Sales > Sales order
There are many ways to further process your sales orders after you created them. You can find the options to process your sales order in the Action menu on the top right side of your sales order or in the Action menu in the quick preview. You can open the quick preview by clicking on the left side of the sales order in the sales order overview.
You can cancel sales orders in two ways:
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Click on the
icon in the sales order overview.
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Open the sales order you want to cancel. Select Cancel order from the Action menu.
If certain conditions are met, you will be asked whether you want to send a cancellation email to the customer.
The option to send a cancellation email is only available if:
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there is a business letter template of the type Stornierung (Cancellation) under Administration > System > Business letter templates.
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the check box Cancellation mail is selected in the project under Master data > Project > *open project* > Settings > Basic settings in the Accounting section.
Note
Sales orders in draft mode will be deleted after cancellation. Sales orders that have already been released can't be deleted. Instead they are marked as cancelled. You can also undo the cancellation via the Action menu.
Important
Canceling a sales order does not affect other documents you created from the sales order like delivery notes and invoices.You can copy sales orders in two ways:
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Click the Copy icon in the sales order overview.
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Open the sales order you want to copy. Select Copy order from the Action menu.
A copy of your sales order will be created in draft mode. The copy will only be saved if you release it.
You can submit your sales order by selecting Submit order in the Action menu. When you submit a sales order, an order confirmation will be sent to the customer. There are multiple ways to submit the sales order. These are:
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by printer: You can select a printer to print the order confirmation.
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per fax: You can select a fax and enter the fax number of the customer.
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by email: The customer's email will be pre-selected but you can choose other addresses as well. You can select a check box so the email will be sent including Xentral CSV. This means that the sales order will be sent as both PDF and CSV. If you have files attached to the sales order, you have the possibility to send them to the customer alongside the order confirmation.
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Phone call: The order is confirmed orally by phone call.
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Miscellaneous: This option is for other forms of confirmation and will mark the order as shipped.
You can also select multiple of these options at the same time.
Note
If there is no email address shown next to the customer's name, this means that there is no email address set in the master data of the contact. You can choose to send the order confirmation to the contact person of that contact instead.You can create a purchase order from your sales order by selecting continue as an order in the Action menu. This allows you to directly purchase the same quantity of items from the supplier you just sold to the customer.
To create the purchase order:
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Select the items you want to order by selecting the desired check boxes in the Auswahl (Selection) column. All the items in your sales order are listed here. On the right side you can see how often you currently ordered the item in the In Bestellung column and how many of this item you have in stock in the Im Lager column.
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Select your supplier. Your standard supplier is selected by default. You can also manually enter a new supplier and price. You have to enter an order number for this new supplier.
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Optional: You can Apply free fields from the item in the purchase order by selecting the check box.
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Optional: You can Transfer item description to receipts by selecting the check box.
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Optional: You can attach the Purchase order PDF as an attachment to the order by selecting the check box.
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Click Generate order(s).
A purchase order will be created for every supplier. The purchase orders are linked to the sales orders. There is an info box with a link in both the sales and purchase order.
You can create a delivery note from the sales order by selecting continue as a delivery note in the Action menu. If you create a delivery note in this way, you have to take the items out of stock manually. You can also create a delivery note only for certain items of the sales order. This can be helpful if there are service items in your sales order that should not appear on the delivery note.
To create a delivery note only for certain items:
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Go to Sales > Sales order and open your sales order.
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Open the Positions tab.
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Select the items you want in your delivery note in the Pos. column.
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Select continue as delivery note in the drop-down menu on the bottom left.
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Click Ok.
The newly created delivery note opens. You can find the delivery note under Fulfillment > Delivery note.
For more information on delivery notes check out this article.
You can create an invoice from the sales order by selecting continue as an invoice. You can find the invoice under Accounting > Invoices.
For more information on invoices check out this article.
A pro forma invoice is not an invoice in an accounting sense. It is similar to an order confirmation and states the value of the delivery. It is often needed for tax reasons, for example when a delivery goes through customs.
To create a pro forma invoice from a sales order in Xentral :
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Go to Sales > Sales order and open a sales order.
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Select continue as a pro forma invoice in the Action menu.
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Optional: Select the check box only transfer stock items. This means that stock items will appear on the pro forma invoice, while other items like services and postage will not.
Note
You can also set this option globally under Administration > System > Basic settings > System in the Miscellaneous section. Select the check box Auto. Pro forma invoice for export "stock items only " to only show stock items in pro forma invoices by default.
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Click OK.
You created a pro forma invoice. This document has a unique invoice number separate from the sales order. You can find the new document under Accounting > Pro forma invoice.
For more information on pro forma invoices check out this article.
Note
In the General section of the sales order is a Proformarechnung (pro forma invoice) check box. Selecting this will change the subject line of the document to Proformarechnung. This is the only change. You can also change the subject line to other words under Administration > System > Basic settings > System in the field Labeling different from order on the right side of the Receipts section. Please follow the procedure above to create a proper pro forma invoice.The sales order will be marked as closed as soon as you create a delivery note, an invoice or both. You can also close a sales order manually by selecting Mark as completed in the Action menu.
Xentral allows you to divide a sales order into multiple deliveries. This allows you to send items that are not in stock at the time at a later date. To do this, you need to proceed as follows:
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Go to Sales > Sales order and open a sales order.
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Select Create partial delivery in the Action menu.
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Enter the quantity of the items you want to ship in the ship column on the right side. In this view you can also see how often the items were ordered and the quantity of the items in your warehouse.
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Optional: Select the manuelle Zahlungsfreigabe erteilen (grant manual payment approval) check box. This will turn the payment order traffic light green.
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Optional: Select the Switch off postage verification check box. This will turn off the postage verification in the order traffic light.
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Click Create partial delivery.
You have created two sales orders. These sales orders are linked. You can see all partial orders in the original sales order. You can continue this process and split up your sales order in as many partial deliveries as you need.
You can start the auto shipping process manually by selecting Auto shipping: create invoices and delivery notes (with warehouse) in the Action menu. This will deduct the items from the warehouse and create both invoice and delivery note. This will only happen, if all the icons are green in the order status indicator.
You can also start the auto shipping process in other ways:
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Semi-automated: Go to Sales > Sales order > Delivery handover tab. Here you can see all current sales orders you can fulfill. You can start auto shipping for multiple sales orders through bulk batch processing. For this the process starter autoversand_manuell needs to be active.
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Fully automated: Go to Administration > System > Processstarter and set the process starter autoversand_plus.
You can find out more about the auto shipping process and how to set the process starters here.
You can process sales orders as returns by selecting continue as a return in the Action menu. You can find out more about returns here.
You can reserve items from your sales orders in your warehouse by selecting reserve all products in the Action menu. You can find out more about reservations here.
You can integrate your sales order into a project. This project can already exist or you can create a new project in the process. Integrating your sales order into a project allows you to work on your sales order in more detail.
To integrate sales orders into project:
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Go to Sales > Sales order and open a sales order.
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Select continue as a project in the Action menu.
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Select whether you wanna integrate the sales order into an existing project or create a new one.
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Click Next.
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Select a role for each of your items in the sales order. You can turn your items into a Teilprojekt (sub-project), Aufgabe (Task), Wiedervorlage (Follow-up) or you can choose Ignorieren (ignore) and leave the item out of the project. You can only choose one option per item.
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Click Execute.
Your items are integrated into the project now. You can find more about projects in this article.