an item is dispatched, the stock available remains the same, but the Stock on Hand (the amount physically in stock) is reduced.

Invoicing a Sales Order


Finally, once you have dispatched the goods, you will want to invoice your goods.

  1. Open the Sales Order you want to invoice by selecting its Reference ID.
  2. Enter a date into the Invoice Date field.
  3. Select Save.

Invoicing a Sales Order will allow several things to happen:

  • A unique invoice number will be created.
  • Printed invoices will be converted from pro-forma invoices to invoices.
  • The order will be flagged for import into accounting software.

FAQs

Is it possible to have multiple invoices for one Sales Order?

No. Only one invoice per sales order is supported. If you require multiple invoices, an option would be to create multiple invoices in your Accounting System instead (be sure to set the invoice in Cin7 to "Do Not Import" to avoid duplication).

How do I set a Sales Order to "Do Not Import"?

This can be done from the Sales Order Admin page. Locate the order in the Sales Order module, select the cog icon next to the order's Reference ID, and select Admin. Using the drop-down, change the QBO/Xero Invoice Status to Do Not Import.