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Sales Orders in QuickBooks and How to Create One?

A sales order is used to register a sale that you wish to complete in the near future. It assists […]


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A sales order is used to register a sale that you wish to complete in the near future. It assists you to monitor the items you have guaranteed to your customers. QuickBooks does not offer any option to reconnect a sales orders to any other present invoice.

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Not to mention, Preparing a sales order is an essential part of the Accounts Receivable workflow in the QuickBooks Desktop accounting software.

A sales order is a document used to track a sale that you intend to complete later. It helps in keeping track of the things you have promised customers. In QuickBooks Desktop, creating a sales order is a regular part of the A/R workflow. Refer to Accounts Receivable processes for the full list of workflows and other customer-related transactions. A sales order is created by generating a document or record that contains the details of the purchases made by the purchasers and includes the details of the sales made. This sales order, which is generally prepared by the seller, relates to the sales of the product and the buyer’s purchases. It contains information about the product, the quantity of the purchase, the buyer’s shipping address, the product’s price, billing information, the preferred payment method, and any applicable terms and conditions, such as a return policy. It also means that no more effort will be put into making that particular product.

In this blog, you will get all the information related to the sales order in QuickBooks. So what are you waiting for, go through this article and get the important details regarding sales orders in QuickBooks.

Table of Contents

Why are Sales Order Needed for Some Tasks?

There are some situations when a sales order must be used:

  • If there is a customer who orders often, it is quite evident that you will not wish to prepare an invoice for almost every item. You can also use a sales order to monitor these several orders and after that send an invoice at month end.
  • If you lack one or more than one item which a customer required, you can prepare a sales order that compromises everything, however, you should take note of the in-stock items on an invoice only. The sales order will monitor the portion of the order that was not met. Both forms will comprise the back-ordered quantity.

Note: Sales order is present only in QuickBooks Enterprise and QuickBooks Desktop Premier.

What are the Importance and Benefits of Creating a Sales Order?

To maintain inventories and a company’s accounting, sales orders are important. In creating the sales order, the company or the supplier agrees to offer a product or service in accordance with the information details in the sales order. Before the company Generates the Invoice at the end, the purchasing department and the billing department consult the sales order to check and verify the details.

  • Sales orders help in reducing work time because they can be used by other departments to confirm the purchase’s price, quantity, and other details, saving the seller time and effort.
  • By keeping a record of the customer’s information on the system and providing the seller with easy access to the buyer’s information when necessary to issue a sales order, sale order documents improve customer service.
  • When a consumer has a question about a product they have purchased, the system makes the product information available, and sales orders make it easier for the seller to respond to them quickly and effectively.

What are the Stages of a Sales Order in QuickBooks?

A sales order that is made will go through four steps. Knowing what stage your order is in will help you decide what steps to take because it affects your stock levels. For the sales order to progress to the following stage, several requirements to meet. They line up with changes to your inventory’s various components such as stock levels.

Draft

This status is not required. You can choose to start with this stage or move on to the active stage. Orders are not yet invoiced, and your stock is not yet committed. Your stock levels won’t decrease at all. Before approving the order, you can send your customer a sales quote.

Tip: You may quickly update, delete, and remove an order’s record from QuickBooks Commerce if it is in the draft status.

Active

The stock is committed to the order during the active stage but is not deducted from the total stock level. You can only edit your order at the moment. After making any necessary adjustments, choose to Finalize to proceed to the next stage.

Finalized

Currently, You can begin completing your order. Although committed, Stock won’t be deducted from your total stock.

Now, You may make shipments, payments, and invoices.

  • Invoicing: Creating an invoice is the first step in processing payments.
  • Payments: Create payments using payments. Once the payment has been made, QuickBooks Commerce and QuickBooks Online will sync.
  • Shipment: Create packaging labels and packing slips for shipments. You have the option of creating a full or partial shipment. You can initiate a return once your goods have been delivered.
  • You can only create a partial refund if you create a partial shipment.

Your sales orders can only be slightly edited once they are finalized.

  • Change the order’s stock quantity. The quantity can only be increased, Not decreased.
  • Items and landing costs are added.
  • Change the dates for the issuance and shipment.
  • Once a shipment has been created, View the pick list.

Fulfilled

Order status is changed to fulfill once it has been shipped. Stock levels will accordingly decrease.

Create Sales Order in QuickBooks (QuickBooks Enterprise Suite)

How to Turn on Sales Order?

Here are the steps to turn on the Sales Order:

Step 1: As an Admin, Sign in to your QuickBooks Company File.

Step 2: From the Edit menu in QuickBooks, choose Preferences.

Step 3: On the left side of the pane, Select Sales and Customers. Now navigate to the Company Preferences tab.

Step 4: Choose the checkbox for Enable Sales order. Now press OK.

How to Create a Sales Order from Scratch?

Follow the steps provided below in case your business does not need to send estimates prior to creating sales orders:

Step 1: From the Customer menu or Home screen in QuickBooks, Navigate to the option Create Sales Order or Sales Orders.

Step 2: From the drop-down for Customer: Job, choose a customer job or customer. In case the customer or the job is not registered yet, Press Add New.

