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Step by Step Sales Order Creation

Sales Orders are entered on the Sales Order Management screen.    (For an Overview of Sales Order Entry, click here.)

  • Click the 'Sales Order Management' button from the main screen.

    sales_order_button

 

  • The GET screen will open. Click 'Cancel.'

    Cancel_button_GET

  • Click the green + sign at the top of the Sales Order tab to create a new work order.

    new_sales_order_green_

  • The 'Create Quote' dialog box will appear. You can use the automatically generated order number that EmbTrak provides, or you can type in your own order number. Select the Account number to associate with the order (if you have more than one address associated with that account, you can use the 'Address' dropdown to choose which address you want to use), then click 'OK.'

    create_quote_box

  • If the sales order is for a new customer, select the <NEW ACCOUNT> entry in the sales order 'Create Quote' panel.  (NEW ACCOUNT feature is available for sites that are using SQL 2012 or higher and are using customer autonumbering). This will create a blank record on the Customer panel in the Sales order screen.  You will be free to enter the customer contact, company name, address, etc.  When you click the 'Save' button on the top right corner of the Customer panel the new entries will be used to create a new Customer record.  Contact Name, telephone and email can be edited from the Customer panel for each order, but the Company name and address may only be edited in the Customer screen.

           New SO Panel

            (Note: The terms 'quote' and 'sales order' refer to the same order, just at different stages of the order's life cycle. An order is called a quote before it's converted to a Work Order; after conversion, the order is referred to as a sales order.)

  • Fill out the header data (dates, reps, etc). The Sold to and Shipping Accounts will already have data populated (from when you selected the account and address in the previous step), but those boxes are editable.

    sales_order_header_info

  • Now it's time to fill out the product grid.  This will be the last step before you will be ready to create Work Orders.
    • Select a Product from the dropdown.

      select_product_dropdown
    • Click or tab out of the Product cell, and you'll notice that the Description and Type columns automatically fill in, based on which Product you selected.

      Description_Type_populated
    • Next, fill out the size/quantity columns. (HINT: In order for the correct sizes to appear, you'll need to click off the row you're working on, and then click back on the row again. The appropriate sizes will then populate in the size columns. The Total Qty column will automatically generate a total number of products.
    • For this example, we'll order five shirts that are size 4 and five shirts that are size 8.

      sizes
    • Next, choose a contractor from the Contractor dropdown (NOTE: Contractors are set up in the List Items Administration screen.  "In-House" may be one of your Contractors.)

      contractor
    • After selecting a contractor, it's time to assign a design(s). Type the design number in the cell and either hit tab or enter, or click out of the cell. Notice that the design will then appear in the viewer.

      design_number
    • Fill out the Position dropdown for that design. The Position options are based on the Product Type. (For example, if your Product Type was a top, you wouldn't have Position options for left leg, right leg, etc.).

      position_dropdown
    • Select the CC Code (Color Coordination Code) for the design.
      • Tonal: different tones of the same basic color
      • Coordinate: coordinator's judgment in choosing thread colors
      • Special: special instructions
      • Club Colors: fixed, licensened or default colors specified by the design's owner
      • None: no coordination instructions

        cccode_dropdown
    • You can add a note about the design if necessary.

      design_note
    • If this is the first time this design has been used, check the 'New Art' checkbox.

      design_new_art
    • If the product has more than one design, than follow the same steps for Design 1 for Designs 2-7.

Additional Sales Orders Notes

  • If you fill out anything in the Header Notes or Line Notes tabs, the Notes tab will be highlighted yellow to alert the user to check for notes.

             notes_tab_highlighted
  • You can clone a line item by clicking the 'Clone' button in the grid. This will copy the data from the original line to a new line. You can change data in the cloned line if needed (for example, if different quantities and sizes are needed).

                     clone line

 

                 cloned line

 

  • You can customize the grid to suit your needs.  Re-order the columns by clicking on the column headers and dragging them to where you want them.

                 reposition_columns

  • Choose which columns you want to show in the grid, and hide the ones you don't need/use. Simply right-click anywhere on the column header, hover over the word 'Columns' in the menu that appears and check/uncheck the columns you want to show/hide.                     

                    show_hide_columns

 

  • To print a Quote/Sales Order, click the 'Print' button at the top of the Sales Order tab.

    print
  • Notice that the box in the top right hand corner reads 'Sales Order.' If you were to print this before converting to Work Orders, that box would read 'Quote.'

    printed_sales_order

Explaining Pricing