How to Create a Sales Order:

Note:

TruePOS marks a Quotation as 'DELIVERED' (i.e. completed) when you create a Sales Order from the corresponding Sales Quotation without changing any Item or Quantity.

In case of partial conversion, TruePOS marks the Quotation as 'PARTIAL DELIVERED' until all the Items and Quantity are either billed or recorded in the next Sales Order.

To Convert Sales Order From Sales Quotation:

After clicking Sales > Sales Order,

1. Press SHIFT + F8.
   The Quotation Details pop-up displays the Quotations (both new and recently Revised Quotations) as shown below:

2.Select a Quot No from the pop-up for Sales Order generation.

3.To include an item additionally in the same Sales Order

a.Either specify the Item Code or press ENTER in item to select from the pop-up screen.

b.Enter the order quantity in Qty.

5.Press F6 or click Save to save.
Payment Tender screen appears.

6.If the Customer paid any cash advances (in terms of Cash, Credit Card, or Cheque payment), specify the details.
Else, save the payment in 'Credit'

Note:

Each of the letters in the alphabet list indicates the corresponding payment mode.

For example:

Press 'A' for Cash, 'C' for Credit Card, 'D' for Cheque and such like.

7.Click Ok to save.

8. Generate Delivery Notes or Sales Bill for the Sales Order

Note:

If the Sales Order contains all the items and quantities as it is in selected Quotation, the Quotation becomes ‘DELIVERED';
if the Sales Order contains only a few items, the Quotation remains in 'PARTIALLY DELIVERED'.

How to Edit a Sales Order

Purpose:The Edit mode of a Sales order provides the list of all the Orders which are eligible for editing.

Note - By default, the Edit button will not be provided. Kindly reach truepos-support@gofrugal.com in order to enable edit option in Sale order.

You can change the details of your existing sales order. Here’s how:

After Clicking Sales > Sales Order

1. Press F4 or click the Edit button

The Orders which are applicable for edit will pop up

2.Select the Order no to edit

The Order screen displays the details of the selected Order in [Edit] mode

3.Make the changes which you require and click on save to update the changes.

How to View a sales order  

The View mode displays the Sales Orders that are in different states, such as Pending, Canceled, all versions of a Revised Sales Order, and Sales Bill completed Quotations.

To View a Sales Order

After clicking Sales > Sales Orders,

1. Press F7 or click View.
   Quotation details pop-up appears.

2. Select a sales order to view.
   The Sales Order screen displays the details of the selected order in [VIEW] mode.
   

How to Revise a Sales Order  

Purpose:Revising an order means regenerating an old sales order into a new Order instead of doing the sale order all new, from the beginning.

Pre -requisite:

In order to allow revision of Sales order, Go to Tools-->Configuration-->Business Configuration-->Kindly enable "Allow Revision in Sales Order and Quotation" and Click on save button.

 To revise an existing Sales Order
Note:Once you revised an order, you can find only the latest revision of the order in the Delivery Note and in the Sales Bill screen for further process.

After clicking Sales > Sales Order screen,

1. Press CTRL+ F7 or click Revise.
   The Sales Order pop-up appears.

2. Select a Sales Order which you want to revise.
   The selected order details appear

.

3.To add a new item in the same sales order quotation

1. Either specify the item Code or press Enter the Code to select from the pop-up screen.

2. Specify the Qty.

4.Press F6 or click Save to save the changes.
The payment Tender screen appears.

5.If the Customer paid any cash advances (in terms of Cash, Credit Card, or Cheque payment), specify the Cash Advances paid by the customer.
Else, save the payment in 'Credit'

Note:Each of the letters in the alphabet list indicates the corresponding payment mode.

For example:

Press 'A' for Cash, 'C' for Credit Card, 'D' for Cheque and such like.

6.Click Ok to save.
Sales Order saves the revised order with a new order number.

How to Cancel a sales order  

To Cancel a Sales Order:

Note:You cannot restore or revise an order after cancellation.

After clicking Sales > Sales Order

1. Press CTRL + F3.
   Sales Order pop-up displays the list of sales orders that are not delivered or billed.

2. Select a sales order to be cancelled.
   The Sales Order screen displays the details of the selected Quote in [CANCEL] mode.

3. Press F6 or click Save to cancel.
   The Cancel Remarks dialog appears.

4. Specify the reasons for canceling and click OK.

5. Press F6 or click Save to confirm cancellation.

How to Reprint a Sales Order  

To reprint a sales order

1.Press F7 or click View.
Quotation details pop-up appears.

.

2.Select a Sales Order to View.
The Sales Order screen displays the details of the selected order in [VIEW] mode.

3.Press F8 or click Print to take a printout.

4.Press F9 or click Clear to exit from view mode.