Step 3: Add the required detail on the top of the particular form like the S.O No. and Date.

Step 4: In the detail section, choose the items depending on the description and unit cost added when the particular item was set up. It is possible for you to edit or delete it when preparing Sales orders.

Step 5: If you wish to apply for any discount, it is necessary to prepare a discount item. Here are the steps to create a discount item:

  • From the Lists menu in QuickBooks, select the particular Item List.
  • Press right-click and then press New.
  • In the New Item screen, Choose the Type drop-down and select Discount.
  • Add a Number or Item Name. Now add a Description.
  • In the % or Amount field, add the percentage or discount amount. In case your discount amount differs, you can leave the % or Amount field blank and instead add the amount right on the Sales forms.
  • From the drop-down for Account, Select the income account you wish to utilize to monitor discounts you provide to customers.
  • Choose an appropriate Tax Code for the particular item. Now click OK.
  • Press Save and Close.

How to Prepare a Sales Order from an Estimate?

Here are the steps in case you have offered an estimate to your clients and then you require to prepare a sales order for it:

Step 1: Search for and open the right estimate.

Step 2: Choose Create Sales Order on the top of the estimate form.

Step 3: When the particular Sales order is displayed, Change the details as required.

Step 4: Press Save and Close.

Use the Sales Order Fulfillment Worksheet (QuickBooks Enterprise Suite)

The Sales Order Fulfillment Worksheet gives you a single location to gain insight and access to all aspects of the process because fulfilling sales orders may be a complicated procedure. The improved Sales Order Fulfillment worksheet in QuickBooks Desktop Enterprise Solutions 18.0 and 19.0 is launched, which offers a better and simpler workflow as well as the choice to connect a mobile scanner. Make sure the Proper Advanced Inventory Preference is Turned on before using this worksheet:

  • Pick Preferences from the QuickBooks Edit menu.
  • Choose Items & Inventory from the left window, then click the Company Preferences tab.
  • The Advanced Inventory Settings button should be chosen.
  • Check the box that is next to the Sales Order Fulfillment Worksheet under the Site Operations tab.

By choosing the Customers menu followed by Sales Order Fulfillment Worksheet and setting your options, you can begin managing and fulfilling your sales order.

QuickBooks Desktop Enterprise Solutions 19.0

Dashboard, Pick, and Pack is the three tabs on the Sales Order Fulfillment worksheet in QuickBooks Enterprise Solutions 19.0.

Dashboard: Your one-stop location to see and manage sales orders. It enables you to perform one of the following actions and provides you with a quick overview of all of your sales orders, including their statuses (All, Open, Picked, Packed, and Shipped).

  • Print Shipping Label
  • Send for Picking
  • Mark as Shipped
  • Send for Packing

Note: In the dashboard, you can sort each column. In Enterprise Solution 18.0 only the ship date column is currently available.

Sales Order Fulfillment Worksheet

Pick: You may manage your Picklist using this tab. For more details, Refer to the Pick tab under Sales Order Fulfillment.

Sales Order Fulfillment Worksheet Pick

Pack: To view and manage your packing list, Click this tab. For information, See the Pack tab in Sales Order Fulfillment.

Sales Order Fulfillment Worksheet Pack

Fulfilling Sales Orders

The three basic steps in fulfilling sales orders are as follows. These processes might be distinct and handled in a sequential order, where things are first picked, then sent to be packed, and finally sent once they have been packed, depending on the size of your firm, the number of your sales orders, or your operations. We understand that every company operates in a unique manner. Because of this, the sales order fulfillment process is adaptable and can be tailored to your particular business requirements. To begin completing sales orders, list the ones you must complete and then follow one of the following workflows, based on your business needs:

  • Workflow 1: Pick > Pack > Ship
  • Workflow 2: Pick > Ship
  • Workflow 3: Ship

Pick

  • Choose the sales order(s) that you want to send for selection from the Dashboard.
    • One Sales Order: Click Send for Picking in the Action column.
    • Multiple Sales Orders: Choose Send for selection from the Batch Actions drop-down after selecting the sales orders.
  • Select the desired line item(s) in the Create Picklist window. You can Update the Site and enter the To Fulfill Qty.
  • Then you have to choose Next.
  • Now you have to add a picker after entering an optional Note.
  • Select:
    • Using a mobile scanner? Connect to a device.
    • Print a Picklist to manually update the status of your SO.
  • You will be taken to a screen that confirms your decision.
Status Update for Picked Items

If you are using a mobile scanner, you can check the status in real-time on the Pick tab from the warehouse. An orange arrow message signaling a pick list change will appear in the Alerts column as soon as the warehouse updates it using the mobile scanner. Choose Update Sales Order after selecting the sales order(s) where the orange arrow is visible. The status of any relevant sales orders will be updated.

You must manually update the quantity picked and status on the Pick tab if you are using a printed pick list.

  • To update, Double-click the line item.
  • Then you have to update frequency. The Picked Qty you input will cause an automatic updating of the pick status.
  • On the confirmation window, Select Update Sales Order, and then click OK.

