You can add new Line Item records, like a new product/service or a new section in the existing SO by editing the Item Details block.
Follow the steps mentioned below to add Line item records:
Status dependencies between SO and DN
- The status of SO will be changed from New to Delivery Initiated when the DN is in the Open state.
- Look out for the Outstanding field! For example, if there is an SO for ten items and you create a DN for six of those items, the value of the outstanding field will be set to four in both the SO and the DN.
- If the status of a DN is ‘Delivered’, then the status of the SO will be
- ‘Partially delivered’ - if the outstanding field value is more than zero.
- ‘Fully delivered’ - if the outstanding field value is zero.
- The status of the SO will be set to ‘New’ if the DN is ‘Cancelled’.
To know more about Delivery Notes, click here.
Linking a Product to a Sales Order by Name
You can create Inventory records using just the Product Name in line items:
- If you create an Inventory record with a Product Name for a line item that already exists, the API links that product to the Inventory record without requiring the Product ID.
- If the Product Name you provide in the Line Item block does not exist, the CRM will automatically create a new product with the given name and link it to the Inventory record.
- The CRM allows you to link multiple line items to existing products based on the Product Name (without needing Product IDs).
Updating the Quantity in Demand value
Quantity in Demand is a value that describes the number of products that customers request regularly. The value of the Quantity in Demand is dependent on the sales orders and changes based on the conditions listed below:
- The quantity in demand increases when a sales order is created.
- The quantity in demand decreases when a sales order is delivered or canceled.
- The quantity in demand also decreases when a sales order is converted to an invoice.
Actions Possible on a Sales Order
You can perform the following actions on a Sales Order:
- Share a Sales Order
- Generate related documents
- Export
- Print
- Change the template of a sales order
Sharing a Sales Order
You can share an SO with a customer by sending a link to the SO or by attaching the SO itself.
As a link
Follow these steps to share an SO as a link:
- Log in to the CRM.
- Go to the Main Menu.
- Select the Sales Orders module.
- Open any Sales Order record.
- Click the Do button in the Summary View.
- Select Share.
- Click Share as link.
- A mail compose window opens with the SO link.
- Enter the recipient's details and click Send.
As an attachment
Follow these steps to share an SO as an attachment:
- Log in to the CRM.
- Go to the Main Menu.
- Select the Sales Orders module.
- Open any Sales Order record.
- Click the Do button in the Summary View.
- Select Share.
- Click Share as attachment. A mail compose window opens with the SO attachment.
- Enter the recipient's details.
- Click Send.
Generate related documents
Add a Document
Use Vtiger’s Documents module to solve the problems of organizing and sharing! It acts as a repository for all the documents that you create or those shared with you by your customers or sales team.
Follow these steps to add a document:
- Log in to the CRM.
- Go to the Main Menu.
- Select the Sales Orders module.
- Open any Sales Order record.
- Click the Do button in the Summary View.
- Click the Add or Create button.
- Select Documents.
- Here, you see two options on your screen:
- Select Documents: To add an existing document, select this option.
- Hover over a record in the list of all existing documents to display the radio buttons.
- Click the radio button on the left side of the record to select the record.
- Click Add Selected located below the list.
- Create Documents: To add a new document, select this option.
- Fill in all the necessary details.
- Click Save.
The linked document will be visible in the Documents widget of the Summary View for the SO record.
Generate an Invoice
An Invoice or bill is a non-negotiable, itemized statement issued for the products or services rendered to a customer.
Follow these steps to generate an Invoice:
- Log in to the CRM.
- Go to the Main Menu.
- Select the Sales Orders module.
- Open any Sales Order record.
- Click the Do button in the Summary View.
- Click Add or Create.
- Select Invoices.
- Enter all the necessary details and click Save.
Generate a Purchase Order
A Purchase order (PO) is the first official offer issued by a customer to the company’s sales team, indicating types, quantities, and agreed prices for products or services.
Follow these steps to generate a PO: - Log in to the CRM.
- Go to the Main Menu.
- Select the Sales Orders module.
- Open any Sales Order record.
- Click the Do button in the Summary View.
- Click Add or Create.
- Select Purchase Orders.
- Enter all the necessary details and click Save.
Generate a Delivery Note
Delivery Notes (DN) are a document accompanying a shipment of goods that lists the description and quantity of the goods delivered.
Follow these steps to generate a DN: - Log in to the CRM.
- Go to the Main Menu.
- Select the Sales Orders module.
- Open any Sales Order record.
- Click the Do button in the Summary View.
- Click Add or Create.
- Select Delivery Notes.
- Enter all the necessary details and click Save.
The newly created DN will be available in the Sales Ops widget of the Summary view in the SO record.
Generate a Subscription
Follow these steps to generate a subscription:
- Log in to the CRM.
- Go to the Main Menu.
- Select the Sales Orders module.
- Open any SO record.
- Click the Do button in the Summary View.
- Click Add or Create.
- Select Subscriptions.
- Enter all the necessary details and click Save.
The newly created subscription will be available in the Sales Ops widget of the Summary view in the SO record.
Export
Follow these steps to export an SO:
- Log in to the CRM.
- Go to the Main Menu.
- Select the Sales Orders module.
- In the List View, hover over any SO record to display the radio button on the left side.
- Click the radio button.
- Click the Export button.