How to Add transporter details in sales :

Purpose:There will be a need when at the time of billing, you get the Transporter details. But now, You have added 50+ items, and it is not possible to clear all and add it again. Hence, we have an option to add the Transporter details in the sales order screen itself.

1.To add Transporter via Sales order, Press the SHIFT + F2 button

2.Specify the following details:

• Transporter Name (After typing the transporter name, if you have added the transporter name in the transporter master, it will load in the LOV. You can either select the previously added transporter or click on the next field using mouse pointer and proceed to filling the remaining details to add new)

• POD No and POD Date

• the Freight Charges in Amount

• the Number of boxes and their total Weight

• Specify the mode - if paid or not - There will be two options in the dropdown "Paid" / "To Pay"

• Driver name and Driver no can be provided if needed

• Provide the Vehicle number if needed.

3.Click OK.

4.Press F6 or Click Save to save the bill.

How to import SO in the Sales order screen?

Purpose :-The import SO is used to import the multiple records of sales order for a single customer.

Sales Order Import Procedure :

1. Navigate to Sales-->Sales order and then press enter key tab on Customers and Select the customer from the Customer LOV.

2. Once customer details are loaded, Select the Ctrl +F2 import button, and you will get a pop-up box of import Sales order.

Fields In Detail:-

Following are the fields of the Sales order import csv file and everything you need to know about it :-

3.Select Download Sample template to download the sheet and you will get Sample-so.xsls file will be downloaded.

4.Open the sheet and update the respective values of the fields and save it.

5.After that, select choose or drag a file to upload and import the csv sheet to import the sales order.

6.Once the file is imported, it will be displayed in the sales order screen.

7. Click the Save button, then select the tender. After that, click the OK button. The sales order will be saved successfully.

How to Use different Ship From in Sales Order  

This function is applicable only when you manage multiple branches in TruePOS.

In TruePOS ,you can create orders in one branch and to ship stocks from different branch.

In Ordering Branch

• Create a Sales Order with the Ship From branch.

In Delivery Branch

• Create Delivery Note or generate Sales Bill,

To enable shipping from different branches or outlets,

Click Tools > Configuration Business Configuration > Process Outward section-->Select the Show Ship from Branch in Sales Order and Quotation check box and click on Save button.

 To Create Sales Order with different Ship from Branch:

Note:Before creating a Quotation, ensure that the Customer branch is set to 'GLOBAL'. Refer Customer for more details.

1. Specify an existing Customer Name or press Enter Customer to select from Customers pop-up screen.

2. Specify the order Delivery Date of the Order.

3. Select the Stock Delivery branch from the Ship From list

4. Repeat the following until you add all the items that the customer ordered:

a.Either specify the Item Code or press ENTER in item to select from the pop-up screen.

b.Enter the ordered quantity in Qty.

      5.To remove an item from the sales order,

a.Click on the Qty of the corresponding item.

b.Press DELETE. Delete confirmation appears.

c.Click OK to confirm.

6.Specify the bill-wise Cash Disc % (Cash Discount Amount) or Cash Disc Amount (Cash Discount Amount), if any.

7.Specify the Remarks and the Messages for reference..

8.Press F6 or click Save.

Payment Tender screen appears with the default payment option as 'Credit'.

Note:Each of the letters in the alphabet list indicates the corresponding payment mode.

For example:

Press 'A' for Cash, 'C' for Credit Card, 'D' for Cheque and such like.

9.If the Customer paid any cash advances (in terms of Cash, Credit Card, or Cheque payment), specify the details.
Else, save the payment in 'Credit'.

10.Click Ok to save.

How to Use different Shipment Address in Billing  

Note:This function will be available based on the outward processing related configurations.

To enable,

1. Click Tools > Configuration Business Configuration > Outward section and enable Show Shipping Details and click on Save button.

To create a sales order with the different branch or different shipment address of a same customer

After clicking Sales > Sales Order screen,

1. Either specify the Customer name or press ENTER and select a customer from the Customers pop-up.

2. Press Enter Ship Name to view the list of available shipment of the customer.

3. If the Ship To address recipient appears in the pop-up, select the recipient.
   If the recipient does not appear,

1. Click X to close the pop-up.

2. Press SHIFT + 11 to specify the details of the new shipment address.
   The Customer Quick Add screen appears.

3. Specify the Contact and Address of the Branch and click Ok.
   Newly added Ship To branch name appears in Branch Name.

    4.Add the Items (to be shipped to the branch) and the Qty one-by-one.

    5.Press F6 or Click Save to save the Sales Order.

    6.Save the payment Tender details.

Note:When you select the same customer next time, the recipient pop-up displays the new branch as shown below:

How to track Sales Order in Reports:

You can verify the Sales Order status and Other details regarding your sale order from the following reports:

• Sale order Summary

• Sale order Details

There are three types of statuses in a sales order to manage the orders accurately :

1. Pending – This status is shown when a sales order is created but has not yet been converted into a delivery note or sales invoice.