Pack

  • Choose the sales order(s) you want to send for packing from the Dashboard.
    • One Sales Order: Click Send for Packing in the Action column.
    • Multiple Sales Orders: Select Send for Packing from the Batch Actions drop-down menu after selecting the checkbox to the left of each desired sales order.
  • Assign a packer, if desired.
  • Select:
    • If you are using a mobile scanner, Send it to the Device.
    • You will be taken to a screen that confirms your activity after Creating a Packing Slip.
Status Update for Packed Items

If you are using a mobile scanner, you can check the status in real-time in the Pack tab from the warehouse. You will notice an orange arrow message in the Alerts column informing you of a pack list update as soon as there is a new update from the warehouse via the mobile scanner. Additionally, each updated sales order line item will have arrows. Update Sales Order after selecting the appropriate sales order(s). This will reflect the most latest status in the information on the Pack tab.

If you are using a printed packlist, you can update it by double-clicking the line item.

● Update quantity. The Packed Quantity you entered will cause an automatic updating of the pack status.
● On the confirmation page, Select Update Sales Order and then OK.

Ship

If you are using Shipping Manager then the Sales Order Fulfillment Worksheet will make it easy to create your shipping labels.

  • First, You have to go to the Dashboard, and then you have to find the sales order to ship.
  • Then you have to select Print Shipping Label by going to the Action column.
  • Now you have to select the desired shipping method:
    • UPS Package
    • FedEx Package
    • USPS Package
  • Select Next after the confirmation message will display on your screen.
  • Next after choosing the package(s) to ship. One site alone can have shipping labels printed at once. By selecting None of the Above, you can decide to print shipping labels for packages that are not shown on the screen. This will bring up a shipping label that you can manually fill up and print.
  • If you are using Shipping Manager for the first time, you will need to sign in using your carrier service account credentials (such as FedEx, UPS, etc.) and set it up if you haven’t already.
  • Complete any extra information; the system will automatically insert the From/To address and the number of parcels into the Shipping Manager form and then choose Ship.
  • When the procedure is finished, a confirmation screen containing the price and delivery information will appear.
  • The tracking number and shipment fees are updated on the original sales order form when you choose to Print to Form in the Shipping Manager dialogue.
  • A confirmation screen will appear. By clicking the View Details option on the Dashboard, the shipment details will be updated and available for viewing.
Mark Sales Order as Shipped
  • Choose the sales order(s) you want to mark as dispatched from the Dashboard:
    • Choose Mark as Shipped from the Action column for one Sales Order.
    • A number of sales orders: Select Mark as Dispatched from the Batch Actions drop-down after selecting the checkbox to the left of each desired sales order.
  • To continue, you have to click Yes on the confirmation box or to cancel, you have to click No.
  • When notified that the sales order(s) have been shipped, choose OK.

Note: You are not required to complete the entire three-step process before marking sales orders as shipped.

QuickBooks Desktop Enterprise Solutions 18.0

In Enterprise Solutions 18.0 the Sales Order Fulfillment worksheet has two tabs: Picklist and Orders.

Sales Order Fulfillment Worksheet Orders

Orders: With inventory items in them, this tab lists all the open sales orders. In this tab, you can:

  • You can View and Prioritize Sales orders.
  • In the list, You can narrow down the relevant sales orders.
    • By Customer, Job, or Order you can search the sales orders.
    • Based on Order status, Fulfill ability status, or Warehouse (site) you can filter the sales orders
  • Use the Fulfill able column to quickly assess whether a particular warehouse can complete the sales order in its entirety.
  • A warehouse may not be chosen when a sales order is created. Here, you can choose the warehouse.
  • The fulfillment ability status in the following column is adjusted by choosing a warehouse in real-time while taking into account all of the sales order’s items.
  • To view newly created sales orders, update the Fulfill ability status based on recent changes to Inventory, and receive sales order status updates, use the Refresh icon in the top right corner of the screen. The changes are not recorded and are overwritten when a refresh is tried if you have changed the warehouse of a sales order without also creating a Picklist.

Picklist: In this, it has all the pick lists. In this tab, you can:

  • You can view all open Picklist and their progress. To see more information you can double-click a particular Picklist.
  • By selecting the Refresh icon, you can get up-to-date information on the picking status from the scanner. Note that you can access the most recent scanner updates when you first open the page, but you must explicitly reload after that.
  • See the picker’s notes and edit the Picklist as necessary.
  • Print the packing slip and the Picklist
  • Update the sales order to complete the picking process.

The worksheet can be used to:

  • Print a Picklist
  • View a picklist or create a picklist
  • Update the Sales Order

You will see a different Sales Order Fulfillment Worksheet if you are using any QuickBooks Desktop Enterprise Solutions edition OR QuickBooks Desktop Premier (Accountant, Manufacturing & Wholesale, and Retail) and did not enable the proper Advanced Inventory options.

All QuickBooks Desktop Enterprise Versions

Sales Order: Sales orders containing inventory items you want to fill are listed in this section. To arrange the sales orders by customer: job, order number, open amount, etc., Select the Sort drop-down menu. For each line item of a chosen sales order, You can check the details and change the To Fulfill Quantity.

