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Sales Order

Sales Order Settings

Sales Order settings allow you to configure how sales order numbers are generated and set default content that appears on all your sales orders. These settings help maintain consistency and save time when creating new sales orders.

Accessing Sales Order Settings

  1. Navigate to Settings from the main menu
  2. Click on Sales from the settings categories
  3. Select Sales Order from the sales settings options

Sales Order Settings Overview

These settings control:

  • How sales order numbers are created
  • Default customer notes that appear on orders
  • Default terms and conditions text
  • Number format and prefix customization

Sales Order Number Generation

Generation Methods

You can choose from three different ways to generate sales order numbers:

Prefix with Sequence Number

  • Creates numbers like: ORD001, ORD002, ORD003
  • Uses your chosen prefix followed by sequential numbers
  • Automatically increments for each new sales order
  • Best for simple numbering systems

Prefix with Year and Sequence

  • Creates numbers like: ORD2025001, ORD2025002
  • Includes the current year in the order number
  • Resets sequence each year
  • Useful for annual record keeping

Manual Entry

  • Allows you to type any number you want
  • No automatic generation
  • Complete control over numbering
  • Requires manual entry for each order

Customizing Number Format

When using prefix-based generation, you can customize:

Prefix Text

  • Add letters or numbers before the sequence
  • Examples: “SO”, “ORDER”, “SALE”, “2025-SO”
  • Keep it short and meaningful
  • Appears at the beginning of every number

Number Format

  • Controls how sequence numbers appear
  • Examples: “001” (3 digits), “0001” (4 digits), “1” (no padding)
  • Determines minimum number of digits
  • Adds leading zeros if needed

Default Content Settings

Customer Notes

  • Text that appears in the customer notes section of every new sales order
  • Maximum 1,024 characters allowed
  • Can include standard messages, instructions, or reminders
  • Saves time by not having to type common notes repeatedly

Examples of useful customer notes:

  • “Thank you for your order!”
  • “Order processing time: 2-3 business days”
  • “Please confirm delivery address”
  • “Contact us for order updates”

Terms and Conditions

  • Standard legal or business terms that appear on every sales order
  • Maximum 2,048 characters allowed
  • Include payment terms, delivery conditions, or legal disclaimers
  • Ensures consistency across all sales orders

Examples of terms and conditions:

  • Payment due upon delivery
  • Delivery within 5-7 business days
  • Order cancellation policy
  • Returns and exchange terms

Configuring Sales Order Settings

Step 1: Choose Generation Method

  1. Access the Sales Order settings page
  2. Select your preferred number generation method
  3. Consider your business needs and record-keeping preferences

Step 2: Set Up Number Format (if applicable)

  1. Enter your desired prefix text
  2. Choose your number format pattern
  3. Preview how numbers will look
  4. Test with a sample to ensure it meets your needs

Step 3: Configure Default Content

  1. Add standard customer notes if desired
  2. Enter your terms and conditions
  3. Keep content professional and relevant
  4. Review for accuracy and completeness

Step 4: Save and Test

  1. Save your settings
  2. Create a test sales order to verify
  3. Check that numbers generate correctly
  4. Confirm default content appears as expected

Best Practices

Number Generation

  • Choose a consistent prefix that identifies sales orders
  • Use enough digits in sequence to accommodate growth
  • Consider including year if you create many orders
  • Keep numbering simple and professional

Content Consistency

  • Use clear, professional language in default content
  • Keep customer notes brief and relevant
  • Include essential terms and conditions
  • Review and update content periodically

Business Operations

  • Set up numbering before creating your first sales order
  • Train team members on the numbering system
  • Maintain consistency across all documents
  • Consider how numbering fits with other business processes

Common Setup Examples

Small Business Setup

  • Generation Type: Prefix with Sequence
  • Prefix: “SO”
  • Number Format: “001”
  • Result: SO001, SO002, SO003

Year-Based Tracking

  • Generation Type: Prefix with Year and Sequence
  • Prefix: “ORDER”
  • Number Format: “001”
  • Result: ORDER2025001, ORDER2025002

Department-Specific Setup

  • Generation Type: Prefix with Sequence
  • Prefix: “SALES-ORD”
  • Number Format: “0001”
  • Result: SALES-ORD0001, SALES-ORD0002

Troubleshooting

Common Issues

Numbers Not Generating Correctly

  • Check that generation type is set properly
  • Verify prefix and format are entered correctly
  • Ensure settings were saved successfully
  • Test with a new sales order

Default Content Not Appearing

  • Confirm content was entered and saved
  • Check character limits are not exceeded
  • Verify you’re creating new orders (not editing existing ones)
  • Refresh the page and try again

Duplicate Number Issues

  • Check if manual numbering is being used inconsistently
  • Verify automatic generation is working properly
  • Look for gaps in sequence that might cause confusion
  • Consider resetting numbering if necessary

Format Changes Not Taking Effect

  • Ensure changes were saved properly
  • Check that new format applies to new orders only
  • Existing orders retain their original numbers
  • Test with a fresh order creation

Setup Recommendations

Initial Configuration

  • Start with simple prefix and format
  • Test numbering with sample orders
  • Adjust format based on business volume
  • Train users on the new system

Ongoing Maintenance

  • Review settings periodically
  • Update default content as business changes
  • Monitor numbering for any issues
  • Keep backup of settings configuration

Sales Order Workflow Integration

Understanding how settings affect the sales process:

Order Creation

  • Numbers are automatically assigned based on your settings
  • Default notes and terms appear on new orders
  • Consistent formatting improves professional appearance
  • Reduces data entry time for staff

Customer Communication

  • Professional numbering builds customer confidence
  • Clear terms and conditions prevent misunderstandings
  • Consistent messaging reinforces brand identity
  • Standard notes provide helpful information

Order Processing

  • Sequential numbering supports order tracking
  • Standardized format aids in organization
  • Consistent terms ensure policy compliance
  • Default content reduces errors and omissions

Integration with Other Sales Features

These settings integrate with:

  • Sales Order Creation: Numbers and content applied automatically
  • Document Generation: Settings appear on printed/PDF orders
  • Customer Portal: Professional presentation enhances credibility
  • Order Tracking: Consistent numbering supports tracking systems
  • Invoice Generation: Orders can be converted to invoices seamlessly
  • Reporting: Consistent format supports analysis and sorting

Proper sales order settings ensure professional document presentation, consistent numbering, and efficient order creation processes that support your sales operations and customer relationships.

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