Sales Orders
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- administrator
- sales
- sales order
- consignment
- tax
- statuses
- cost
- edit screen
- item code
- bundle
Configuration > Sales Orders
Related Guides:
Sales Orders General Settings
| Field | Type | Description |
| Product Code for Miscellaneous Items for Quotations and Sales Orders | Single Select | The Item Code selected here will be applied to any Miscellaneous Items on Quotations or Sales Orders. |
| Product to use for down payment | Single Select | The item selected here will be used when down payment invoices are created. For more information on this, check out the "Down Payments" guide. |
| Method for calculating Tax | Single Select | This will dictate how the rounding is calculated on Tax calculations. You can either round at each item then sum, or sum all items then round. |
| Included grouped items quantity by default (Quotes and Sales Orders) | Checkbox | When checked, items inside groups on Sales Orders and Quotations will have their Quantity number visible. |
| Included grouped items price by default (Quotes and Sales Orders) | Checkbox | When checked, items inside groups on Sales Orders and Quotations will have their price value visible. |
| Included group quantity and price by default (Quotes and Sales Orders) | Checkbox | When checked groups of items on Sales Orders and Quotations will have their overall summed quantity and price values visible. |
| Orders and Items must be consigned to be invoiceable | Checkbox | When enabled only the consigned items on a Sales Order(SO) will be able to be invoiced. When raising an invoice for a Sales Order the invoice will only contain the lines (and quantity) that have been consigned on the sales order, allowing you to partially invoice the SO based on the items that have been consigned. If no items have yet been consigned you will not be able to create an invoice for the SO. When invoicing for items issued on a ticket, the items will only be able to be invoiced once at least one of the line items has had it's full quantity consigned. Once one of the lines is consigned all the items issued can be invoiced. This setting can also be setting under the invoice creation settings area. |
| Do not invoice Sales Order lines with zero value | Checkbox | When checked zero value sales order lines will be prevented from being invoiced. |
| Entire Sales Orders must be consigned to be invoiceable | Checkbox | When checked, the sales order cannot be invoiced until all lines on the SO are consigned. Used when you only want to invoice for a SO when items have been consigned and you only want to create a single invoice for all items on the sales order. |
| Sales order line description when creating from a quotation | Free Text | This field can be used to customise the format of line descriptions on Sales Orders that have been created from Quotations. It is advised to use dollar variables here, else lines will all look the same. |
| Show a URL field when adding an item to a quotation/sales order and when viewing the quote | Checkbox | When checked, a field will be available on Quote / SO lines for a URL to be attached to that line. This could be a link to the catalogue page for that item, or perhaps a video review of it. This URL will be displayed on the main table view. |
Automatically create projects when a project template is set at item level and the item is added to a Sales Orders | Checkbox | When checked, should a line item have a Project Template associated to it, then it will automatically create that project once it's added to a Sales Order. This would be instead of having to manually click the "Create Project" button. |
| Projects to show when linking Sales Order lines | Single Select | The choice made here will determine which Project tickets come up in the list when adding a line item (with a task associated) to a project. This can either be restricted to the projects already on that Sales Order, or any projects that that Customer has. |
Show the percentage invoiced by monetary value instead of the average of each line | Checkbox | (v2.253+) When enabled the "Percentage Invoiced" field on a Sales Order will be calculated based on the total order value, rather than a percentage of each line. |
| From Address | Single Select | The mailbox selected here will be used to send Sales Orders from. |
| Only sync Sales Orders to 3rd party integrations on certain statuses | Checkbox | When enabled a checkbox will show against each status, allowing you to allow sales orders to be synced to your 3rd Party integration when it is in that status. From v2.253+ this setting will be deprecated and replaced with the setting "Only sync selected entities to 3rd party integrations on certain statuses". |