Print your Work: This section enables you to print Pick Lists, Packing Slips, and Sales Orders for manual inventory fulfillment and create invoices.

To print, choose a sales order, check the form’s box under Print Options, and then click Print.

Pick the Tab in Sales Order Fulfillment (QuickBooks Enterprise Suite)

You may track the status of sales order fulfillment progress with QuickBooks Enterprise 19.0’s new product enhancement feature Pick, Pack, and Ship tool. Order fulfillment is done more quickly and accurately thanks to a single dashboard that shows pick, pack, and ship status.

Access the Dashboard

The Dashboard is the same as the Orders worksheet in QuickBooks Enterprise 18.0. Orders with invoices and orders without stock are not displayed on the Dashboard.

  • Go to Sales Order Fulfillment Worksheet in the Customers menu.
  • Then choose Dashboard.

Pick Tab

You may view and manage your selection lists using the Pick tab. Pick lists and sales orders can be filtered by location, status, and picker.

● Select the Pick tab on the Sales Order Fulfillment Worksheet.
● Choose Next after checking the box next to the Sales Order you want to choose.
● Then you have to select Print Picklist or Send to Device (mobile only for paired devices) (for the manual process).
● Following the instructions for the manual or mobile process, choose the products you want to pick.

Note: The company account must be paired with the mobile device.

Status Updates

On the Pick tab, you can track real-time status from the warehouse, once your picklists are created. You will notice an orange arrow message suggesting a Picklist update as soon as there is an update from the warehouse via the mobile scanner.

Simply choose Update Sales Order after selecting the sales order(s). The sales order status will be updated with the most recent information. The system will alert you with the proper message if there are any exceptions, such as a serial number mismatch or an incorrect number of items picked.

Manual Updates

You need to update the pick information manually in case you are not using a mobile scanner.

  • On the desired Picklist you have to double-click.
  • For each item, you have to update the quantity picked.
  • You have to choose Update Sales Order.

Note: A Picked or Partially picked status for the sales order will be updated.

If the sales order status is Picked or partially picked, you will get a notification telling you that you may now begin the packing process from the Dashboard.

Important: You can proceed directly to the Ship procedure if you don’t use a separate pack process.

The following actions are available from the table on this page:

  • View the pick list
  • Picklist to print
  • Print packing slip (only shows if Picklist status is updated). The latest quantity picked will be shown on the packing slip.

Pack Tab in Sales Order Fulfillment (QuickBooks Enterprise Suite)

In QuickBooks Enterprise 19.0, a new product enhancement tool called Pick, Pack, and Ship fulfills orders with great operational efficiency and low cost. With its offline order updating capability between the warehouse and office, this improvement eliminates latency in warehouse updates (QuickBooks user).

Pack Tab

Orders must be packed after being selected. You can choose one or more sales orders to be packed for shipping using the Pack tab.

Note:

  • Only orders for sales that have already been picked in full or in part may be sent for packing.
  • You can skip the Pack tab. If packing is not necessary, you can go straight to the shipment process.

Start the Packing Process

  • Go to Sales Order Fulfillment Worksheet in the Customers menu.
  • Choose the sales orders that need to be packed from the Dashboard, then click Send for Packing in the Action drop-down menu.
  • Choose the packer from your list in the Packer column (if desired).
  • To send the packing list to the scanner or phone at the warehouse, choose to Send to device.
  • Scan the packing list that needs to be completed and included in the box on your employee’s mobile device. After completing the related prompts, Choose Create Package. Press Done to complete the entry, then press Finish to submit QuickBooks the finished packing list.
  • To check the status of the packing list, switch to the Pack tab on the Sales Order Fulfillment Worksheet.

Note: On the Pack tab list, an orange flag denotes that the order has been packed.

  • To update the status to Packed or Partially Packed, pick the radio button next to the flagged order, then select Update Sales Order, then OK.

Note: The status of sales orders does not automatically update to Packed or Partially Packed.

  • To see the order’s status, switch to the Dashboard tab.

Also, this activity is available from the Dashboard page’s Batch Actions section.

Track the Status

Following the creation of the packing lists, you may track the status in real time from the warehouse using the Pack tab. You will notice an orange arrow message suggesting a picklist update as soon as there is an update from the warehouse via the mobile scanner.

Select Update Sales Order after selecting the sales order(s). This will update the most recent sales order status update. The system will alert you with a notification if there are any exceptions, such as an incorrect number of items packed.

The following actions are available from the table on this page:

  • View the packing list
  • Print packing slip (only shows if packing list status is updated). The most recent quantity packed will be shown on the packing slip.

Manually Update Pack Info

You will need to update the pack information manually, if you are not using a mobile scanner.

  • On the chosen sales order you have to double-click.
  • Then you have to change the pack status to Packed.
  • Add notes as you want.
  • Then choose to Add a Package.
  • You can add a new package from this screen or edit existing package details like weight and dimensions. The packing list will appear and can be edited as necessary.
  • Choose the Update Sales Order.

You will get a confirmation telling you that this sales order is now available for shipping. To begin the Ship process, go back to the Dashboard.

