How to Create a Sales Order
A Sales Order is a representation of the Purchase Order that you have received from your Customer. The Sales Order allows you to compile the Customer's order information and outline the terms of the sale. Information within the Sales Order includes the Customer's address, shipping address, and detailed item information expressed by weight, price, and grade specifications.
To create a new Sales Order use the Quick Create button on the Sales Order module in the Orders tab or navigate to Orders > Sales Orders and click the New Order button provided in the top right corner.
Start by completing the reference fields along the top of the Sales Order:
The Order No field is an automatically generated number, which will be populated once the Sales Order is saved.
Enter your Customer's Purchase Order number in the Reference field.
The Dept and Trade Type fields are optional and can be used to internally track sales information for distinct divisions of a company and/or distinct financial centers.
The Order-Type drop-down menu allows you to set the Sales Order as either a Spot, or one-time, Order or a Contract. Sales Orders that are set up as Contracts can be rolled from month to month using the Contract Roll Forward feature.
For more information about the difference between Spot and Contract orders, please click here.
The Order Date will determine when the pricing on this Sales Order becomes effective. Enter the date that the Order was received (if you have a corresponding Purchase Order from your Customer) or select the first day of the month for a Contract.
An Expiration date may be added to the Sales Order, if desired.
The Status field is used to indicate whether the order is in Open, Closed, Work, or Review status. The use of the Status field is dependent on your workflow preferences; however, in order to link orders to transactions, the orders must be in Open status.
In the Sold To section, select the Customer that you are selling to and select the Address that represents the office location where the order was placed. Select the Payment Terms, Shipping Terms, and Ship Via from the drop-down lists provided. If the Customer selected has default Payment Terms, these will pre-fill when the Customer is selected.
Note: It is now possible to add spot rates & currency contracts at the order level.
In the Deliver To section, you have the option to change the delivery address, if it differs from the Customer's address. Click to 'Change Destination to Deliver' in order to see the Customer's list of Ship-To locations. A Delivery Date and Destination Port can also be entered, if desired.
To add products to the Sales Order, click the Add Item button provided in the Products/Grades section. In the Product or Grade field, select the product being sold. Select the appropriate Packaging type from the drop-down list provided and, if applicable, enter the number of Units being sold. If the product being used to fill the order is tracked as another grade, or if the product name doesn't match the Customer's name, you may manually type in a Description. This Description will be displayed on the Customer's documentation, while still being tracked in cieTrade.net as the product specified in the Product or Grade field.
NOTE: You can set packing types to different Property Sets in Common Information. The property sets include Lumber, Plastic, Roll, Sheet, and the default setting. The Property Sets will add different fields such as "Color" on the new item screen when adding products to an order.
Enter the Price and price unit of measure and, if applicable, the Quantity being sold and a unit of measure. Click the Save button to add this product to your Sales Order.
The Sales Reps field(s) will populate automatically if the Customer selected has a default Sales Rep.
Finally, you may enter custom Terms & Conditions for your business or for this specific Customer. To save Terms & Conditions as a template, hover over the 'Select Terms & Conditions' button until the Save icon appears. Click to 'Save Terms & Conditions Template' and name your template prior to hitting the Save Changes button. To select a previously saved template, click 'Select Terms & Conditions' and choose from your personal list.
Click Save in the top right corner to Save your new Sales Order.
A Sales Order can be previewed and either printed or distributed directly to your Customer from the Sales Order form. To preview the Sales Order, use the More Actions menu in the top right corner to select Print Order. A PDF of the Sales Order will open for you to preview.
The Sales Order will also be saved to the Documents tab of the Sales Order. From there, you can print or email the Sales Order directly to your Customer.
To email, check the check box to the left of the document name and select the Email option. An email form will open, allowing you to input the email address(es) and a subject for your email. Click the Send button in the top right corner of the screen to send your email.
To print, hover over the document name in the list and click the printer icon that appears to the far right.
To watch a short video demonstrating the process, please click here.
If you have additional questions, please contact the Support Team via email to support@cietrade.net.