Create Sales Orders

In this help document, you’ll learn the different methods through which you can create and manage sales orders in Zoho ERP.

Create a Sales Order

Here’s how you can create a sales order:

• Go to Sales on the left sidebar.
• Click Sales Orders from the Modules bar.
• Click + New in the top right corner.
• Fill in the following details:
  • Customer Name: Select the customer for whom the sales order is created.
  • Sales Order#: Enter a unique sales order number.
    • To auto-generate sales order numbers, click the Gear icon next to the field, select Continue auto-generating sales order numbers, set the Prefix and Next Number, and click Save.
  • Reference#: Enter a reference number, such as the related estimate number or customer reference.
  • Sales Order Date: Select the date on which the sales order is created.
  • Expected Shipment Date: Select the date on which the items are expected to be shipped.
  • Payment Terms: Select the payment terms for the sales order.
    • To add new terms, select Configure Terms, click + Add New, enter the Term Name and Number of Days, and click Save.
  • Delivery Method: Select a delivery method for the sales order.
  • Salesperson: Select a salesperson for the sales order
  • Price List: Select a price list if applicable. Item rates will be auto-populated based on the selected price list.
  • Item Table: Add the items to be included in the sales order.
    • Enter or select the required items under Item Details. Other details such as Quantity, Rate, Tax, and Amount will be auto-populated.
    • Click + Add New Row to add more items.
    • To add items in bulk, click + Add Items in Bulk, select the required items and quantities, and click Add Items.
  • Discount Type: Choose whether the discount should be applied At Transaction Level or At Line Item Level.
  • Shipping Charges: Enter any applicable shipping charges.
  • Adjustment: Enter any additional adjustments to the total value.
  • Customer Notes: Add notes that will be visible to the customer.
  • Terms & Conditions: Enter the terms and conditions for the sales order.
• Click Save.

Clone a Sales Order

If you want to create a new sales order using details from an existing one, you can clone the sales order. Here’s how:

• Go to Sales on the left sidebar.
• Click Sales Orders from the Modules bar.
• Open the sales order you want to clone.
• Click More and select Clone.
• Update the required details and click Save.

Convert a Sales Order to a Package

Once a sales order is confirmed, you can create packages to prepare the items for shipment. Here’s how:

• Go to Sales on the left sidebar.
• Click Sales Orders from the Modules bar.
• Open the sales order you want to package.
• Click + Create and select Package.
• Select the items and quantities to be packaged.
  • You can create multiple packages for a single sales order if required.
• Enter the package details such as Package Date and Package Description.
• Click Save.

Convert a Sales Order to a Shipment

Once a sales order is confirmed, you can create shipments to fulfill the items. Here’s how:

• Go to Sales on the left sidebar.
• Click Sales Orders from the Modules bar.
• Open the sales order you want to fulfill.
• Click + Create and select Shipment.
• Select the items and quantities to be shipped.
  • You can create partial shipments if required.
• Enter the shipment details such as Shipment Date, Carrier, and Tracking Number.
• Click Save.

Convert a Sales Order to an Invoice

After shipping the items or confirming the sale, you can create an invoice from the sales order. Here’s how:

• Go to Sales on the left sidebar.
• Click Sales Orders from the Modules bar.
• Open the sales order you want to invoice.
• Click Convert to Invoice.
• Review the invoice details.
• Make any required changes and click Save and Send.

Import Sales Orders

Import multiple sales orders at once using a CSV or XLS file. This is useful when migrating data from another system or recording sales orders in bulk. Learn how to import sales orders. To import sales orders:

• Go to Sales on the left sidebar.
• Click Sales Orders from the Modules bar.
• Click the More icon in the top right corner of the page.
• Select Import Sales Orders.
• Click the Choose File button under Drag and drop file to import. You can download a sample CSV or XLS file for your reference by clicking sample file.
• Choose the Character Encoding and File Delimiter for your file.
• If you want your sales order number in the imported file to be auto-generated, mark the box Auto-generate Sales Order Number.
• Click Next.
• Ensure that all the fields are mapped correctly in the Map Fields page.
• Mark the box Save these selections for use during future imports if you want to use the similar import format for the next time.
• Click Next.
• Click Import.

Edit Sales Orders

To edit an individual sales order:

• Go to Sales on the left sidebar.
• Click Sales Orders from the Modules bar.
• Open the sales order you want to edit.
• Click Edit under Sales Order#.
• Make the necessary changes and click Save.

You can also update multiple sales orders at once:

• Go to Sales on the left sidebar.
• Click Sales Orders from the Modules bar.
• You can either multi-select all the sales orders at once by checking the box next to Date column or select one by one you want to update.
• Click Bulk Update at the top.
• Select the field to update and enter the new value.
• Click Update.