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Zoho Inventory - Managing Sales Orders

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class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Getting Started</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/getting-started/sign-up.html">Access Zoho Inventory</a> </li> <li > <a href="/inventory/help/getting-started/login.html">Log In to Zoho Inventory</a> </li> <li > <a href="/inventory/help/getting-started/dashboard.html">The Dashboard</a> </li> <li > <a href="/inventory/help/getting-started/manage-organization.html">Manage Organizations</a> </li> <li > <a href="/inventory/help/getting-started/keyboard-shortcuts.html">Keyboard Shortcuts</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Settings</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/settings/settings-overview.html">Settings - Overview</a> </li> <li > <a 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href="/inventory/help/web-tabs/index.html">Web Tabs</a> </li> <li > <a href="/inventory/help/settings/incoming-webhooks.html">Incoming Webhooks</a> </li> <li > <a href="/inventory/help/import-export/data-backup.html">Data Backup</a> </li> <li > <a href="/inventory/help/subscription/subscription.html">Subscription</a> </li> <li > <a href="/inventory/help/settings/privacy-and-security.html">Privacy &amp; Security</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Documents</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/documents/documents.html">Documents - Overview</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Warehouses</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/warehouses/warehouses-overview.html">Overview</a> </li> <li > <a href="/inventory/help/warehouses/warehouse-operations.html">Warehouse Operations</a> </li> <li > <a href="/inventory/help/warehouses/transfer-orders.html">Transfer Orders</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Customers &amp; Vendors</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/contacts/contacts-overview.html">Overview</a> </li> <li > <a href="/inventory/help/contacts/contact-details-page.html">Details Page</a> </li> <li > <a href="/inventory/help/contacts/manage-contacts.html">Manage Customers &amp; Vendors</a> </li> <li > <a href="/inventory/help/contacts/customer-credit-limit.html">Customer Credit Limit</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Items, Groups and Composites</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/items/items-overview.html">Items</a> </li> <li > <a href="/inventory/help/items/item-groups.html">Item Groups</a> </li> <li > <a href="/inventory/help/items/composite-items.html">Composite Items</a> </li> <li > <a href="/inventory/help/items/item-managing.html">More Actions on Items</a> </li> <li > <a href="/inventory/help/items/item-details.html">Item Details Page</a> </li> <li > <a href="/inventory/help/items/saleschannel-items.html">Sales Channel Items</a> </li> <li > <a href="/inventory/help/items/stock-counts.html">Stock Counts</a> </li> <li > <a href="/inventory/help/items/item-categories.html">Item Categories</a> </li> <li > <a href="/inventory/help/items/price-list.html">Price Lists</a> </li> <li > <a href="/inventory/help/items/inventory-adjustments.html">Inventory Adjustments</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Bin Locations</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/bin-locations/index.html">Bin Locations</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Advanced Inventory Tracking</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/advanced-inventory-tracking/batch-tracking.html">Batch Tracking</a> </li> <li > <a href="/inventory/help/advanced-inventory-tracking/serial-number-tracking.html">Serial Number Tracking</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Retainer Invoices</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/retainer-invoices/index.html">Overview</a> </li> <li > <a href="/inventory/help/retainer-invoices/manage-retainer-invoices.html">Manage Retainer Invoices</a> </li> </ul> </li> <li class="nested-menu open"> <b class="sub-menu-arrow pull-right line-arrow down "></b> <a class="sub-menu-trigger" href="javascript:;">Sales Orders</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/sales-orders/sales-orders-overview.html">Sales Orders Overview</a> </li> <li > <a href="/inventory/help/sales-orders/sales-order-creation.html">Creating Sales Orders</a> </li> <li class="active" > <a href="/inventory/help/sales-orders/sales-order-managing.html">Managing