Express Pack tab in Sales Order Fulfillment (QuickBooks Enterprise Suite)

The Express Pack function enables you to combine the pick and packing operations for order into a single activity. Order fulfillment is completed more quickly and accurately when the pick, pack, and ship status is displayed on the Sales Order Fulfillment Dashboard.

Access the Dashboard

The Dashboard is the same as the Orders worksheet in QuickBooks Enterprise 18.0. Orders with invoices and orders without stock are not displayed on the Dashboard.

  • Go to Sales Order Fulfillment Worksheet in the Customers menu.
  • Then you have to choose Dashboard.

Create the Express Pack List

  • Go to Sales Order Fulfillment Worksheet, from the Customers menu.
  • Select the sales orders that you want to pick and pack as one process, on the Dashboard. Then, in the Action drop-down, you have to select Send for Exp pick-pack.
  • If you want then from your list select the packer, on the Packer column.
  • To send the pick-pack list to the scanner or phone at the warehouse, Choose to Send to Device.

Warehouse Activity

  • Examine the Express pick-pack list that needs to be completed on your employee’s mobile device (picked and packed).
  • After completing the related prompts, choose Create Package.
  • To submit the finished list back to QuickBooks, Click Finish after pressing Done to complete the entry.

Update the Sales Order Fulfillment Worksheet

  • To check the status of the list, turn to the Express pick-pack tab on the Sales Order Fulfillment Worksheet.

Note: On the Express pick-pack tab list, an orange flag denotes that the order has been packed.

  • To update the status to Packed or Partially Packed, pick the radio button that is next to the flagged order, then Update Sales Order, and then OK.

Note: The status of sales orders does not instantly change to Packed or Partially Packed.

  • To view the order’s status, switch to the Dashboard tab.

Moreover, under Batch Actions on the Dashboard page, this activity is available.

Track the Status

Once the pick-pack lists have been made, you can check the Express Pick-Pack tab for real-time status updates from the warehouse. You will notice an orange arrow message suggesting a picklist update as soon as there is an update from the warehouse via the mobile scanner.

Select Update Sales Order after selecting the sales order(s). This will update the most recent sales order status update. The system will alert you with a notification if there are any exceptions, such as an incorrect number of items packed.

The following actions are available from the table on this page:

  • View the packing list
  • Print the packing slip (only shows if packing list status is updated). The latest quantity packed will be shown on the packing slip.

Manually Update Pack Info

If a mobile scanner is not being used, you will need to manually update the pack information.

  • On the chosen sales order you have to Double-click.
  • Change the Packed status for the pack.
  • As you need to add notes.
  • Select Add a Package.
  • You can add a new package from this screen or edit existing package details like weight and dimension. The packing list will appear and can be updated as you want.
  • A new sales order will appear.

You will get a confirmation telling you that this sales order is now available for shipping. To begin the Ship procedure, you have to go back to the Dashboard.

Create a Sales Order in QuickBooks Commerce (Online)

Sales orders you create from connected sales channels instantly sync with QuickBooks Commerce as completed and fulfilled. The steps for creating sales orders in QuickBooks Commerce are listed below.

Create a Sales Order in QuickBooks Commerce

  • Select Orders after going to Sales Orders.
  • Then you have to select New Sales Order.
  • Choose a customer from the ▼drop-down option that says, Select Customer.

Note: The customer’s information from the settings is used to pre-fill the forms, but you can change it as necessary. If a customer isn’t already on the list, you can add them.

  • The customer section’s required fields should be filled out.
  • The item’s name and any other necessary information should be entered in the ITEM NAME field.
  • Select + Add Another Item if you need to add more items (Optional).
  • Then you have to select + Add a Custom Line Item if you need to add custom charges.

Note: The reporting breakdown will not take into account the number of custom line items you submitted in your sales order(s).

  • You have to select Save as Quote, to save the sales order as a draft. Or you can select Create to make it an active sales order and commit stocks.

Edit a Sales Order in QuickBooks Commerce (Online)

By linking your sales channels to QuickBooks Commerce, you may create a sales order manually or automatically when a customer makes a purchase. You can edit them if there are any updates to make sure they are up to date.

Learn the Stages of a Sales Order

Depending on the stage the sales order is at, you can edit parts of the sales order.

Note: You can only increase Stock Quantity.

Draft

  • Every section of the sales order is editable.
  • Line items can be added or removed.

Active

  • You can still make changes to every section of the sales order. At this point, the stock is only committed.
  • Line items can be added or removed.

Finalized

  • If they haven’t been invoiced, packaged, or sent yet, Line items and landing expenses can be added or removed.
  • Both the Issue Date and the Ship Date are changed.
  • Once you have created a shipment, You will be able to see the Pick List.
  • The Assignee can be edited.
  • The Customer and Currency totals on the sales order cannot be changed.
  • The sales order number is not editable.

Fulfilled

  • You can edit these fields:
    • Packed
    • Bill To
    • Delivery type
    • Ship To
    • Shipment date
    • Delivery type
    • Received date
    • Gross weight
    • Invoice number
    • Shipping term
  • The line items can also be added, but not subtracted.
  • A return can be created.

