The sales order is the integral part in Xentral around which all processes revolve. Customer orders cannot be handled without a sales order.
Sales orders...
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can be created from an offer that has been created in the system.
You can find more info on offers here.
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can be created manually, for example when you get orders by phone or email.
You can find more info on how to create a sales order here.
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can be imported automatically or manually from online-shops like Amazon, Shopify, Shopware, etc.
You can find more info on how to import your sales orders from online shops here.
Many settings within the sales orders are pre-determined by settings that you have already defined in Xentral or your online shop:
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Basic settings
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Project settings
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Settings from the customer master data
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Online-shop settings
The sales process within Xentral consists of several stages of which the sales order is the most integral.
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Request (optional)
It's common in B2B context for business customer to send a request for an offer detailing the desired products, amounts, prices, special terms, etc.
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Offer (optional)
You can create an offer in Xentral based on the request from your customer. The offer contains a quote on the requested products and/or services.
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Sales order
When a customer orders products from you, you create a sales order containing products, amounts, prices, and other details like shipping and payment terms. The sales order is the basis for all processes that follow.
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Sales order confirmation
Once you authorize the sales order, the system can send a sales order confirmation via the bulk processing option in the sales order overview.
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Purchase order (missing products)
You can create a purchase order from your sales order for any product that is not in stock. Alternatively you can create an order proposal containing the missing products from all sales orders.
Note
With the Dropshipping supplier app you can also create a purchase order for any of your dropshipping suppliers.
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Delivery note
You can create a delivery note with the ordered products which you can send by email or add to your shipment in the shipping center. The delivery not does not usually contain the prices.
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Invoice
Once the products ordered have been made ready for shipment, you create the invoice to the sales order.
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Returns
You can start the return process directly from your sales order. You can find more info on returns here. This links the returns document directly to the sales order and the data for the returns are taken from the sales order.
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Credit note
Once you have processed the return you can create a credit note for the customer.
The sales order itself goes through several stages:
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When you first create the sales order it will have the status CREATED. At this stage it is basically a sales order draft and no sales order number is assigned. In this stage you can still delete the sales order. The sales order will remain in this status until it is released/authorized.
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Once you have authorized the sales order, the status will change to APPROVED. Now the system will assign a sales order number based on the central number range and you can only cancel the sales order. It is no longer possible to just delete the sales order.
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Once the sales order has been processed and a delivery note and/or invoice has been created the status will change to CLOSED. Once the invoice has been printed and sent you should refrain from making any more changes to the sales order.
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If you decided to cancel a sales order which has been authorized, it will have the status CANCELED. However, any document created for the sales order before it was cancelled like a delivery note or invoice will not be cancelled.
Sales > Sales order
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Tabs |
Package |
Description |
|---|---|---|
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Overview |
All |
The Overview tab contains all sales orders. The Orders subtab contains all sales orders, the In Progress tabs contains all sales orders in draft status. |
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Delivery handover |
All |
The Delivery handover tab contains all sales orders that are ready for shipment. Sales orders will be displayed in this tab when all order traffic lights are green. |
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Open positions |
All |
The Open positions tab contains all products that have not yet been shipped. |
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Order status |
All |
Special case. The Order status tab offers you an alternative option to manually handle certain sales orders. |
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Calculate daily auto-shipping |
Growth & Professional |
The Calculate daily auto-shipping tab contains sales orders with a delivery date in the future that are not to be directly shipped. You can advance the shipment. |
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Open services |
Growth & Professional |
The Open services tab contains all sales orders which include services that are still open. |