| Only sync selected entities to 3rd party integrations on certain statuses | Single Select | (v2.253+) Here you can choose which entities you would like to prevent from syncing to third party (accounting) integrations when they have a particular status. Useful when you would not like invoices/sales orders/ purchase orders to be synced to your accounting tool whilst they are in a draft/editing status. The status in which these entities should not sync in is set against the sales order status. This can also be set under Configuration > Billing > General Settings and Configuration > Purchase Orders. |
| Only sync selected entities to 3rd party tax integrations on certain statuses | Single Select | (v2.253+) Here you can choose which entities you would like to prevent from syncing to third party tax integrations when they have a particular status. Useful when you would not like invoices/sales orders/ purchase orders to be synced to your tax tool whilst they are in a draft/editing status. The status in which these entities should not sync in is set against the sales order status. This can also be set under Configuration > Billing > General Settings and Configuration > Purchase Orders. |
| Sales Order Parent Project Template | Single Select | When setting a template here, any projects created from a sales order will be created as a child under a new ticket logged using this template. This allows you to group projects created from sales orders under a 'grandparent' project. Useful when a sales order contains multiple project but these are all related. Note: This setting is not recommended, as you can add items to previously created projects now, this setting may cause issues. This can also be set per item. For more information see our dedicated guide on this. |
| Consignment site will be used when creating project tickets from line items | Checkbox | When checked, should a project be created from a line item on a Sales Order, this project will be assigned to the Site that is used for consigning items from this SO. |
| Include Sales Order Group/Bundle Lines when using the "Add Recurring Invoice" button. | Checkbox | When enabled, the bundle/group name will also show on the recurring invoice made from the sales order with the "Add Recurring Invoice" button. |
| Link Purchase Orders created via line Actions to the Project on the line | Checkbox | When enabled, purchase orders for items against the project can be linked to the project. Allowing the project ticket to be updated when the PO is fulfilled. See Linking Purchase orders to Projects more information. |
| Show Sales Order Line completion | Checkbox | When enabled, a green tick will show next to a sales order line when it is marked as complete either via an action or manually. |
| All lines must be manually marked as complete | Checkbox | When enabled, sales order lines must be marked as complete ("..." > "Mark as Complete") regardless if actions are available against them. |
| When creating Projects and Tasks assign the Contract created from the Sales Order | Checkbox | When enabled, if a Project is created from a Sales Order, and this Sales Order also had a contract created from it, the Project will have the Contract associated with it. |
| Create a Ticket using the following Ticket Template when a Sales Order is created | Single Select | Here you can choose which template will be use to create communication tickets for sales orders. When set, a ticket with this template will be automatically logged for every sales order created. A link to the ticket will be available against the sales order. This ticket can then be used to send communications to the user regarding the status and delivery of their order. For more information checkout Sales Orders. |
Lock SO lines after they are fully invoiced | Checkbox | When enabled, any Sales Order lines which have been fully invoices will be locked for non-admins. |
| Sales Order Statuses | Button | This will open up the menu for creating and modifying Sales Order Statuses. These can have a name, and restrict editing. They can also mark the SO as ready to invoice, or mark the SO as invoiced / closed. |
| Default Sales Order Status | Single Select | The status selected here will be applied to any Sales orders upon creation by default, unless another status is applied/selected. |
| Sales Order Status after it is invoiced | Single Select | The status selected here will be applied to the Sales Order once it has been invoiced for. |
Sales Order Status after it is invoiced, consigned and actions completed | Single Select | The status selected here will be applied to the Sales Order once it has been invoiced for, all items have been consigned, and all actions have been completed. |
| Sales Order Status after its linked invoice has been deleted | Single Select | The status selected here will be applied to the Sales Order once its linked invoice has been deleted. |
Sales Order status after it is fully consigned | Single Select | The status selected here will be applied to the Sales Order once all line items have been fully consigned. |
| Default Cost per Weight | Float | The value added here will be used as a default cost per unit weight. |