Sales Orders</a> </li> <li > <a href="/inventory/help/sales-orders/other-actions.html">More Actions</a> </li> <li > <a href="/inventory/help/sales-orders/packages.html">Packages</a> </li> <li > <a href="/inventory/help/sales-orders/package-geometry.html">Package Geometry</a> </li> <li > <a href="/inventory/help/sales-orders/shipments.html">Shipments</a> </li> <li > <a href="/inventory/help/sales-orders/sales-order-cycle.html">Sales Order Cycle</a> </li> <li > <a href="/inventory/help/sales-orders/sales-persons.html">Salespersons</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Invoices</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/invoice/index.html">Invoices Overview</a> </li> <li > <a href="/inventory/help/invoice/record-payment.html">Recording Payments</a> </li> <li > <a href="/inventory/help/invoice/more-actions.html">More Actions</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Picklists</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/picklist/index.html">Picklist - Overview</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Payments Received</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/payments-received/payments-received.html">Payments Received</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Sales Returns</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/sales-returns/sales-returns-overview.html">Overview</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Purchase Transactions</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/purchase-orders/purchase-orders-overview.html">Purchase Transactions - Overview</a> </li> <li > <a href="/inventory/help/purchase-orders/purchase-order-creation.html">Managing Purchase Orders</a> </li> <li > <a href="/inventory/help/purchase-orders/purchase-import-export.html">Importing &amp; Exporting purchases</a> </li> <li > <a href="/inventory/help/purchase-orders/purchase-receive.html">Purchase Receives</a> </li> <li > <a href="/inventory/help/purchase-orders/bills.html">Bills</a> </li> <li > <a href="/inventory/help/purchase-orders/other-actions.html">More Actions</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Payments Made</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/payments-made/payments-made.html">Payments Made</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Vendor Credits</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/vendor-credits/index.html">Overview - Vendor Credits</a> </li> <li > <a href="/inventory/help/vendor-credits/functions.html">Basic Functions in Vendor Credits</a> </li> <li > <a 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Reports</a> </li> <li > <a href="/inventory/help/reports/sales-reports.html">Sales Reports</a> </li> <li > <a href="/inventory/help/reports/purchase-reports.html">Purchase Reports</a> </li> <li > <a href="/inventory/help/reports/activity-reports.html">Activity Reports</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">Migration Guide</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/help/migration/migration-general.html">General Migration</a> </li> </ul> </li> <li class="nested-menu "> <b class="sub-menu-arrow pull-right line-arrow right "></b> <a class="sub-menu-trigger" href="javascript:;">What&#39;s New</a> <ul class="sub-menu nav nav-stacked" > <li > <a href="/inventory/whats-new/index.html">What&#39;s New</a> </li> </ul> </li> </ul> </div> <div class="help-content" id="content"> <form class="print-form"> <input type="button" class="print-icon" name="print" value="" title="Print this page" alt="Print this page" onclick="javascript:window.print()"> </form> <h2 class="product-logo to-print" translate="no"><img src="/inventory/images/inventory-icon-default.svg?v=2"/>Inventory</h2> <h1 id="managing-your-sales-orders">Managing your Sales Orders</h1> <p>Now that you know how to create sales orders, lets now focus on managing and getting the best out of your sales orders.</p> <p>Here is an overview of all the basic operations you can do with your sales orders.</p> <ul> <li><a href="#status-of-a-sales-order">Status of a sales order</a></li> <li><a href="#selecting-criteria-for-so">Selecting the criteria for closing a sales order</a></li> <li><a href="#sending-a-sales-order-to-your-customer">Sending a sales order to your Customer</a></li> <li><a href="#converting-a-sales-order-from-draft-to-confirmed-status">Converting a sales order from Draft to Confirmed status</a></li> <li><a href="#sales-order-merge">Merging the sales orders</a></li> <li><a href="#converting-a-sales-order-to-purchase-order">Converting a sales order to purchase order</a></li> <li><a href="#converting-a-sales-order-into-an-invoice">Converting a sales order into an invoice</a></li> <li><a href="#sales-order-to-packages">Sales order to packages</a></li> <li><a href="#packaging-to-shipping">Packaging to shipping</a></li> </ul> <hr> <h3 id="status-of-a-sales-order">Status of a Sales Order</h3> <p>A Sales Order status indicates the stage of progress and the current condition of the order. Lets take a look at what each status indicates.