What Is In The Sales Order

General

Under General you can find the basic information on the job. Most of these fields are automatically populated with data from the original estimate when the system creates the sales order.

Check the fields below:

 

Product

Under Product users find a grid with all the shipping in that sales order listed and detailed. These fields are automatically populated with data from the original estimate when the system creates the sales order.

The following fields are editable on this tab as long as the sales order status is still “on hold”:

Current ordered quantity

Price

Price unit

Price per add M

Discount %

Discount $

Total price

Over %

Under %

Notes

Quantities for different shipping

Note: Quantities edited under the Products tab are automatically updated in the Shipping tab.

 

In the other fields in this grid the user can check the total shipped quantity, the originally planned shipping quantity and the planned shipping balance, that is the difference between how many products were planned and how many were in already delivered.

Each new shipping will be added in the right end of this grid under their respective date and their status is indicated using different colors:

White: On hold

Blue: Confirmed

Light green: Partially shipped

Green: Shipped

Orange: Not shipped or partial shipping late for delivery

Note: You can change the Sales Order’s shipping date through the related Job record, as long as the Sales Order Shipping is still in the On Hold (i.e., tag “Held”) status. For that, navigate to Planning > Plan > Job > open a record > Quantity / Shipping tab > Date field.
However, the iQuote User must have the Edit iQuote Sales Order access control to be able to perform this action. 

 

Add extras

When creating estimates or sales orders for some types of products, the users might feel the need for including some additional cost or process and to communicate it to their customers. Answering this need, iQuote offers the option to add extra items both to the estimate and to the sales order. Those extra items are not related to any specific product and can be added any time, if needed:

Under Products, click the Add extras button:

If the original estimate already has added extra items, they will be available for selection under Select extra from estimate.

Note: Those extra items are selected by default, but users can unselect them if needed.

Other items from the extra items record can be selected under Select extra from inventory.

Note: To learn how to record extra items check Extra item record in this guide, under Configurations.

When finished, click Confirm. iQuote displays the new extra items in italic.

The following fields can still be edited:

Current ordered quantity

Price

Thousand

Price per thousand M

Discount %

Discount $

Job customer

Over %

Under %

 

 

Add ship

Using the Add ship buttons the user can create shipments right in the Product tab and the new data is automatically updated in the Shipping tab.

See below how to create a new shipment:

Click Add ship.

Fill in the following fields:

 

 

When finished, click Confirm.

 

Shipping

In the shipping tab the user can detail the shipping info and handle the relevant information.

Note: Under this tab in the Sales Order we may have different shipments and boxes/ containers inside shipments. Each Sales Order has its own independent ID/ tracking number and so does both each shipment and each box.

 

Main

In the main grid we have listed all the shipments in this sales order:

 

The shipment details are displayed here and some of them can also be edited:

Note: The mandatory fields mentioned above refer to shipments in the status on hold or confirmed. For changing a shipment status to Shipped or Shipped – Partial the following fields are also mandatory:
•Ship from
•Ship to
•Description

 

 

Adding and deleting shipments

Duplicate:

Click to select the appropriate shipment.

Click Duplicate.

All data is copied, including the status. Only the description changes to allow differentiating both shipments.

Edit the different fields as needed and Save the sales order.

 

Create a new one:

Click Add.

The system will create as new line in the grid with status On hold.

Fill in the different fields as appropriate (check table under Main for information).

Save the sales order.

 

Delete:

Click to select the appropriate shipment.

Click Delete.

All data is copied, including the status. Only the description changes to allow differentiating both shipments.

Edit the different fields as needed and Save the sales order.

 

Change shipping status

Click Change shipping status button.

In the dialog box, on the left, select the shipments which status you want to change.

Under Change status to, on the right, select the appropriate option.

Click Confirm and save the sales order.

Note: Shipments with status “on hold” must have all mandatory fields populated to be moved to the next status.

 

Import shipping details

Click Import shipping status button.

Click the clip icon and then select “send file” to search for the appropriate spreadsheet to import.

Click Confirm.

