Create A Sales Order In QuickBooks Desktop

 Sales Orders in QuickBooks: Why? When? How?

There aren’t that lots of different sorts of forms to keep straight in QuickBooks, but you likely don’t use all of them. You almost certainly use invoices and get orders frequently, and might fill in the sporadic sales receipt or credit memo or estimate.

But what about sales orders? You will probably find that they might make your bookkeeping more accurate and easier. There are only some situations where they’re needed, but they’re the appropriate form to utilize at those times.If you want to learn about How To Create A Sales Order In QuickBooks Desktop then call our experts.

A happy problem

If you’re lucky (or an excellent businessperson), you have customers who place orders frequently. It’s not practical to invoice them each time they order, however you like to make sure everything is recorded. A sales order (which you’ll eventually develop into an invoice) may be the correct choice for these customers.

Warning: You must use a sales order right from the start associated with the selling process; you can’t switch gears part-way through.

To begin with, click Customers | Create Sales Orders. A blank form like this one will open.

Could you send a sales order out to a client in a multi-order situation, or wait until you've got enough sales to dispatch an invoice? That’s for you to decide. It’s a beneficial idea if you would like them to be aware of the expense that are piling up.

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Looking good

Before you start entering data on the sales order form, check the fields to make sure they’re all needed, or if you’re missing any. The Template field into the upper right corner should display Custom Sales Order; change it out if you don't. If you want to add or delete fields, click on the arrow close to Customize, then Customize Design and Layout.

In the event that you’ve just been sending out of the default forms that QuickBooks offers, you should consider adding some personalization. Click Create new design should you want to upload a logo and choose fonts, colors, etc. When you’ve decided on a theme, QuickBooks can apply it to all of your forms.

To incorporate or delete fields, click Customize data layout. By checking and unchecking boxes, you are able to alter the content of your sales orders.

 

Figure 2: It’s easy. Just check or uncheck boxes to have field labels appear (or perhaps not) onscreen as well as in print. It is possible to change the label text, reorder columns, and designate text for a footer.

Halfway there

Another situation in which you might want to send a sales order is when you’re doing partial invoicing; this is certainly, whenever you don’t have sufficient items to match the order as it came in.

In an incident similar to this, go right ahead and complete a sales order as you had everything in stock. When you’re done, save the sales order, then believe it is and open it again. Click on the arrow next to Create Invoice, then click Invoice. You’ll see this dialog box.

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Figure 3: This dialog box lets you create an invoice for many items on a sales order or simply a subset.

Click Create invoice for selected items, then OK. The Specify Invoice Quantities for Items on Sales Order(s) window opens. Items from the sales order you created are listed here, with additional columns for number available and number you ordered, number previously invoiced, in addition to unit of measured used (if applicable).  

There’s a check box close to Show quantity available in place of quantity on hand. Here, you can easily choose to display the number of each item that is truly available; this is certainly, the number actually in inventory minus those reserved, either on other sales orders or for building inventory assembly items. Or you can request the number that’s physically in inventory.

Utilizing this information about availability, you’ll enter the sheer number of items you want to invoice out of this sales order within the To Invoice column.  It could look something such as this:

 

Figure 4: When you convert a sales order into an invoice, you can select which items must be included.

Click OK, and your invoice appears. Do any editing necessary, and dispatch the invoice.

Tip: You can choose whether to have those items with an amount of zero display on the invoice by going to Edit | Preferences and clicking on the Sales & Customers tab.  

Tracking all of it

There are numerous places in QuickBooks where you can view the sales orders. How to keep track of those partially filled is by two reports, Open Sales Orders by Customer and Open Sales Orders by Item. You are able to see them, needless to say, when you look at the Customer Center, and in the balance and transaction history found close to transaction forms.

Sales orders will allow you to better track sales, speed up receivables with partial invoices, and keep communications with frequent buyers. But partial invoices require extra awareness of inventory. Before working together with them, it’d be best to schedule a session with us; we can help you keep things straight.