Edit a Sales Order

If a sales order has been updated, you can edit it.

  • Select Orders after going to Sales Orders.
  • Choose the sales order that needs editing.
  • Then you have to select Edit Order.
  • Most order details and line items are editable. To edit the sales order number, click the Edit✏️ icon.

Note: In QuickBooks Commerce, you can only manually set the numbering style for sales orders. The sales order numbers are automatically increased by one from the most recent number used by the system.

Remove Items from a Sales Order

If an invoice payment, shipping, or return is not included, you can delete the items from the sales order.

Note: You can’t remove them once you have fulfilled the line items in the sales order. Instead then that you can create a return.

  • To remove items you have to choose the sales order with the line items that you want to remove.
  • Then you have to select Edit Order.
  • On the line item that you want to remove, you have to select the Remove❌ icon there.
  • At last, You have to select Save.

In case the line items are invoiced but not fulfilled

To remove the line item, you can delete the invoice from the sales order and then re-create it.

If a sales order has been filled and you wish to remove a fulfillment from it

Here are a few alternatives to delete a fulfillment from a sales order that has been fulfilled.

  • Void or delete a sales order.
  • Remove items from the order.
  • Duplicate a sales order.
  • Finish or send the order’s invoice.
  • Fulfill a sales order

Receive and Fulfill Sales Orders in QuickBooks Commerce (Online)

Before starting you should be sure that you have added your products and customers to QuickBooks Commerce and you should also connect any sales channels that you use such as Shopify, Amazon, or eBay. Let’s start:

  • To begin you have to go to Sales Order and here you can see all your orders including those that are imported from your connected sales channels.
  • In Finalized orders you can no longer edit orders.
  • If you want to make any changes to a finalized order you have to delete it and create a new one.
  • So mark all as paid if you need to make payments to your order.
  • Click Pack All to create the shipment of your order. You can also make the personal shipment by selecting manual.
  • Select the Shipment to update your order with Courier and Tracking details, then you have to select Edit, and then you have to fill in the necessary details.
  • Select Save to update your order and then sync these details back to your Sales Channel.
  • Once you ship your order you have to select Mark as Shipped to complete the order.
  • At this stage, your stock levels will be deducted and your Cost of Goods Sold and Stock on Hand levels will update accordingly in QuickBooks Online.
  • To manually create a sales order, you have to go to the Sales Order tab and then select Orders and then click on New Sales Order.
  • Select your customer or enter a new customer in case they are not already listed.
  • The default settings for that customer will populate the fields, but you can also edit as needed.
  • Now start adding your items to the order.
  • You can change the prices and can apply any discounts as well.
  • Add any custom line items such as gift wrapping that you want to charge your customer for.
  • You can also import your line item as a CSV to save time.
  • Select Save as Draft Order to send to your customer as a Quote. At this stage no stock is committed.
  • To make this an Active Order, you have to select Create. At this stage, your stock levels will be committed, however you will be able to edit the order in full.
  • Now you have to select Finalize to then start invoicing your customer, applying any payments, packing the order, and finally shipping the order.
  • In the Finalized stage, you can no longer edit the Order.
  • If you need to edit the order, you will need to delete the order and then start again.
  • Select Invoice All to create an invoice.
  • Then you have to select Mark All as Paid to apply payments to your invoice.
  • To start the shipment of your order you have to select Pack All.
  • Select the Shipment, and then Edit to update the Courier and Tracking details of your order as required, and then you have to select save.
  • Once you ship your order you have to select Mark as Shipped to complete the order.

Now you are ready to create and manage sales orders in QuickBooks Commerce.

How to Manage Your Sales Orders and Backorders in QuickBooks Commerce (Online)

Managing sales orders from different sources can sometimes be difficult. You may integrate your eCommerce channels with QuickBooks Commerce so that sales orders come into QuickBooks automatically. It will be simpler for you to examine and modify your sales order if it serves as a central hub for your business.

Manage Sales Orders

The orders table is where you can view the details of all the sales orders from your channels while managing sales orders. To add or remove columns, choose the Gear menu and then check or uncheck the appropriate boxes. Drag the column to the left or right if you want to rearrange the columns.

Note: Navigate to the Integrated Apps section and choose a channel to check the sync settings between your eCommerce channel and QuickBooks Commerce. You may view the current settings from the dashboard and make changes as needed.

B2C eCommerce Channel

Once you have integrated your eCommerce channels with QuickBooks Commerce, the latter will serve as the central hub for all of your business operations and sales orders will begin to arrive there automatically. To examine and modify your sales orders, follow these steps.

  • Select Orders from the Sales Orders menu.
  • Choose the sales order that needs to be modified.
  • Make the appropriate changes.

Online Marketplace

When you integrate your online marketplace with QuickBooks Commerce, sales orders will begin to come into QuickBooks Commerce automatically, serving as the central hub for your business operations. Review and modify your sales order using the methods below.

  • Select Orders from the Sales Orders menu.
  • Choose the sales order that needs to be modified.
  • Make the appropriate changes.

