Other Actions in Sales Orders

Edit Sales Order

You can change the details of your existing sales order. Here’s how:

Go to Sales > Sales Orders.
Select the sales order that you want to edit.
Click the Edit button in the top right side of the page.
Make the changes and save the sales order.

Edit Sales Order

Insert Headers as Line Items

You can insert headers to group related line items in your sales order. When you have many line items, headers break the list into clear sections so your customers can scan the sales order more easily. For example, you can add a header such as Maintenance Services, Hardware Items, or a project name and group the related line items under it. You can also insert multiple headers to your sales order.

To insert a header row in your sales order:

Go to Sales > Sales Orders.
Click + New in the top right corner to create a sales order, or select an existing sales order and click Edit to modify an existing one.
In the Item Table, click the More icon next to the required line item, and select Insert New Header. Alternatively, you can click the dropdown next to + New Row below the Item Table and select New Header.
Type the title for the header.
Fill in the required fields and click Save.

The header will be added as a row and the line items below it will remain unchanged. To remove a header, click the Remove icon to the right of it.

Insight: Removing a header does not remove the line items below it.

Insert Subtotals as Line Items

A subtotal row displays the total of the line items above it in your sales order. It includes all line items between the previous subtotal and the current subtotal, or all line items from the beginning of the sales order if no previous subtotal exists. It is calculated automatically and updates whenever line items are added, edited, or removed. For example, you can add a subtotal for a group of hardware items or a project. You can add multiple subtotals to a sales order.

To insert a subtotal row in your sales order:

Go to Sales > Sales Orders.
Click + New in the top right corner to create a sales order, or select an existing sales order and click Edit to modify an existing one.
In the Item Table, click the More icon next to the required line item, and select Insert New Subtotal. Alternatively, you can click the dropdown next to + New Row below the Item Table and select New Subtotal.
The subtotal row will be inserted.
Fill in the required fields and click Save.

The subtotal will be added as a row and the line items below it will remain unchanged. To remove a subtotal, click the Remove icon to the right of it.

Insight: Removing a subtotal does not remove the line items below it. The line items remain in the sales order and are included in the final total.

Send Sales Order to Customer

Usually, when you create a sales order, you would have saved it as a draft or sent it to your customer right away.

If you have saved it as a draft, you can send it to your customer manually. Here’s how:

Go to Sales > Sales Orders and select the sales order you want to send.
Click the Mail icon in the top right side of the page.
Go through the template and click Send.

Mail Sales Order

Cancel Items

Sometimes, you would want to cancel the items you have partially invoiced your customers from the sales order. Here’s how you can do this.

Go to Sales > Sales Orders.
Select the sales order which you have invoiced.
Click More > Cancel Items.
Select the items that you want to cancel.
Click Save.

Cancel Items

You can view the canceled items in the Canceled Items tab when you select the sales order.

You can reopen the canceled items. Here’s how:

Go to Sales > Sales Orders.
Select the sales order for which you have canceled items.
Click More > Reopen Canceled Items.

Reopen Canceled Items

Download Sales Order

You can download your sales order as a PDF. Here’s how:

Go to Sales > Sales Orders and select the sales order you want to download.
Click the PDF icon in the right side of the page.

Download Sales Order

Clone Sales Order

If you want to create a sales order with the same details as an existing one, you can choose to clone it rather than create a new sales order. Here’s how:

Go to Sales > Sales Orders.
Select the sales order which you want to clone.
Click More > Clone.

Clone Sales Order

Void Sales Order

If you do not want to delete a sales order, you can void it. Here’s how:

Go to Sales > Sales Orders.
Select the sales order which you want to void.
Click More > Void.

Void Sales Order

Attach Files to Sales Order

You can attach up to 5 files for each sales order. The size limit for each file is 5 MB. To attach files to your sales order:

Go to Sales > Sales Orders and select the sales order for which you want to attach the file(s).
Click the Attach icon in the top right corner of the page.
Select your upload option.

Upload Type	Description
Drag & Drop	Upload files from your system.
Cloud	Upload files from your cloud account.
Documents	Upload files from documents saved in your Zoho Books account.

You can Download, Delete or Remove the files by clicking the options below the uploaded files.

Note:

If you Delete a file, it will be permanently deleted from your account.
If you Remove a file, it will be removed from the transaction but will still be present in your documents tab.

Attach Files

Print Sales Order

To print a sales order:

Go to Sales > Sales Orders and select the sales order you want to print.
Click the Print icon in the right side of the page.
Check the preview and click Print.

Print Sales Order

Filter Sales Orders

You can filter sales orders based on their status. Here’s how:

Go to Sales > Sales Orders.
Click the All Sales Orders drop-down in the top of the page.
Select the sales order status to filter accordingly.

Filter Sales Orders

Custom Views

You can create custom views to filter sales orders based on criteria you set. Learn more about Custom Views.

Statuses

In Zoho Books, a sales order can have a standard set of statuses like Draft, Open, Void and Closed. However, you can add a status of your own. When you do so, you need to select a ‘parent’ status from the set of default statuses present in Zoho Books.

Whenever the sales order is in the parent status, you can changes it to your custom status.

For example, let’s say you create a custom status named To be shipped with the parent status being Open. Now, a sales order in the Open status can be marked as To be shipped.

To create a custom status in Zoho Books:

Go to Settings on the top right corner of the page.
Select Sales Orders under Sales.
Switch to the Statuses tab.
Click + New Status.
Choose the parent status and enter the name of your custom status.
Click Save.

Custom View

To view the custom status:

Go to Sales > Sales Orders.
Select a sales order which has the parent status you set for your custom status.
Click More to view and mark the custom status.

Custom View