3. Sales orders

A sales order is a formal document issued to request the delivery of products to a specific customer. It is typically generated from a purchase request and contains all relevant information to execute the transaction.

Sales orders are displayed in the "Order Management" module in the left sidebar. Here, all created orders are listed, allowing users to view and differentiate them by order number, customer, shipping date, and current status.

To create a new sales order, click on the button "+ New order", located in this section, as shown below.

Within the creation form, you will be asked to enter the following information:

Order Information:

• Order Number: Unique identifier of the order. This field is mandatory.
• Customer Number: Identification of the customer associated with the order. All customers must be created previously from the "Others" section in the MDM. This field is mandatory.
• Purchase Order: Reference number of the purchase order.
• Project Number: Identifier of the project related to the order, if required.
• Order Priority: Select between low, medium, or high, according to the organization's internal policies.
• Confirmed Shipping Date: Confirmed date for the shipment of the order.
• Requested Shipping Date: Date requested by the customer for the shipment of the order.

Shipping Information:

• Customer Name: Full name of the recipient.
• Customer Location: Complete address of the recipient, including country, state, and city.
• Transport ID: Identifier of the transportation method.
• Transport Type: Specify the type of transportation used among the options.

Billing Information:

• Price: Total selling price of the order.
• Total Cost: Total costs related to the order.
• Customer: Name of the customer to whom the invoice is addressed.
• Contact Name: Name of the billing contact.
• Email Address: Email address of the billing contact.
• Tax ID: Tax identification number of the customer.
• Billing Address: Complete billing address.
• Billing Country: Country to which the invoice is issued.

Once this information is entered, you should click on the "Save Order" button located at the bottom of the form.

From the orders list, you can access the detail page of each one by clicking on the view button as shown below.

Upon selection, you can review the details previously defined for the order. You can also modify the status, edit the information, and cancel it as necessary. Additionally, at the bottom, you will find all the items or products requested in the order. For each one, its unique identification number, name, current stock quantity, selected stock quantity, production quantity, required quantity, and status are displayed.

To add, modify, or cancel items in the order, click on the "Edit Order" button. Then, you can add an item by clicking on the "Add Item" button. To edit the fields associated with each item, click on the view button located to the left of each one, and then select the "Edit Item" option. To cancel it, you can access the "Cancel Item" button from this same tab.

It's important to remember that once an item is canceled, it cannot be reverted to its previous state and must be added again to have it active.

Subsequently, to save the changes, click on the "Edit Order" button.

To change the status of the order, you can do so from the states button.

Within the states that can be assigned are:

The orders are divided into items or articles, and each of them can be tracked throughout the production process. It is possible to observe the status of each item, including the quantity in stock, the quantity selected, the quantity in production, and the quantity required. This tracking provides a detailed view of the progress and status of each item in the production process.

Orders can be edited and cancelled by pressing the buttons below.

Canceling orders is as intuitive as it seems. However, editing requires exploring several alternatives. The first option is direct editing of the information related to the order; fields that have already been explored in the explanation of order creation. Additionally, in this editing environment, you can not only modify order information but also item information.

At the bottom of the order editing section, you'll find the editable list of items. Here, you can perform various actions, such as:

• Adding new items to batches.
• Including selected quantities (indicated by a red eye icon).
• Incorporating quantities in production (indicated by a yellow eye icon).
• Adding tags using the '+ Tag' button.
• Cancelling an item with the trash can icon.

The selected items can be edited by pressing the red eye icon. These represent batches of orders related to the sales order in question. In the image below, an example of the batches of one of the items is shown, in this case, the "British Breakfast." On the right, you can check the checkbox and update the selected inventory.

When you add it, a new dialog box will appear, allowing you to reserve a specific quantity of material from this batch for the sales order.

Another option for editing is the quantity in production, which can be modified by pressing the icon of the "yellow eye". To track the quantity of items in production, it is necessary for them to be associated with production orders. Items can be linked to existing orders or new orders created for this purpose.

From this same environment, you can create new production orders by filling out the dialog box that appears when selecting this option.

Once the production order is created, you can associate it through the following dialog box. Here, you can view the orders that have already been created and track them directly from the items of the sales orders.

Another option for editing sales orders is to add tags to the items of the order. These tags are quick and practical indicators that facilitate easy reference of the items in relation to an order.

By clicking the button visible in the image above, a list like the one shown in the image below will be displayed. In this list, you can view all the tags created previously, or alternatively, you can write new tags that you can use later.

Finally, you have the option to cancel an item using the trash can button in the batch list. Once the batch is canceled, the status will change as follows:

One of the sections within the sales orders is for special fields. This allows for the addition of more information variables that can be useful for decision-making.

The additional fields of the sales orders can be configured from the MDM. In the "Others" module, you will find the "Sales Order Field" section. Here, you can add new fields through the add button.

The fields can represent different types of data. These are extremely useful for identifying additional relevant characteristics about the orders. Some of the data types include text, numeric, date, Boolean, and list.

Once an additional field has been created from the MDM, it will be displayed in the corresponding section within the sales orders' details. To activate it, it's necessary to interact with the field during the order's editing process. Similarly, any changes in its state, whether modifying the text, the Boolean state, or the date, must be done from the order configuration environment.

In the customer field for new orders, as mentioned earlier, existing customers will be displayed. However, when new customers arise, it will be necessary to create them. This can be done from the MDM by accessing the "Other" section.

In this section, you will find the dedicated section for customers. Here, through the "+ Add" button, you can register a new customer. By doing so, you can assign them a reference code and provide their name, address, city, and country.