Point of Sale System

Once you have integrated your Point of Sale system with QuickBooks Commerce, it will serve as the central hub for all business operations, and sales orders will begin to arrive automatically. Review and make changes to your sales order using the methods below.

  • Select Orders from the Sales Orders menu.
  • Choose the sales order that needs to be modified.
  • Make the appropriate adjustments.

B2B eCommerce Platform in QuickBooks Commerce

Sales orders from the QuickBooks Commerce B2B eCommerce Platform will come in automatically, acting as the central hub for your business operations. To review and modify your sales orders, follow these steps.

  • First, You have to select Orders from the Sales Orders menu.
  • Choose the sales order that needs to be modified.
  • At last, Make the changes that are necessary.

B2B Manual Sales Order

One advantage of manually creating sales orders is that you have total control over the order. To make a manual sales order, follow these steps.

  • Activate the Sales Orders menu.
  • Choose New Sales Order under the Order section.
  • In the item list area, provide the names of the things you want to order.
  • According to that, adjust the amount, cost, and discount.
  • Choose a customer from the drop-down▼ option for the Customer List. The customer’s contact information field is also filled in automatically as a result, but double-check that everything is up to date and accurate.
  • Complete the necessary fields.
    • Contact Information
    • Price List
    • Bill to
    • Totals are
    • Ship to and Ship from
    • Date of issuing and date of shipment
  • If you want to include extra fees, Choose to Add a Custom Line Item.
  • To commit stock to the sales order, You have to select Create. If you would rather store the sales order as a draft, You have to choose Save Quote instead.

Consignment Sales

You can manually process sales from your consignees after setting the consignment location and transferring the stock to it.

  • Begin by going to the Sales Orders menu.
  • Then you have to select Order and after that, you have to Create New Sales Order.
  • As the ship from the location you have to enter the consignment location.
  • At the consignment location in the sales order you have to enter the sold items.
  • Lastly, You have to select Create.

Manage Backorders

You can create a purchase order from a sales order once the backorder feature has been enabled. When you accept pre-orders or sell past zero on your digital sales channel, this is quite helpful.

Note: Make sure all items have a vendor added to their product information and that all vendors have a default price list assigned before you start creating backorders.

Create Backorders Individually

  • Go to the sales order for which backorder you want to place.

Note: You will notice a caution at the top of the sales order if the order requires a backorder.

  • Make a choice of Create Purchase Order.
  • Verify the accuracy of the assigned quantity and item number.
  • Give the backorder a tag so you may use it to filter through your orders later.
  • To view the purchase order, Select PREVIEW PURCHASE ORDERS.
  • After selecting CLOSE, Choose CONFIRM BACKORDER to confirm the order.

Create Backorders in Bulk

  • Firstly, Go to the Sales Orders menu.
  • Then you have to select the Orders Section and then click the Orders to be Backordered tab.
  • To create backorders for a sales order, Check the boxes next to it, then choose Backorder.
  • To review the order, Choose PREVIEW PURCHASE ORDERS.
  • Select CONFIRM BACKORDER after carefully reviewing the order.

An Alternate Way to Create Multiple Backorders that can be Sent to Multiple Locations

  • Begin by opening the Sales Orders menu.
  • Then choose the filter tab.
  • To create filters for orders that are either already too back ordered or somewhat backordered, choose the Backordering Status option.
  • Create the backorders in bulk after saving the filter.

How to Relink a Sales Order to any Invoice in your QuickBooks Account?

QuickBooks does not offer any option to reconnect a sales order to any other present invoice. But. It is possible to delete the old invoice and then link it with the sales order once more and edit the invoice if you have an issue to make sure the customer is not charged more than once.

Here are the steps to reconnect a sales order to an invoice in your QuickBooks accounting software:

  • Press the Customer menu along with the Customer Center.
  • Choose the name of the customer from the list of Customer & Job. Press the drop-down menu for Show and press Invoice.
  • Press the Edit menu. Now choose Delete Invoice. In case the invoice is already saved or printed, press Void Invoice. Now press OK.
  • Press the Transactions tab. Now choose Sales Orders. Select the Sales Order you wish to link to an invoice from the provided list and open it.
  • Press the Create Invoice drop-down menu. Press Invoice.
  • Choose the option to prepare an invoice for all the Sales Order to include all from the Sales Orders to the particular invoice. Edit the invoice as required. Press Save and Close.

Conclusion:

Sales orders are easy to fill out in QuickBooks but there is some complex tracking. In this blog, you will get all the necessary details of Sales orders in QuickBooks. All the steps were clearly mentioned above. If something is missing or if you face any query related to this or if you have any other issue then you can immediately call the help desk any time. The help desk team is always there for their users, you can call them round the clock.

We hope that after reading this article, it is clear to you how to create sales orders in QuickBooks. We have all the steps and procedures concerning sales orders in QuickBooks. Just make sure that all the steps are implemented in the given order and that not even one is skipped. Still, if you get confused anywhere and need professional assistance, you can get in touch with our Dancing Numbers team via LIVE CHAT.

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Frequently Asked Questions (Faqs)

What is a Sales Order in QuickBooks?

