Discover how to create a Sales Order.
Sales Orders are used to manage orders within Service Geeni and they cover everything from Ordering and Purchasing to Invoicing and generating Delivery Notes.
Essentials!
To learn more about Sales Order Defaults click here.
Sales Orders
Getting There
To get started, head to the Stock menu and select Sales Orders. You’ll find all sales-related activities here.
Creating a New Sales Order
Now that you are here, you can create a new Sales Order or manage any existing ones with the Edit icon via the Action Tray.
To create a new order, click on the Add New Sales Order button.
The New Sales Order window is divided into four sections:
Order Information
Account Details
Location / Contact
Order Details/Trolley
Order Information
Start by filling out the mandatory fields (marked with a red *). Most of this information will automatically be filled in once you select a Customer ID.
Order Reference: Enter your Customer Order Reference (text, numbers, or both).
Customer ID: Next, you can select a Customer ID from the list via the ellipsis (...).
Find the customer and click on the line (grey).
Customer Record: Clicking on the Customer number will take you to their record. You can create a new one from the Customer & Site menu.
Once you’ve selected the Customer, the following fields will automatically fill in (if set up correctly):
Account Name
Branch
Payment Terms
Payment Method
Invoice Address
VAT rate
Currency
Learn more about Customers in the Customer & Site article: Click here.
Pro Tip! If you have frequent walk-in customers for one-off orders, consider creating a “CASH WALK-IN” customer account. This will save you time when creating quick sales orders.
Site ID: You can now select the Site ID by clicking on the ellipse and choosing the Site the order is for. Any sites you see will be the sites currently set up against the Customer record.
Learn more about New Sites in the Creating Customers & Sites article: Click here.
Is the order to be collected: If you know that the order is being collected, click the slider to Yes and the field Box will appear.
This enables you to select where the purchased item will be stored for collection.
Click on the ellipse and select the correct location.
Deliver to Branch: This feature helps when orders go to your branch first before customer collection.
You can select a branch via the ellipsis.
Sales Person: You can add a sales person by clicking on the ellipsis and selecting one from the list.
Select the line of the sales person to add them to the Sales order.
To learn more about Sales Reps, check out this article: Creating a New Sales Person.
Pro Tip! Assigning a salesperson helps track their commission and is useful for reporting purposes.
Order Date: You can add the date of the sales order, this will generally be today however, you can choose a different date.
Click on the field and choose a date from the Calendar.
Dispatch Date: Depending on the Stock you hold, you may want to change this to a different date.
You cannot choose a date earlier than the order date or today's date. It may be that the Customer has requested it to be dispatched on x date.
Click on the field and choose a date from the Calendar.
Delivery Date: Here you can set an estimated delivery date based on the delivery method.
This can help with tracing and or if a customer wants to know when the Item will be delivered.
Click on the ellipsis and choose a date from the Calendar.
Delivery Method: The delivery methods set in the system will indicate the following:
Default Delivery Charge.
Package Type lists packaging options e.g. boxes, pallets.
Transport provider e.g. Delivery courier services, self-delivery.
If a Signature is required.
You can then click on the ellipsis to choose the delivery method from the list.
Once selected, you can adjust the details. i.e. delivery charge.
Notes: Notes can be seen by internal staff and externally if this field is added to the Output templates i.e. Delivery Notes or Sales Order.
Deliver to Branch: If you know that the items are being delivered to a branch before delivery, select the option.
Delivery Address: This is where the items are sent to. You can simply click in the delivery address area and edit the details if they are different from the customer address.
Account Details section
This section holds all the financial information for your sales order. Similar to the Order Information section, many fields will auto-fill based on the Customer ID.
Payment Terms: Here you can decide what terms you wish to set. A useful pre-made list is available for you to choose from or edit, you can also create a new term with the Add button.
Payment Method: If you need to specify the payment type, it can be set and changed here. If you have set it up previously, this field will use the payment method from the Customer ID.
Credit Limit, Is On Stop and Special Price are all linked to the Customer ID so you won't be able to change them from here. Instead, head to Customer & Site Records to edit the Customer ID.
VAT Rate: If you need to add any VAT rates to your order, you can do it here.
You can select an existing rate via the ellipsis or create a new one with the Add button.