- Select any one of the following options:
- Export Selected Records - This option exports only the selected record.
- Export data in the current page - This option exports the records on the current page.
- Export All Data - This option exports all data from all pages of the SO module.
The exported record will be saved on your local system.
Print
Follow these steps to print an SO:
- Log in to the CRM.
- Go to the Main Menu.
- Select the Sales Orders module.
- Open any SO record.
- Click the More button.
- Click the Print button.
- You can perform any of the following options:
- Edit & Export- You can edit the SO and export it to your local system.
- Email with PDF- You can email the SO record as a PDF to the contact.
- Print- You can print the SO and keep a hard copy.
- Save as PDF - You can save the SO as a PDF file on your local system.
Note: You can also print a record directly from the List View. To learn more about List View, click here.
How to change the template of the Sales Order
There are two ways to change the template of an SO.
Follow these steps to change the template of a SO from the Print Sales Order screen:
This is a temporary change only until the SO is printed.
- Log in to the CRM.
- Go to the Main Menu.
- Select the Sales Orders module.
- Open any SO.
- Click the More button.
- Click the Print button.
- Select the template you want from the list of all templates.
- You can perform any of the following options:
- Edit & Export- You can edit the SO and export it to your local system.
- Email with PDF- You can email the SO record as a PDF to the contact.
- Print- You can print the SO and keep a hard copy.
- Save as PDF - You can save the SO as a PDF file on your local system.
Follow these steps to change the template of the Sales Order from the Settings widget:
This is a permanent change and will be applied to the SO immediately.
- Log in to the CRM.
- Go to the Main Menu.
- Select the Sales Orders module.
- Open any SO.
- Go to the Settings Widget.
- Click the Template applied drop-down.
- Select the template of your choice.
The template will be applied to the SO instantly.
Splitting a Sales Order into Different Records
You can split a Sales Order (SO) into different order records, which are:
- For delivered products.
- For outstanding (undelivered) products.
You can create a new SO by selecting undelivered items, and the original SO gets updated with the system:
- Removing selected items/quantities
- Recalculating totals and subtotals
Consider this example of a partially fulfilled Sales Order.
- You may be able to deliver only 60% of the items listed in a Sales Order.
- The customer may request you to create a new sales order for the undelivered items by transferring them from the older sales order.
- With the new enhancement, you will be able to split the sales order into two: a new sales order to deliver the remaining items, and the original one with the status set to 'fully delivered'.
Follow the steps below to split a sales order:
- Log in to the CRM.
- Go to the Main Menu.
- Click Sales Orders in the Inventory app.
- Go to a Sales Order record that is partially delivered.
- Click the More option at the top right.
- Click Split Sales Order in the Summary View of a Sales Order record.
Viewing Sales Order Details
List View in Sales Orders
List View sorts and lists all SOs based on the last modified SO.
Columns in List View
The columns that are visible by default in the List View are :
- Subject- Displays the name of the SO.
- Organization Name- Displays the name of the organization to which the SO is created.
- Quote Name-Displays the name of the quote to which the SO is related.
- Total-Displays the amount mentioned in the quote.
- Assigned To- Displays the user to whom the SO is assigned.
List Actions
You can perform various quick actions, such as Edit, Delete, Email, and Follow, on SO records in the List View.
To learn more about List View actions in Vtiger CRM, click
here.
Summary View
Summary View is the view that appears when you click a particular record from the List View. The Summary View displays a collection of all the key information of the record. The Summary View can be divided into four sections. Each section has a particular functionality.
Summary View Actions
- Follow: You can follow any SO record to get updates on all the activities performed on that record.
- You can add tag names to the record to easily identify it.
- Print: You can print the SO or save it as a PDF for future reference.
- Duplicate: You can duplicate the current record and have all the details reflected in a new record.
- Delete: You can delete a record by clicking this button.
SO document: The generated Sales Order will be displayed here.
Widgets
- One View - All modules related to the SO are displayed here.
- Tasks - All the tasks related to the SO are displayed here. You can also add a new task from here by clicking the + button.
- Events - All events related to the SO are displayed here. You can also add a new event from here by clicking the + button.
- Activity - All the activities made on the SO are displayed here. Here you can add comments related to the SO.
- Analytics - You can view all metrics related to the SO in various visual representations, including charts and mini-lists. You can also create new ones here.
- Documents - You can create a new document or add an existing document to the SO. All the related document details are displayed here.
- Sales Ops - You can create a new delivery note or add an existing one to the SO. All the related delivery note details are displayed here.
- Settings - You can change the template of the SO here.
Grid View
Grid View is a table-like layout that shows data in rows and columns, similar to a spreadsheet. It allows you to view and edit multiple records simultaneously on the same page. You can edit specific field details in a record, just like editing a cell in a spreadsheet. The view resembles the List View but allows for additional actions, such as editing, rearranging columns, and bulk updates.
One View in Sales Orders
The One View widget is a one-stop destination for viewing all the important modules related to an SO.
The One View widget in the SO module will show the following details:
- Related Contact details -Parent contact details
- Related Organization details - Parent company Acme details are shown in this widget
- Related Deal data - Parent Deal from which this SO is created
- Related Invoice - Related Invoice details generated from this SO
- Related Purchase Order - Related PO details generated from this SO
To learn more about One View in Vtiger CRM, click here.