| Adjust the price of Lines rather than quantity when creating invoices from Sales Orders by percentage | Checkbox | When creating invoices by percentage from a Sales Order, if this is checked, the price of the line items will be changed appropriately on the resulting SO as opposed to the quantity changing. |
| Hide the 'Add Budget to Project' Order line action | Checkbox | When enabled, the "Add Budget to Project" button will not show when creating projects and budgets from sales orders. Useful to prevent agents accidentally adding a budget to a project from a sales order if you do not add budgets to projects in this way. |
| Allow Sales Orders to have a different Site from the End-User's Site | Checkbox | When enabled, sales orders created from tickets will take the ticket's site instead of the user's. |
| Line action display behaviour | Single Select | When on the sales order and this setting is set to "Show all relevant actions" this will display an ellipse under the action column, when hovered over, the list of available actions for the product line, will display. |
| Always show all Order line actions | Checkbox | With the actions on sales order lines that allow a product to create a contract, a PO, add to a recurring invoice, create a project and add budgets, with this setting enabled these will be available at any point and not in a set order. The various options will still only be available if the product is configured to accommodate them i.e. adding a project template to a products config allows you to create a project from the products SO line. Guides: Project Templates Creating a Project from a Sales Order |
| Hide the 'Add to Project & Create Child Ticket' Order line action | Checkbox | When checked, the "Add to Project & Create Child Ticket" button will be removed from Sales Orders. |
| Don't show the edit screen after selecting items to add | Checkbox | When checked, items will be added to the Sales Order with their default values, and an edit prompt will not be shown each time. They can still be edited manually after addition. |
| Assigning of new Sales Orders | Single Select | Three options:
|
| Only show Sales Order lines that require ordering when a Supplier is chosen | Checkbox | Checked on by default. When unchecked, and the Sales Order has products that have not been ordered and no supplier has been added to the SO. The SO appears in 'Requires Ordering': |
| Show Attachments from linked Quotes | Checkbox | When enabled, any attachments that were added to the quote, will show on the sales order. Additionally if the sales order is linked to the purchase order i.e. the purchase order was created off of the back of the sales order, and the setting for sales order attachments to show on purchase orders "Show attachments from linked Sales Orders" is on (found in Configuration > Purchase Orders) then the attachments on the quote will pull through to the sales order and also the purchase order (if this PO setting and SO settings are enabled). |
| Show markup on Sales Order lines | Checkbox | This is enabled by default as it has been the original layout for product lines on Sales Orders. With this setting turned off, the markup will not display within each line. |
| Default PDF Template for Sales Orders | Single Select | The template chosen here will be used as a default when printing PDFs of Sales Orders. This can be changed prior to generation. |
| Edit Sales Order PDF Templates | Button | This will take you to the menu for creating and configuring PDF templates relevant to Sales Orders. |
| Show bundled lines on the Sales Order PDF | Checkbox | When checked, should a bundled item be added to a Sales Order, the individual lines in that bundle will be shown on the Sales Order, so that you can create POs, or Project tasks etc. off the back of them. |
Process Create Invoice in the background | Checkbox | When checked, background processing for invoice creation directly from the sales order detail screen will be enabled. |
Sales Order Statuses Settings
| Field | Type | Description |
| Sales Order Statuses | Button | This will open up the menu for creating and modifying Sales Order Statuses. These can have a name, and restrict editing. They can also mark the SO as ready to invoice, or mark the SO as invoiced / closed (found on the sales order general settings page). |
| Disable Editing when this status is selected | Checkbox | When checked, sales orders will not be able to be edited when they have this status. |
| Disable Editing when this status is selected unless Agent has Invoice Edit permissions | Checkbox | When checked, sales orders will not be able to be edited when they have this status, unless the agent has permission to edit invoices. |
| Sales order is ready for invoicing when this status is selected | Checkbox | When checked, sales orders with this status will appear in the 'Requires invoicing' section of the quotes and orders module. |
System Use | Single Select | The use selected here will affect area of the quotes and orders module the sales order appears in when it has this status. |