Important: The imported file must be an Excel spreadsheet containing the following data distributed in columns in the following order:

 • Stk Item*
 • Requested Qty*
 • Description
 • Ship To - Company Name* (mandatory field)
 • Start Ship Date (mandatory field)
 • End Ship Date
 • Arrival Date
 • Type of Shipment*
 • Carrier*
 • Ship Method*
 • Sales Type
 • Country*
 • State*
 • City*
 • Address 1 (mandatory field)
 • Address 2
 • Address 3
 • Zip Code
 • Street Type
 • Number

 Note that the spreadsheet must have all of those fields but only a few of them need to be populated (check items above marked as mandatory).

 Moreover, items marked with a * indicate fields that, if populated, must have data verifiable against the system’s data base.

 

Address library

Up in the Shipping tab tool bar we have the Address button:

This button access what can be called an address library that loads information previously recorded in the system. Here the user can check and manage several addresses to be used in the shipping process.

Use the buttons on the toolbar to add, copy or delete an address.

Note: Only addresses used in shipments with status still as “on hold” can be deleted.

 

Add multiple addresses

It’s possible to add many addresses at the same time, even from different customer or suppliers:

Click Add multiple addresses button in the toolbar.

Click the magnifier icons to look up and select an actor (customer, user, provider etc.) or another sales order. The system loads all the addresses linked to this records.

On the left, check to select the addresses to be included.

Click Confirm.

Note the added addresses are now listed in the address library:

 

Addresses

In the middle part of the Shipping tab, the system shows the addresses linked to each of the shipments listed above. Click to select a shipment and iQuote will display its respective data:

 

Ship from address

Name and full address of the location recorded as sending the shipment.

It is automatically populated with the default address.

Open the drop-down menu to select a different address.

This address is mandatory to all shipments with status different from “on hold”.

 

Ship to address

Name and full address of the location recorded as receiving the shipment.

Automatically populated with the delivery address defined in the original estimate.

Same as the one selected up in the grid under “ship to”. If the user modifies one of them, the other will update automatically.

Open the drop-down menu to select a different address.

This address is mandatory to all shipments with status different from “on hold”.

 

Billing address

Name and full address of the location where the billing should be sent.

Open the drop-down menu to select one of addresses marked as “billing address” in the respective customer’s record.

This address is mandatory to all shipments with status different from “on hold”.

 

Other info

Also in the Shipping tab, the system shows other information relevant to the shipping:

 

 

Item lines tab

Under Items line the user can allocate the products (inventory items) in the different shipments and specify some relevant information for each item individually.

In the upper grid, click to select the appropriate shipment.

Under Items line, click Add.

Populate the fields in the grid.

If needed, select a line and click delete to exclude it.

Save the sales order.

Note: Lines with the Actual quantity field populated cannot be deleted.

 

Add items

In the Item line’s tab, click the Add button to create a new line in the grid.

Click the Inventory items field in the new line to select the new item. The system will display only finished goods related to this sales order’s product tab as options in this field.

Fill in the other fields as necessary. Note that some of those fields are automatically populated.

The system updates automatically the products list (general view) according to the creation of the new item line.

 

Deleting items

Click to select one of the items in the grid.

In the Item line’s tab, click the Delete button.

Note: Only item with NO Actual quantity informed can be deleted.

 

Containerization tab

Under the Containerization tab, we also have the option to distribute the various products from different shipments in boxes and specify their quantities.

Note: The creation of boxes is NOT mandatory for the shipment and sales order process.

 

To create a box (container):

In the upper grid, click to select a shipment.

Under Containerization, click New container.

Click to select the products to include in the box. Observe only items from that shipment are available for selection.

Note: iQuote creates the boxes’ track numbers automatically starting at 1.

Click New item to add items to the selected container.

iQuote shows both containers and items in a grid with the following data to be populated:

 

For excluding a whole box:

In the upper grid, click to select a shipment.

Under Containerization, click to select the appropriate box.

Click Delete.

 

For excluding a product from the box:

In the upper grid, click to select a shipment.

Under Containerization, click to select the appropriate item.

Click Delete.

Note: It is not possible to delete all of the products in a box, leaving an empty container. For excluding all products, the user must delete the whole box.

 Users can only delete both boxes and individual products from shipments in status “on hold”.

 

Shipping balance

This is a read only tab which displays the shipping balance based on the shipping and production dates informed in the Job or the Sales order. Here the user has an overview of the balance between job production and sales order shipping.

Note: Negative balance values are represented in red in the Balance column.