Setup Example – Sales Orders
- Sales Orders can be used to:
- Confirm customer orders.
- Send customers pro-forma invoices.
- Manage materials before the order goes into production.
- Start the production process.
- Manage inventory and work processes (e.g. creating Purchase Orders and Work Orders).
- Sales Orders are not posted to the ledger.
💡This page provides an example of a Transaction Type setup for Sales Orders.
Header
- Description: Sales Orders
- Code: SLS ORD
- Entities: All
Settings (tab)
- This section lists the compulsory and optional settings that can be used to customise sales orders.
- Settings with Default as part of the name can be changed when capturing a transaction.
| Setting | Description | Value | When Required |
|---|---|---|---|
| Accounting > Currencies | Select which currencies apply to the Transaction Type. The options are:
| Select an option from the dropdown list. | If you use multiple currencies. If you change this setting on one Transaction Type, you must change the setting on all the Transaction Types in the same transaction flow (e.g. Quotation > Sales Order > Customer Invoice). |
| Accounting > Default – VAT Category (Input/Output) | Select a VAT Category from these options:
| Output + (e.g. Customer Invoices) | Always if you are registered for VAT. |
| Accounting > Default – VAT Type | Select a default VAT Type for the Transaction Type from a dropdown list of all the created VAT types. | Standard | Always if you are registered for VAT. |
| Accounting > Sum Active Transactions to Work in Progress in Customer Age Analysis | Checkbox. If checked, the Customer Age Analysis shows customer transactions with Active statuses as work in progress. | Check the box. | If you want to show the work in progress on the Customer Age Analysis. Useful to check that customers do not exceed their credit limits. |
| Calendar > Enable Date End (Enter Caption) | Enter a caption for the transaction’s end date on the calendar. | Enter a caption. | If you want to view or manage sales orders on a calendar. |
| Calendar > Enable Date Start (Enter Caption) | Enter a caption for the transaction’s start date on the calendar. | Enter a caption. | If you want to view or manage sales orders on a calendar. |
| Calendar > Resource Calendar (Transaction Items) | Select the Calendar Type for the transaction from the dropdown list. |
| If you want to view or manage sales orders on a calendar. |
| Calendar > Set Quantity from Calendar (Duration between Start and End Dates) | Checkbox. If checked, the durations on transactions are automatically changed to the working hours between the end and start calendar dates. The quantity is rounded to the calendar’s smallest scale. Days are calculated on a check-in/check-out model: 12/10/25 – 13/10/25 = 1 day. Transaction update method:
| Check the box. | If you want to view or manage sales orders on a calendar. |
| Defaults > Default – Data Filter | The default filter when you view a list of transactions for the Transaction Type (e.g. This Month, Pending). | Select an option from the dropdown list. | The default value is Pending & Active. Add this setting if you want a different default filter. |
| General > Add Items from the following Categories | Limits the items that can be added to those in the selected categories. Click Edit in the Value column and select the categories. | Click Edit. Move the categories to include from the Available to the Selected section. Move the categories to exclude from the Selected to the Available section. | If sales orders are manually created (not copied from other transactions) and you want to limit the items that can be entered on a sales order. |
| General > Add to Followers | Select Follower options from the dropdown list. Multiple options can be selected:
| Rep | If you email sales orders to multiple staff members or to staff and customers. |
| General > Enable Address | Select which addresses are enabled on the transaction from the dropdown list. You can select one or both:
| Delivery | If you want to show the delivery address on the sales order. |
| General > Enable Artwork | Checkbox. If checked, artwork is enabled and can be uploaded to an item on a transaction as an attachment. | Check the box. | If you want to add artwork to a sales order. |
| General > Enable Assets | Checkbox. If checked, you can select an asset from a dropdown list. | Check the box. | If you want to link assets to sales orders. |
| General > Enable Company | Select what type of company should be in the header:
| Customers (Active) | Select Customers (Active) to prevent sales orders from being generated for suspended customers. Otherwise, select Customers (All). |
| General > Enable Due Date (Enter Caption) | Enter a caption if the Due Date field should be added to the transaction (e.g. Due Date). | Event Date | If you want to manage due dates on the sales order. If you are copying quotations, these dates must match the date fields on quotations. |
| General > Enable Entities | Select an option from this list:
| Branch | If you want to allocate transactions to branches. |
| General > Enable Item Status | Checkbox. If checked, transaction items can have statuses. If unchecked, only the overall transaction has a status (referred to as the transaction header status). | Check the box. | If you want to track the status of each item on the sales order. |
| General > Enable Required Date (Enter Caption) | Enter a caption if the Required Date field should be added to the transaction (e.g. Req. Date). | Req Date | If you want to manage required dates on sales orders. If you are copying quotations, these dates must match the date fields on quotations. |
| General > Enable Staff | Select how transactions are assigned:
| All | If you want to assign the sales order to one or more staff members. |
| General > Enable Timekeeping | Enables the Timekeeping module. | Check the box. | If you want to track time for the sales order (time is normally tracked on the work orders). |
| General > Reference Lookup | Enter Reference lookup lists. | Click the Value column. Enter a reference, one entry per line. Check Auto Height to show the full list. | If you create sales orders manually instead of copying them from other transactions. |
| General > Transaction Number | Specifies how transaction numbers are allocated when the Transaction Type is first created. The options are:
A warning appears on the orange warning bar if a duplicate transaction number is entered.
This setting cannot be changed if there are transactions. | Select Generate (Entity) from the dropdown list. | If you use multiple entities that produce their own documents. |
| Inventory > Enable Resolves | Specify what must happen to inventory items. The options are:
| Purchase, Produce, Reserve | If inventory management is used or items must be produced. |
| Transaction Items > Enable Adding Items | Specify which type of items can be added to a transaction. The options are:
All the buttons to add items still appear. A disabled feature shows an error message when clicked. | Select an option from the dropdown list. | If sales orders are manually created and you want to limit the type of items that can be added. |
Statuses (tab)
- You may create an unlimited number of statuses.
- However, there are only four Status Groups:
- Pending
- Active
- Complete
- Cancelled
- The first status should allow editing.
- The final status should ideally not allow editing.
- If the setting Accounting > Enable Accounting is checked, at least one status should have the Accounting column checked.
- If inventory is used, at least one status should have the Inventory column checked.
- If editing is allowed when the inventory or accounting columns are checked, any accounting or inventory reports should be considered provisional.
Categories (tab)
- Use categories to sort records.
- The categories you choose should be meaningful to your business.
- Using categories is optional but recommended.
- Categories can be copied from another Transaction Type. The existing categories are replaced by the copied categories.
Copy Rules (tab)
- Copy Rules determine when transactions may be copied.
- Although two transactions are involved in the copy, you only need to create one Copy Rule.
- User access must be set for each Copy Rule.
- You can automate copying transactions by selecting a Trigger status.
Output Templates (tab)
- Output Templates are the forms you need to print, preview or email a transaction (e.g. invoices).
- Default templates are included. They automatically show your company name, logo and bank details, as filled in on the Output tab of a registered entity.
- You may edit these templates to include or exclude information.
- You may also create your own forms and templates from scratch.