A sales order is used to record a sale that you intend to complete later. It helps in keeping track of the things you have promised clients. In QuickBooks Desktop, creating a sales order is a regular part of the A/R workflow.

Is a Sales Order a Posting Transaction in QuickBooks?

The transaction type of a sales order (SO) is non-posting. The financial statements in QuickBooks are unaffected. Also, selling inventory products on invoices or sales receipts is the only time the inventory Cost of Goods Sold (COGS) is affected.

Is a Sales Order a Transaction?

Sales order and invoice are two important accounting words that are frequently misunderstood. Both are important parts of business transactions that identify the details required to make a deal.

What are Estimates?

An estimate is a type of quote you offer a customer for the products or services. After an estimate is saved in QuickBooks, that particular estimate can be changed into an invoice or a sales order in case the client wants to accept the quote. Estimates are not added with income and are non-posting.

What are Invoices?

An invoice is prepared to register a sale from Customers who have made no or partial payment. Invoice item amounts are added to income as per the invoice date and it will flow via the Profit and Loss Report.

Features of Dancing Numbers for QuickBooks Desktop

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Customization

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Supported Entities/Lists

Dancing Numbers supports all QuickBooks entities that are mentioned below:-

Customer Transactions

Invoice
Receive Payment
Estimate
Credit Memo/Return Receipt
Sales Receipt
Sales Order
Statement Charge

Vendor Transactions

Bill
Bill Payment
Purchase Order
Item Receipt
Vendor Credit

Banking Transactions

Check
Journal Entry
Deposit
Transfer Funds
Bank Statement
Credit Card Statement
Credit Card Charge
Credit Card Credit

Employee Transaction / List

Time Tracking
Employee Payroll
Wage Items

Others

Inventory Adjustment
Inventory Transfer
Vehicle Mileage

Technical Details

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Frequently Asked Questions

 
How and What all can I Export in Dancing Numbers?

You need to click "Start" to Export data From QuickBooks Desktop using Dancing Numbers, and In the export process, you need to select the type you want to export, like lists, transactions, etc. After that, apply the filters, select the fields, and then do the export.

You can export a Chart of Accounts, Customers, Items, and all the available transactions from QuickBooks Desktop.


How can I Import in Dancing Numbers?

To use the service, you have to open both the software QuickBooks and Dancing Numbers on your system. To import the data, you have to update the Dancing Numbers file and then map the fields and import it.


How can I Delete in Dancing Numbers?

In the Delete process, select the file, lists, or transactions you want to delete, then apply the filters on the file and then click on the Delete option.


How can I import Credit Card charges into QuickBooks Desktop?

First of all, Click the Import (Start) available on the Home Screen. For selecting the file, click on "select your file," Alternatively, you can also click "Browse file" to browse and choose the desired file. You can also click on the "View sample file" to go to the Dancing Numbers sample file. Then, set up the mapping of the file column related to QuickBooks fields. To review your file data on the preview screen, just click on "next," which shows your file data.


Which file types are supported by Dancing Numbers?

XLS, XLXS, etc., are supported file formats by Dancing Numbers.


What is the pricing range of the Dancing Numbers subscription Plan?

Dancing Numbers offers four varieties of plans. The most popular one is the basic plan and the Accountant basic, the Accountant pro, and Accountant Premium.


How can I contact the customer service of Dancing Numbers if any issue arises after purchasing?

We provide you support through different channels (Email/Chat/Phone) for your issues, doubts, and queries. We are always available to resolve your issues related to Sales, Technical Queries/Issues, and ON boarding questions in real-time. You can even get the benefits of anytime availability of Premium support for all your issues.


How can I Import Price Level List into QuickBooks Desktop through Dancing Numbers?

First, click the import button on the Home Screen. Then click "Select your file" from your system. Next, set up the mapping of the file column related to the QuickBooks field. Dancing Numbers template file does this automatically; you just need to download the Dancing Number Template file.

To review your file data on the preview screen, just click on "next," which shows your file data.


What are some of the features of Dancing Numbers to be used for QuickBooks Desktop?

Dancing Numbers is SaaS-based software that is easy to integrate with any QuickBooks account. With the help of this software, you can import, export, as well as erase lists and transactions from the Company files. Also, you can simplify and automate the process using Dancing Numbers which will help in saving time and increasing efficiency and productivity. Just fill in the data in the relevant fields and apply the appropriate features and it’s done.

Furthermore, using Dancing Numbers saves a lot of your time and money which you can otherwise invest in the growth and expansion of your business. It is free from any human errors, works automatically, and has a brilliant user-friendly interface and a lot more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


Is it possible to use the Direct Connect option to sync bank transactions and other such details between Bank of America and QuickBooks?

Yes, absolutely. You can use the Direct Connect Option by enrolling for the Direct Connect service which will allow you access to the small business online banking option at bankofamerica.com. This feature allows you to share bills, payments, information, and much more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


What are the various kinds of accounts you could access in QuickBooks?

QuickBooks allows you to access almost all types of accounts, including but not limited to savings account, checking account, credit card accounts, and money market accounts.

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