Currency: Service Geeni lets you choose from ten different currencies.
You can choose one of the ten options using the ellipsis and add it to the sales order.
Enable Partial Delivery & Invoicing: If you are going to export your order, you can add the necessary Customs Classification Codes here.
Partial Deliveries & Invoicing: This option allows you to deliver and invoice partially if only some items are in stock when selecting Yes.
Delivery PO to Branch: Use Slider to yes for the PO (purchase order) to be delivered to the branch instead of the delivery address.
Location / Contact Section
In this section, you can see all the important information related to contacts and location for the Sales Order. You may notice that some of these fields are locked. Don't worry, this is because they use the data from the Customer ID, which you can amend via Customer & Site Records.
Locked Fields:
Main Contact
Telephone
Mobile No
Email Address
Invoice Address
Invoice Address: If you notice that the Invoice Address is different from the Customer Address, you can simply click in the invoice address area and fix it.
Invoicing Notes: Enter any Invoicing Notes.
Adding Items to a Sales Order
Now that's all setup, you can start to add items to your Sales Order.
You can do this by clicking the Add Order Lines button which is found at the bottom right of the page.
Pro Tip! Make sure all mandatory fields are filled out (marked by a red *) before adding order lines.
The Add Order Lines window will open giving you complete control on what to add.
Favourites: You can search for frequent orders if you have any.
Order History: In this section, you can see the previous orders for that customer which you can select again if you wish to.
Here you can stock items to the Favourites tab with the Plus (+) icon via the Action Tray.
Stock List: When you want to select an item from your stock list, you can do this here.
To get the stock list up and running, click the Show All button.
If you need to narrow the search criteria down, simply use the Category and Relevance dropdown fields.
Quick Order: If you need to add a product quickly, you can do so here. Simply add the Product Code and Quantity and you are good to go.
After clicking Add to Trolley, Service Geeni will verify the product code. If it’s incorrect, the system will indicate that the product was not found.
Miscellaneous Items: For any off-script items you can add them here.
Learn more in the Miscellaneous Items Article: Click here.
Kit Parts
Some of your stock items may be part of a Kit in this case, you can use Individual Part Sell Prices.
Use the slider if you want to adjust from the Kit price to the amount for the individual parts.
Order Details
Once the order has been added to the trolley the stock item will appear on the In Trolley side of the screen (right). You can see a list of all your orders here.
Here you can adjust the Selling Price and Quantity of the item if required.
Continue adding further items to the trolley/basket.
Raise a Sales Order
Once you have added everything to the order, it's time to review. Just below the Order Details section, you can find the Order Summary. This shows the Totals, VAT, Margin, and Stock Items before raising the Sales Order.
If you are happy with all the figures, click on the Raise button, at the bottom right of the page. This opens the Book Stock Item window.
Success! You have raised a Sales Order.
Book Stock Item
Raising the Sales Order is part of the process, you now need to confirm where the stock will come from and you can do that from here.
Use On Hand: If there is enough stock to cover the order, you can tick this check box.
For Order: If the stock quantity on hand isn’t enough to cover the order, you’ve got a couple of options.
You could raise a PO for the total quantity you need, keeping the current stock on hand.
You can split it—fulfil the order with the stock you’ve got now and order the rest.
This is useful if all the stock items are to be sent directly and together at the same time.
For Branch: If you need to, you can add extra stock quantities to the sales order for stock to be available at a branch.
Part Request V Purchase Order
If you want to raise a Part Request or a Purchase Order (PO), you can do so with the switch.
When you are ready, click Confirm to raise it.
To fulfil the Sales Order it will be converted into either a:
Part Request
Purchase Order
Quote
Raise Part Request
You can learn more on this topic in the Part Request Article: Click here.
Purchase Order
You can learn more on this topic in the Purchase Order Article: Click here.
Raise a Quotation
When you need a quote before a purchase can be made, you can raise one with the Raise Quotation button at the bottom of the New Sales Order screen.
Quotations can be converted to Sales Orders once approved.
Complete the Quotation in the same way as raising a New Sales Order.
You can learn more on this topic in the Job Quotes Article: Click here.
Congratulations you have completed the Sales Order process.