In this section we’ll discuss when you check out a customer using a Sales Order. See Scribes and other resources on how to create a sales orders in Odoo in External Links (bottom of this page). Then we’ll cover a Sales Orders for customers taking product with them. After you’ve reviewed the process for what we call an “immediate transfer” SO, as described in this video, print in the Sales Orders Step-by-Step for guide you can review as you’re completing orders. A sales order is part of a longer sales process … this is so the sales can pause at various stages. For this slower process, sales can begin as leads – where we may have only the NAME of a customer who’s potentially interested. If there is confirmed interest, the potential sale becomes an opportunity. When the customer identifies products they want, it becomes a quote: the stage at which a CASHIER can pick up the transaction. The cashier could ALSO pick up the transaction after it becomes a sales order – this is the equivalent of having products in your cart – where there’s an intention to buy. This order can wait to be invoiced until which point we’re ready with the product, or the customer is ready to buy it. Once it’s invoiced, possession of the product transfers to the customer. This invoice showing paid travels with the product, and then the transaction is considered done. We use the word “transfer” to describe when product leaves our yard, when we transfer ownership to our customer. A sales order transaction can be used for either an immediately transfer – we might use the phrase: “pushed all the way through,” to refer to doing all the steps of the sales order at once … … or the sales order can be used for future transfer of product possession to the customer. So both SO and POS can be used for immediate transfers. But for future transfers you always use an SO. You’ll also complete a sales order when there is a pre-payment. If a customer has a delivery, but doesn’t have an account – that is, they’re a retail customer – you’ll create an account for them. In short: You’ll create a sales order for: • Immediate transfer of goods, and when you want to provide a more detailed receipt. Usually this is for a contractor customer. • and for Future transfer of goods; that is, your customer is coming to pick up product later, whether it’s an hour from now, or next week, or, they have a delivery. Be sure you’re logged into american-stone.com with your own personal username and password. You can double-check you’re logged in correctly because the username is found here in the upper-right-hand corner of the screen. Next determine whether the customer has an immediate or future transfer of goods. For an immediate transfer of goods, you will, 1. Create the quote 2. Confirm the sale … to convert to it to a sales order 3. Create the delivery (a delivery in this instance simply represents moving the product OUT of our inventory and staging it for customer possession); it’s not an actual delivery. 4. Create the invoice 5. and Register payment Now, let’s go into detail on each of these steps. 1. QUOTATION The first step is to create a QUOTE. This quote could already be created, in which case you’ll pick up the transaction at the next stage. If it has not been created yet – say a contractor is checking out with product they’re leaving with – you’ll start the SO from the quote. To create a quote, you will: 1. Click Sales 2. Click Orders 3. Click Create (Note: a quote can be created as well from Sales > Quotations > Create). 4. Enter the customer’s name. (Not the name of the salesperson as you usually do for a POS transaction). 5. Click Add an item. 6. In the create order lines pop-up, begin typing the product name. Select the product from the options, or click Search More to find it. 7. Enter the quantity. 8. Enter the Unit of Measure, UOM. The options for the product appear in the drop-down. If you’re entering the weight of the customer’s product, you’ll use our online Scalebook spreadsheet to log and calculate this weight. We’ll cover this in more detail later. 9. Click Save and Close. 10. Click Save. 2. SALES ORDER Next you’ll convert the quote into a sales order. For customers coming to “pick up an order,” the quote has already been created. Search for the quote, and pick up processing the sale at this stage. Click Confirm Sale. Now, the quote has become a sales order, meaning: The customer intends to purchase. You’ll also see how the quote has progressed into the sales order stage in the upper-right bar here. Also, if you need to back the transaction up to quotation, you’ll click the “Set to Quotation” button here. 3. CREATE A DELIVERY There is no delivery for an immediate transfer; but you’ll still … 1. Click the Delivery button in the upper right corner here. Instead of thinking of this as a delivery, think of it as moving the product out of inventory. 2. If the product isn’t showing up in inventory, you’ll see a Check Availability button, and if you determine to override what’s registered in inventory – and generally if the customer has the product – it’s likely our inventory is wrong – then you’ll click Force Availability. Then Validate. 3. If product is in inventory, you’ll simply click Validate. 4. Return to the main sales order window by clicking the Sales Order number in the breadcrumb series in the upper left. 4. CREATE THE INVOICE Next, you’ll create the Invoice. 1. Click Create and View Invoices. 2. Click Edit. 3. Update the invoice date to today’s date (Press t on your keyboard as a shortcut for today’s date). 4. In the memo field, you’ll note information that we need printed on the invoice. For immediate transfers, this usually isn’t necessary. 5. Click Save. (For save you can also press control+S on your keyboard). This next step transfers ownership to the customer. Before this point, the order was in “sales order” status, and the company has possession of the material. 6. Now, click to Validate the invoice. This transfers ownership to the customer. In the upper-right, you’ll see the status of the invoice is now “Ready for Payment.” This field, payment terms, reads “net,” meaning the customer doesn’t have a credit account with us, so we’ll need to take payment now: either cash or credit card. If instead the payment terms field reads “net10th” or “net 30,” the customer has a credit account. In this case you do NOT need to take payment now. You’ll print two copies of the invoice (click print here), and have the customer sign one of the hard copies. Scan in the copy and attach this to the invoice. Click Attachments to upload it. At a later date when you receive the payment, you’ll reconcile the payment, which we’ll show you in the next Future Transfer Sales Order Video. But if the customer is instead paying with a credit card or cash, you will go ahead and register the payment. We’ll cover this process next. 5. REGISTER PAYMENT Your next step in an immediate transfer sales order, for a customer who’s paying right now, is to register the payment. Before you proceed, select and copy the sales order number to your clipboard; you will paste it later. 1. Take the customer’s payment. 2. Click Register Payment. 3. Enter the payment date. Press T for today’s date. 4. Enter the payment journal. 5. In the Memo field, enter (or paste) the sales order number. 6. Click Validate. This concludes our Immediate Transfer SO video. Now download the attached PDF and complete the quiz.