Sales Order Operations

In this help document, you’ll learn all the actions you can perform on the sales orders in your organization.

The actions you can perform on sales orders are classified into:

Management Actions

Management actions help you manage the lifecycle of a sales order after it is created, ensuring accurate fulfillment, billing, and record maintenance.

Convert a Sales Order to a Shipment

Scenario: Jason, a Sales Manager at Zylker, creates a sales order for a customer. Once the items are ready to be dispatched, he needs to record the shipment to update inventory and track delivery. Instead of creating a shipment manually, Jason converts the existing sales order into a shipment in Zoho ERP.

When items are ready to be shipped, you can convert a sales order into a shipment. Here’s how:

Go to Sales on the left sidebar.
Click Sales Orders from the Modules bar.
Click the sales order you want to convert.
Click Create at the top pane and select Shipment. You’ll be redirected to the New Shipment page.
Enter the shipment details.
Click Save.

A shipment will be created, and the sales order status will be updated accordingly.

Convert a Sales Order to an Invoice

Scenario: After shipping the items, Jason needs to bill the customer. Instead of creating a new invoice, he converts the existing sales order into an invoice in Zoho ERP.

Once the items are shipped or ready to be billed, you can convert a sales order into an invoice. Here’s how:

Go to Sales on the left sidebar.
Click Sales Orders from the Modules bar.
Click the sales order you want to invoice.
Click Create at the top and select Invoice. You’ll be redirected to the New Invoice page.
Review the invoice details.
Click Save.

An invoice will be created, and the sales order status will be updated accordingly.

Cancel a Sales Order

If a customer cancels the order or the sale cannot be fulfilled, you can cancel the sales order. Here’s how:

Go to Sales on the left sidebar.
Click Sales Orders from the Modules bar.
Click the sales order you want to cancel.
Click the More icon at the top and select Mark as Canceled.
Click Confirm in the pop-up.

Cancel Items in a Sales Order

Scenario: A customer places a sales order with multiple items, but later requests to cancel one of them. Jason updates the sales order by canceling the requested item while continuing with the rest of the order.

To cancel items in a sales order:

Go to Sales on the left sidebar.
Click Sales Orders from the Modules bar.
Click the sales order that contains the items you want to cancel.
Click the More icon at the top and select Cancel Items.
Enter the Quantity to Cancel for the required items.
Click Proceed.

Note:

In a partially invoiced sales order, only items that are not invoiced can be canceled.
Service items cannot be canceled once invoiced.

Reopen a Canceled Sales Order

You can reopen a canceled sales order or canceled items in a sales order. Here’s how:

Go to Sales on the left sidebar.
Click Sales Orders from the Modules bar.
Click the canceled sales order.
Click the More icon at the top and select Reopen Canceled Items.
Click Proceed.

Delete Sales Orders

To delete an individual sales order:

Go to Sales on the left sidebar.
Click Sales Orders from the Modules bar.
Click the sales order you want to delete.
Click the More icon in the top right corner and select Delete.
Confirm your action by clicking Delete again.

You can also delete multiple sales orders:

Go to Sales on the left sidebar.
Click Sales Orders from the Modules bar.
Select the sales orders you want to delete.
Click the More icon at the top and select Delete.
Confirm your action.

List View Actions

List view actions help you organize and customize how sales orders are displayed.

Filter Sales Orders

You can filter sales orders by status or custom views:

Go to Sales on the left sidebar.
Click Sales Orders from the Modules bar.
Click All Sales Orders at the top and select a filter.

Sort Sales Orders

Go to Sales on the left sidebar.
Click Sales Orders from the Modules bar.
You can sort sales orders using columns:
- Click the column header you want to sort by.

Or use:

* Click the **More** icon.
* Hover over **Sort By** and select the required option.

Rearrange Columns

You can rearrange, show, or hide columns in the Sales Orders list.

Go to Sales on the left sidebar.
Click Sales Orders from the Modules bar.
Click Customize Columns next to the column headers.
Rearrange columns using drag and drop.
Show or hide fields as required.
Click Save.

Note: Columns with the Lock icon cannot be hidden.

Refresh List

To refresh the list and view the latest updates:

Go to Sales on the left sidebar.
Click Sales Orders from the Modules bar.
Click the More icon in the top right corner.
Select Refresh List.

Share actions let you download, export, or send sales orders.

Export Current View

Go to Sales on the left sidebar.
Click Sales Orders from the Modules bar.
Click the More icon.
Hover over Export and select Export Current View.
Choose the file format and set a password if required.
Click Export.

Download a Sales Order as a PDF

Go to Sales on the left sidebar.
Click Sales Orders from the Modules bar.
Open the sales order.
Click PDF/Print and select PDF.
Click Save.

Send a Sales Order to a Customer

Go to Sales on the left sidebar.
Click Sales Orders from the Modules bar.
Open the sales order.
Click Send Email.
Verify the email details and click Send.

Export Sales Orders

You can export all sales orders or only the visible columns from the list view for reporting or record-keeping. Here’s how you can export sales orders:

Go to Sales on the left sidebar.
Click Sales Orders from the Modules bar.
Click the More icon in the top right side of the page.
Select Export Sales Orders.
Select the format of the export under Export As, and fill in the other necessary fields. Click Export.

Print a Sales Order

Go to Sales on the left sidebar.
Click Sales Orders from the Modules bar.
Open the sales order.
Click PDF/Print and select Print.
Click Print again.

Other Actions

Additional actions help with collaboration and documentation.

Attach Files to a Sales Order

Go to Sales on the left sidebar.
Click Sales Orders from the Modules bar.
Open the sales order.
Click Upload Files.
Choose files from your device or cloud storage.

Add Comments and View History

Go to Sales on the left sidebar.
Click Sales Orders from the Modules bar.
Open the sales order.
Click Comments & History.
Enter your comment and click Add Comment.

All comments and activity related to the sales order will be available in the All Comments & History section.