2. Partially Converted – This status appears when a sales order has been partially fulfilled, meaning only some items in the order have been converted into a delivery note or sales invoice.

      3.   Delivered – This status is marked when all items in the sales order have been shipped (via delivery notes) or directly invoiced through sales bills

Sale Order Summary
The Sales Order Summary report displays the Order header level information such as the name of the customers, Order amount, and status. It provides an overview of the Sale order,

To generate a Sales Order Summary report,

1. Click Reports > Sales > Orders and Quotation> Sale order Summary.

2. Select a date by clicking Select Period.

3. Select the Branch from the list. Multiple branch selection is also allowed. By default, it will take "All locations"

4. You can filter the status as either to view pending orders, delivered orders, or all orders. By default, it will take "All Orders"

5. Click Apply.

The report displays the records matching the criteria.

Sale Order Details
The Sale Order Details report displays the order item detail level information such as the name of the customers, the name of the items, the quantity, item amount, corresponding tax percent and so on.

To generate the Order Details report,

1. Click Reports > Sales > Orders and Quotation> Sale order Details.

2. Select a date by clicking Select Period.

3. Select the Branch from the list.

4. Click Apply.

The report displays the records matching the criteria.

Frequently Asked Questions (FAQs)  

How to change the quantity of an item in the Sales Order?

1. Click on the Qty of the corresponding item.

2. Press BACKSPACE to erase the quantity and then specify a new Qty.

3. Press ENTER to calculate the total for the newly specified quantity.

How to remove an item from the sales order?
        1.Click on the Qty of the corresponding item.

         2.Press the DELETE button to remove the item, and then a Delete confirmation pop-up appears.

         3. Click OK to confirm.

How to revert the Sales order after converted to sales invoice?   

  If the sales bill is cancelled, which was converted from Sales Order, then the Sales Order will be reverted.

 I am able to load same item multiple times in Sale order screen. Is it possible to restrict duplicate item entry in Sales order?  

You should enable the configuration "Restrict duplicate Item entry in Sales Order and Quotation" in Business configuration.

 If there is multiple batch of selling price for an item, which price will be taken in Sale order?  

By default, the latest price of the item will be taken. If you want to take according to the price list and price provided for the item in masters, then you should select the configuration "Select Sell Price for Sales Order and Quotation from" and map it as "Price list" in Business configuration.

 A Particular sale order is showing in View mode but not in Edit mode, Why?  

If a Sales order is converted into Delivery note or Sale bill, then the sale order will not be available in edit mode. You can check the status of the Sale order in Reports -> Sales -> Orders and Quotations -> Sale order summary. In the status column, if the Status is in "Pending", only then the order is applicable to be edited.

 Is it possible to edit and change the customer name?  

Yes, it is possible to edit and load any other customer name in a sales order.

Is it possible to edit the selling price of an item in Quotation?  

By default, it is not possible. The configuration "Allow rate edit in sales order" should be enabled in business configuration in order to edit rate in sales order.

Can We restore or revised a cancelled sale order?   

You cannot restore or revise an order after cancellation.

A Particular order is showing in View mode but not in Cancel mode, Why?  

If a Sales order is converted into a Delivery note or Sale bill, then the order will not be available in cancel mode. You can check the status of the Sale order in Reports -> Sales -> Orders and Quotations -> Sales order summary report. In the status column, if the Status is in "Pending", only then is the order applicable to be cancelled.

 Is it possible to reserve stock in sale order?   

You can reserve stocks for a Sales Order so that the Orders are fulfilled before the stock becomes sold out. TruePOS has an option to reserve Stocks for an Order and to prevent the billing staff to sell only the unreserved stock.

How to change the date in sale order?  

By default, it is not possible to change the date in a sale order, If you want to change the date in a sale order, Enable the configuration "Allow Back Date Entries for Sales, Orders, and Sales Return" via Business configuration.

 How to generate manual bill number in sales order screen?  

By default, it is not possible. The configuration "Show PO no and date in sale bill" should be enabled to provide the same. Kindly reach truepos-support@gofrugal.com in order to get this configuration enabled

 What is the process for a branch to process the Franchise's sale order?  

Reach truepos-support@gofrugal.com to enable the Function key "Load SO advice"[Note : This is applicable only if you have purchased Franchise]. Refer to the link Franchise flow on how a branch needs to process a Franchise's sale order.

 How to check the sale order status in the view mode itself?  

The configuration "Order status maintain" need to be enabled from the Business configuration in order to view the order status in the sale order view mode.

How to convert multiple Sales order in sales invoice   ?

Enable the configuration "Load Multiple Sales Orders"; you can able to see the check option while loading the sales order in the sales screen as shown in the blow image.

Select the customer >> click function key Shift+F6 (Load SO) -