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Sales Orders

Service Billing > Sales Orders

A sales order documents the sale of an itemized list of recurring and non-recurring services to end customers. When a sales order's quote status is set to Active, the recurring services specified in the sales order are added to the customer record and activated, and a work order is created for the billable items (non-recurring services) specified in the sales order. Sales orders are not required to create customer recurring services or billable items and can be bypassed altogether. They are intended to serve as customer-facing documents.

Note: See Creating Sales Orders for an overview of creating and configuring sales orders.

Actions

  • Add - Adds a new sales order.
  • Edit - Edits a selected sales order.
  • Delete - Deletes a selected sales order.
  • View Summary Report - Generates a report of all sales order activity for a specified date range.
  • Refresh - Refreshes the page.
  • View Quote - Click this link for any row in the upper panel to see a Sales Quote detail report.

Adding / Editing a Sales Order

Order Info tab

General Info

  • Order Number - The sales order number.
  • Name - The name of the sales order.
  • Customer - The customer record.
  • Sales Person - The sales person in the staff record of My Organization responsible for this sales order.
  • Stage - The stage the sales order is in: Quote or Sales Order. When a sales order's quote status is set to Active, the recurring services are applied to the customer, and a work order is created for the non-recurring services.

Quote Detail

  • Good Until - The last day sales quoted prices are effective.
  • Status - The quote status of the sales order: Pending, Out for Review, On Hold, Rejected, and Active.
  • By - The customer contact authorized to approve or reject the quote.
  • On - The date the quote status is set to: On Hold, Rejected or Active.

Detail

  • Description - A summary description of the sales order.

Items tab

  • Order Type - A new work order or sales order requires you to specify whether the order is a basic order or a detailed order. You cannot change this setting after the order is saved the first time.
    • Basic - A basic work order or sales order does not initially specify whether a billable item represents labor, a part or an expense. Instead it calls each billable item a general item. It's only when you report actuals to create the billable entry for the general item in the work order that you classify the general item as labor, a part, or an expense.
    • Detailed - A detailed order specifies each type of billable item as soon as you create them: labor, part, or expense. Since the item is already classified, you only have to report actuals to create the billable entry.
  • Default Resource - The default skill assigned to this work order. Applies only to basic orders.
  • Default Rate - The default rate used by this work order. Applies only to work orders.

General

Note: General items only display in the Items tab of basic work orders.

  • New - Adds a general item.
    • Summary - A one-line description of the work order item.
    • Estimate Amount - The amount to bill.
    • Billable - If checked, this item is billable.
    • Taxable - If checked, this item is taxable.
  • Edit - Edits a selected item.
  • Delete - Deletes a selected item.

Labor

Note: Labor items only display in the Items tab of detailed work orders and sales orders.

Note: See Configuration Tables for Labor Items.

Labor line items are classified by resource type.

  • New - Adds a labor line.
    • Summary - A one-line description of the item.
    • Resource Type - Select a resource type for this labor line. A resource type specifies a skill, material or cost and sets a default rate for a billable labor item or entry. Typically a resource type represents a skill performed by a staff member. A billing rate and standard cost is defined for each skill required to perform the service. The rate can be overridden when selected. Because the labor performed to deliver a service sometimes requires incidental charges for materials and costs, resource types can also be classified as either material or cost. For example, extra cabling or overnight shipping might be included as additional, billable labor entries, because they are required to deliver the service of installing a server. The classification of resource types typically reflects the production requirements of a company. Labor entries are classified by both resource type and by activity type.

      Note: A cost resource type for labor line item has a predefined cost and billing rate—which can be overridden—while a expense line item only specifies the name of the expense and the total amount billed.

    • Activity Type - Labor entries are grouped by activity type to analyze the cost and revenue of labor. The classification of activity types typically reflects the accounting requirements of a company. Labor entries are classified by both activity type and resource type.
    • Default Rate - The default rate defined for this resource type.
    • Customer Override Rate - The customer rate for this resource type. Has precedence over the Default Rate.
    • Rate - The rate used for this labor activity. The rate is based, in order of precedence, on a manually entered rate, the customer override rate, or the default rate.
    • Override Resource Rate - If checked, the calculated rate can be overridden.
    • Estimated Hours - The estimated number of hours required.
    • Billable - If checked, the item is billable.
    • Taxable - If checked, the item is taxable.
    • Status - Open or Completed.
  • Edit - Edits a selected labor line.
  • Delete - Deletes a selected labor line.

Parts

Note: Parts items only display in the Items tab of detailed work orders and sales orders.

Note: See Configuration Tables for Parts.

Expenses

Note: Expense items only display in the Items tab of detailed work orders and sales orders.

  • New - Adds a miscellaneous expense line.
    • Summary - A one-line description of the item.
    • Estimate Amount - The amount to bill.
    • Billable - If check, this item is billable.
    • Expense Category - Select from a user-defined list of expense categories.
    • Expense Type - Select from a user-defined list of expense types for the selected expense category, if applicable.
  • Edit - Edits a selected item.
  • Delete - Deletes a selected item.

Recurring Services tab

  • New - Adds a recurring service line.
  • Delete - Deletes a selected recurring service line.
  • View - Displays the details of a recurring service line.

Notes tab

  • Note - Enter a note.
  • Hidden - If checked, the note is hidden when printing the sales order or sales quote.
  • Save - Saves the note entered.
  • Delete Note - Deletes a selected note.