A Sales Order can be created in Method:CRM using the Sales Order App.
Note: This article covers Sales Orders for those with QuickBooks Desktop accounts. If you are using QuickBooks Online, please refer to the article Create a Sales Order for QBO Accounts.
There are several ways to create a sales order in Method:CRM. These steps focus on creating a brand-new sales order in Method:CRM's Sales Order App. (To learn how to convert an estimate into a sales order, see our article Convert an Estimate to a Sales Order.)
For the purpose of this article we will separate the Sales Order into the following sections:
- Sales Order Details
- Sales Order Line Items
- Sales Order Total
- Sales Order Buttons
Sales Order Details
1. Click ⊕ New on your Sales Orders App, or click ⊕ New Sales Order from your Sales Order List.
2. This opens your New Sales Order screen. Choose a customer to associate with this sales order.
3. Once you select a customer, more fields will show. The top will show the total, the customer, and on the right, the open and closed activities related to this sales order. Because this is a brand new transaction, there won't be any activities related to it.
4. Also, after selecting a customer, the billing and shipping addresses for that customer will populate for the sales order. If you have multiple shipping addresses for your customer, you will have the option to choose a different ship address.
5. The following fields are available to be filled in:
- Sales Order #: Created if the field is left blank, and is assigned sequentially (if the last sales order was #15, this will be #16).
- Date* and Due: Today's date appears in the Date and Due fields (these can be changed manually).
- Terms: Assign terms to this sales order, if applicable.
- P.O. Number: Assign a purchase order number if applicable.
- Ship Method: How the order is being shipped.
- Sales rep: Assign a sales rep.
- Tags: Assign tags to this sales order.
- Opportunity: The opportunity this sales order is linked to, if applicable.
- Wait for approval before QuickBooks Sync: Prevents the sales order from syncing to QuickBooks until a user unchecks this option and saves.
- To be emailed in QuickBooks: Flags the sales order in QuickBooks as "to be emailed"; group and email multiple sales orders in QuickBooks.
- To be printed in QuickBooks: Flags the sales order in QuickBooks as "to be printed"; group and print multiple sales orders in QuickBooks.
- Closed: Marks the sales order as closed.
Sales Order Line Items
Line items are added to the Sales Order using the Line Items grid. Items available are taken from the Items App which is synced with your QuickBooks account. By clicking on a row, each column (other than the Amount and Invoiced QTY) can be edited to fill in details for each line item.
1. To add QuickBooks items to this sales order, add them directly in the grid. To add more lines, select the Add Lines button (not visible in image).
Note: In many cases, a sales order is used to track materials needed to complete the job (e.g. a one hour plumbing job might require a new drainpipe and washers to complete, so the sales order tracks that information). You can also include service items, but many sales orders deal with product items.
Note: Notice the Invoiced QTY field is read-only - that’s because there’s no invoice yet!
If you are viewing on mobile, adding new items is done via a separate screen.
Line items are not saved until you save the whole Sales Order. If you updated the line items and log out of your session, they will not be saved in the Sales Order.
Sales Order Total
Below the item lines grid, you will find the total as well as a few more fields to fill in:
- Memo (Internal): Write an internal note for yourself and Method:CRM Users with access to this sales order. The memo is not visible to the customer.
- Customer Message: a message to appear on your sales order for the customer to see (e.g. "looking forward to your business").
- Attachments: You can add a file to this sales order.
- Taxes: applicable tax rate. This was likely set up within QuickBooks.
- Customer Tax Code: the tax code assigned to the customer.
- Total: This total will not be calculated until you save the transaction.
Sales Order Buttons
At the bottom of the transaction are buttons to process it in different ways. Note the dropdown arrow (▼) to indicate more options.
- More Actions [▾] - Clear & New: Clear the current sales order so it is empty and you can create a new one.
- More Actions [▾] - Delete: Delete the sales order. This cannot be undone!
- Create Invoice: Generate an Invoice from this sales order (please see Convert sales order to invoice.)
- Print: This will bring up a pdf document of the sales order for printing. Pop-ups must be enabled for Method:CRM, else the document will be blocked and nothing will happen when you click this button. The pdf is created using a template chosen within the app preferences. The PDF link created will expire within 5 to 10 minutes. You should not reference the link in any permanent document.
- Email: Email the customer a link to their portal where they will be able to view the sales order online. A preview of the email will be visible before sending it out.
- Save [▾]: This button is clickable and will save the transaction.
- Save [▾] - Save & New: Save the sales order and clear the form to enter in a new sales order.
- Save [▾] - Save & Back: Save the sales order and go to the previous screen.