</p> <ul> <li><strong>Draft -</strong> This indicates that a SO has been created successfully, but is yet to be sent to the customer.</li> <li><strong>Confirmed -</strong> This indicates that the SO created has been sent to the customer.</li> <li><strong>Closed -</strong> The SO becomes <strong>Closed</strong> when you either raise an Invoice or when a Shipment is fulfilled (or both, depending on what you&rsquo;ve chosen in the Sales Order Preferences.)</li> <li><strong>Void -</strong> The SO status becomes Void, when you decide to freeze/nullify the SO and make it void.</li> <li><strong>On Hold -</strong> The status is set as <strong>On Hold</strong>, when there&rsquo;s an un-billed backordered PO raised for the Sales Order. Once the PO has been billed, the SO will revert back to its previous status.</li> </ul> <h3 id="selecting-criteria-for-so">Selecting the criteria for closing a Sales Order</h3> <p>Based on your preference, you can choose to have your Sales Order&rsquo;s status automatically set as <strong>Closed</strong>. The criteria are as follows:</p> <ul> <li>When an Invoice is created</li> <li>When a Shipment is fulfilled</li> </ul> <p>You can choose either one of the two, or both. When the criteria is met, the Sales Order status will be set as <strong>Closed</strong>.</p> <p><img src="/inventory/help/images/sales-orders/so-close-preference.png" alt="Image of SO closing preference"></p> <p><strong>NOTE:</strong> Older users of Zoho Inventory would have manually closed some Sales Orders. If you want to convert them to the new Closed status mentioned above, kindly open the SO and select <strong>More &ndash;&gt; Reopen</strong> and the status will be updated automatically.</p> <h4 id="invoice-shipping-and-package-status-of-the-sales-order">Invoice, Shipping and Package status of the Sales Order:</h4> <p>The <strong>Status</strong> column which is available in the list view of Sales Order specifies the status of the Sales Order alone, and not the invoicing or package/shipment status of the Sales Order.</p> <p>To know the details whether it has been invoiced, packed and shipped, you can either hover your mouse over the blue/green dots in the list view of Sales Orders. If the dots are grey, it means that the process is yet to be commenced.</p> <p><img src="/inventory/help/images/sales-orders/dot-status.png" alt="Image of the Sales Order status"></p> <p>Alternatively, you can select a Sales Order and the Invoice and package/shipment status will be visible in the details page.</p> <p><img src="/inventory/help/images/sales-orders/so-details-status.png" alt="Image of the Sales Order status in details"></p> <hr> <h3 id="sending-a-sales-order-to-your-customer">Sending a Sales Order to your Customer</h3> <ul> <li>You can either send the sales order to your customer at the moment you create it by clicking on <strong>Save and Send</strong> and you can also send a sales order later by clicking on the <strong>Send Mail</strong> button placed on top of the sales order window.</li> </ul> <p><img src="/inventory/help/images/sales-orders/so-new-3.png" alt="Image of save and send button"></p> <p><img src="/inventory/help/images/sales-orders/so-email-button.png" alt="image of email button"></p> <hr> <h3 id="converting-a-sales-order-from-draft-to-confirmed-status">Converting a Sales Order from Draft to Confirmed Status</h3> <ul> <li>Once the sales order is sent to the customer it changes to <strong>Confirmed</strong> status.</li> <li>A sales order in <strong>Draft</strong> state can be converted into <strong>Confirmed</strong> state by clicking on the <strong>More</strong> button placed on top of the sales order window and choosing the option <strong>Mark as Confirmed</strong>.</li> <li>A sales order goes to <strong>Confirmed</strong> status on successful creation of an invoice, a package slip or shipment.