Approve Sales Orders & Create Invoices

Approving Sales Orders and Creating Invoices.

Introduction

Approve Sales Orders

Create Invoices from Sales Orders

Create a Receivable Contract from within Edit Unapproved Sales Orders


Introduction

Your Branch manager would usually review all Sales Orders at the end of the day before they are invoiced, and also approve any that require manual approval. Any Sales Orders that have margins within the set limits will be approved automatically. Refer to Set Automatic Margin Approval limits for Sales Orders to read how to set these limits.

Sales Orders can be edited as necessary, approved, or put On Hold. The approver can also update the price of an item and, if required, create a new Receivable Contract for the specific customer from within the Approve screen.

Where you require Sales Orders to be invoiced immediately, you can then do this from the main Approve screen. You can elect to email invoices right away, or let them be emailed out when the next scheduled task to send invoices is due to run.

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Approve Sales Orders

To review and approve the Sales Orders for the day:

  • Go to Sales > Approve Sales Order.

TIP: There are many selections you can choose from to view Sales Orders to be approved. If you want to include Out of Branch Sales Orders, please refer to Approve In Branch and Out of Branch Sales Orders.

 

The status of Sales Orders will show in the Margin Status column as one of:

    • Auto approved (green),
    • Manually approved (green), or 
    • Not yet approved (black).

 

  • Click on the first Sales Order to approve.

In the Edit Unapproved Sales Order screen:

  • Review the pricing and discounts. These can be edited here in the line item fields if necessary.

If you wish to edit discounts and permanently apply that change to this customer for this Stock item, you are able to create a Receivable Contract here. Refer below to read how to do this.

  • Any fields that have a white background can also be edited here: Invoice create time, Points calculation method, Order no, Order ref.
  • Put on Hold. If you wish to put this Sales Order On Hold, click Put on hold. This changes to Take off Hold, where you can later take the Sales Order Off Hold again when you're ready.
  • More... Click to view the full Sales Order screen for this Sales Order and edit any details.
  • Invoice Options: 
    • Invoice in current month Yes / No. Select Yes to invoice this Sales Order in the current month, or No to invoice in the following month.
    • Required invoice date. If you wish to use a particular date for the invoice, enter that here.
  • Other Options: Click the three dots to the right of the line item to view:
  • If you do NOT wish to approve this Sales Order. click Close.
  • If you wish to Approve this Sales Order, click Approve and close, or click Approve & Next to approve this order and automatically move on to the next Sales Order to review.
If Approve & Next is not showing, it is likely that the order has already been approved and instead you will have the option to click Next.

 

When you have reviewed / approved the Sales Orders, you can proceed to Create invoices for the day.

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Create Invoices from Sales Orders

When you have reviewed / approved all Sales Orders, and closed the Edit Unapproved Sales Order screen, you are returned to the Approve Sales Orders screen, where you can now Create Invoices.

You can select the Sales Order to be invoiced by filtering by Receivable Account, Dates, and various other criteria.

  • Click Create Invoices.

This takes you to the Create invoices from Sales Order screen.

 

In the Create invoices from Sales Order screen:

You can also filter here by Branch and Client (Receivable Account) and click Search to review the selection. The Branch defaults to the Branch for the User

You can select one Client (Receivable account) if you wish to create invoice/s for them right away.

When you have made any selections required:

    • Click Create invoices and send to create invoices and send them right away, or:
    • Click Create invoices only to create the invoices which will then be sent out with the next scheduled task.

 

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Create a Receivable Contract from within Edit Unapproved Sales Orders

In the Approve Sales Order screen, if you wish to edit the price or discount for a Stock item for the Client (Account receivable), you can then also create a new Receivable Contract so that new pricing will apply to that Client for new Sales Orders.

  • Go to Sales > Approve Sales Orders and select the Sales Order to approve.
  • Click the three dots Three-dotsto the right of the line item.
  • Click Create Receivable Contract from the dropdown menu.

 

This will take you to the Create New Receivable Contract screen. Refer to Creating and Managing Receivable Contracts to read about this process.

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Last updated: 7 September 2022