Sales Order (SO) can be created once the quote is accepted by your prospective customer (potential) and sends the Purchase Order (PO) for further processing. After receiving the PO, some of the customers may request SOs to know the exact date of delivery of the goods/services. Also the inventory/production department looks at the list of SOS to see what needs to be shipped out (and when). After the order is shipped and delivered to the customer an invoice is generated from the sales order for billing purposes. Precisely Sales Order is a confirmation document sent to the customers before delivering the goods/services. In general SO contains the SO number, date, line items (products) including the quantities and prices based on PO, Billing address, Shipping address, Terms & Conditions and others.
The Sales Order home page contains,
You can perform the following operations in Sales Orders module:
(Access Privilege: Read/Write permission)
You can navigate sales orders available in the Sales Orders List.
To navigate sales orders
(Access Privilege: Read permission)
You can search the sales orders alphabetically or filling the required information in Search box.
To search sales orders
(Access Privilege: Read/Write permission)
In the Zoho CRM system, you can store sales order details by entering data in sales order detail form.
Note: Some of the standard fields listed below may not be visible/editable depending on your organization business process and field-level security settings. In case your organization added/modified fields please contact your System Administrator for more details about usage of the other fields. |
In the Sales Order: Edit form, you need to specify the sales order-related information. The following table provides description of the various fields in the form.
List of Standard Sales Order-related Fields
Field Name | Description | Data Type |
---|---|---|
Subject* | Specify the name of the sales order. This field is mandatory. | Text box, alphanumeric (50) |
Potential Name | Select the potential for which the sales order has to be generated. | Select option |
Customer No | Specify the customer identification number (if any) | Text box, alphanumeric (50) |
Purchase Order | Select the reference purchase order. | Select option |
Quote Name | Select the reference quote. | Select option |
Contact Name | Select the contact for which the sales order has to be generated. | Select option |
Due Date | Select the date | Date |
Carrier | Select the carrier’s name that ships the products from your warehouse to customer site. | Pick list |
Pending | Text box, alphanumeric (50) | |
Status | Specify the status of the sales order. | Check box |
Sales Commission | Specify the commission to the sales person upon closing the deal. | Numeric (float) |
Excise Duty | Specify the excise duty for the shipment | Text box, numeric |
Account Name* | Specify the account name to which the sales order has to be created. | Select option |
Assigned To | Select the Zoho CRM user name to whom the sales order handling duty is assigned. | Select option |
Billing Address * | Specify the billing address of the account or contact to which the sales order has to be sent. If you have selected the account or contact the billing address is automatically filled up. | Text box, alphanumeric (256) |
Shipping Address * | Specify the shipping address of the account or contact to which the shipment has to be sent. If you have already selected the account or contact the shipping address is automatically filled up. | Text box, alphanumeric (256) |
Product Details | Specify the line items of the sales order. | |
Product * | Select the product name. | Select option |
Quantity in Stock | Displays the stock quantity.. | Numeric (Integer) |
Quantity* | Specify the quantity for which the sales order has to be generated | Numeric (Integer) |
Unit Price | Displays the unit price of the product. | Currency |
List Price* | Select the product list price from Price Book or specify the product price. | Lookup and Numeric (Integer) |
Tax | Specify the tax component of the products | Currency |
Adjustments | Specify if there are any adjustments, such as discounts, or extra charges etc. | Currency |
Total | Displays the amount of the selected line item. | Currency |
Terms & Conditions | Specify the terms and conditions that are associated with sales order. | Text area (long text) |
Description | Specify any other details about sales order. | Text area (long text) |
To create sales orders
Note: Subject, Account Name, Billing Address, Shipping Address, and Product Details are mandatory fields. Refer to the List of Standard Sales Order-related Fields section for more details. |
(Access Privilege: Read/Write permission)
You can associate the sales order with other records such as, activities, attachments and notes.
To associate Sales Orders with other Records
(Access Privilege: Read permission)
You can view a printable form and print the sales order details using browser’s Print function.
To print sales order details
(Access Privilege: Read/Write permission)
You can directly access some of the standard reports pertaining to sales orders from the Sales Orders Reports section. By default, the following reports are displayed under Sales Orders module:
To view sales order report
For more details about reports customization refer to Chapter 19: Working with Reports.
(Access Privilege: Read/Write/Delete permission)
Rarely, you may need to remove the unnecessary sales orders, which are not tracked further. This will help you manage your sales orders in a better way. You can delete sales orders either individually or in bulk.
Warning: The deleted sales orders are temporarily stored in Recycle Bin. If required you can restore the deleted sales orders again. But if you delete sales orders from Recycle Bin, you cannot restore again. |
To delete sales orders individually
To delete sales orders in bulk
(Access Privilege: Customize ZohoCRM.com permission)
Customization of the SO module includes, renaming the tab name, modifying the pick list values in standard fields, adding new custom fields, modifying SO page layout, and show/hide the related list views according to your Sales management process requirements.
For more details, refer to Chapter 24: Customizing Zoho CRM.