</li> </ul> <p><img src="/inventory/help/images/sales-orders/so-draft-to-confirmed.png" alt="image of mark as confirmed button"></p> <hr> <h3 id="sales-order-merge">Merging the sales orders</h3> <p>If you聽receive two or more sales orders from the same customer, you can combine its details into a single document. By doing so, you&rsquo;ll be packing, shipping and invoicing a single sales order instead of two.</p> <blockquote> <p><strong>Prerequisites:</strong></p> <ul> <li>You can聽merge聽only聽two sales orders at a time.</li> <li>Both sales orders must be addressed to the same聽customer with the same billing and shipping address.</li> <li>Both sales orders must have the same status (<strong>Draft</strong> or <strong>Confirmed</strong> status only) with no associated packages or invoices.</li> </ul> </blockquote> <p>To merge two or more sales orders,</p> <ul> <li>Go to the聽<strong>Sales Orders</strong> module on the sidebar.</li> <li>Select any two聽sales orders to merge.</li> <li>Click聽<strong>More Actions</strong> and select聽<strong>Merge Sales Orders</strong>.</li> </ul> <p><img src="/inventory/help/images/sales-orders/so-merge-1.png" alt="Sales Order Merge 1"></p> <ul> <li>Choose the聽master sales order and click聽<strong>Continue</strong>聽to successfully merge them.</li> </ul> <p><img src="/inventory/help/images/sales-orders/so-merge-2.png" alt="Sales Order Merge 2"></p> <blockquote> <p><strong>Note:</strong>聽</p> <ul> <li>A聽master sales order is the primary聽sales order to which the details聽of the聽child sales order will be merged.聽After the merge, the聽child sales order will be deleted, while retaining the聽master sales order. You will not be able to undo this action.</li> <li>You cannot merge sales orders from聽<a href="/inventory/help/integrations/sales-channel.html">marketplaces</a>.</li> </ul> </blockquote> <hr> <h3 id="converting-a-sales-order-to-purchase-order">Converting a Sales Order to Purchase Order</h3> <p>When you are out of stock and not able to fulfill the order placed by your customer, you can always convert the sales order into a purchase order and send it to a vendor to purchase the items.</p> <ul> <li>Simply navigate to the sales order you wish to convert into a purchase order.</li> <li>Click on the <strong>More</strong> button.</li> <li>Select the <strong>Convert to Purchase Order</strong> option from the drop down.</li> </ul> <p><img src="/inventory/help/images/sales-orders/so-to-po.png" alt="image of converting to purchase order option in the drop down"></p> <hr> <h3 id="converting-a-sales-order-into-an-invoice">Converting a Sales Order into an Invoice</h3> <p>To create invoices from sales orders:</p> <h5 id="method-1">Method 1:</h5> <ul> <li>Navigate to the preferred sales order</li> <li>Click on the invoice tab in the sales order.</li> <li>Choose the option <strong>New Invoice</strong>.</li> <li>You can choose to invoice your sales order fully or partially depending on your mode of conducting a sale.</li> <li>After creating, you can mail invoices to your customers.</li> </ul> <p><img src="/inventory/help/images/sales-orders/so-invoice-2.png" alt="Image of creating an invoice from the invoices section of a sales order"></p> <h5 id="method-2">Method 2:</h5> <ul> <li>Navigate to the preferred sales order.</li> <li>Click on the create button.</li> <li>Choose the <strong>Invoice</strong> option.</li> </ul> <p><img src="/inventory/help/images/sales-orders/so-invoice-1.png" alt="Image of creating an invoice from the create button"></p> <p>On using either of the methods, you will be directed to the invoice creation page. By default all the details provided in the sales order will be auto filled.</p> <ul> <li>You can add any required details or choose to partially invoice the sales order as per requirement and click <strong>Save</strong> to save it.</li> <li>You can send the invoice right away to your customers by clicking on the <strong>Save and Send</strong> button.</li> </ul> <p><img src="/inventory/help/images/sales-orders/so-invoice-top.png" alt="Image of the new invoice page - top half"></p> <p><strong>Note:</strong> The Detailed steps to create an invoice is provided in the invoice module of this help doc.</p> <hr> <h3 id="sales-order-to-packages">Sales order to Packages</h3> <p>With Zoho Inventory, you can record or generate the package information for the items in your sales order. The detailed steps are available in the <a href="/inventory/help/sales-orders/packages.html">Packages</a> module.</p> <hr> <h3 id="packaging-to-shipping">Packaging to Shipping</h3> <p>You have host of options to ship, track and manage your packed goods with Zoho Inventory. 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