Managing Sales Orders

You can use the Sales Orders window to create and manage sales orders.

To access the Sales Orders window:

1. Click  More Options in the sidebar.
2. From the Sales tile, click Manage Sales Orders.

The Sales Orders window displays. At the top of the Sales Orders window are filters that let you control which sales orders are listed.

Creating a Sales Order

To create a sales order:

1. Click  More Options in the sidebar.
2. From the Sales tile, click New Sales Order.

The Sales Order window displays.

You can also click New Sales Order from the Sales Orders window.

3. Specify the details for the sales order.

• Invoice To — Information about the customer who is making the purchase.
• Sales Type — The type of sale in case the tax differs based on the purchaser. For example, WET for Australia, GST for New Zealand, VAT for the EU, or state/local sales taxes in the US.
• View in Accounts — This link only displays for sales orders when accounting integration is enabled and linked to Xero. Click the link to view the invoice in Xero.
• Order Date — The date the sales order was created.
• Invoice Date — The date the invoice was carried out.
• Status — The stage that the sales order is in. The typical progression is New → Approved → Payment in Progress → Paid.
• Fulfillment — The sales order’s fulfillment status. The typical progression is Not Approved to Send → Approved to Send → Partially Sent → Fully Sent.
• Fulfillment Date — The date the fulfillment was carried out.
• Sales Price List — The price list to use to determine the price of items.
• Customer Pickup — Select this checkbox if the sales order is a customer pickup. When selected, vintrace automatically dispatches the stock for the sales order when it’s approved.

4. Click Add Line for each item that you want to add to the sales order. For each item in the sales order, select the type, then click the  to find the item. The items displayed will depend on the Type that you selected. If the selected item is in the price list, the item’s default price and tax rate from the price list automatically display.

If an item isn't in the selected price list, a  displays beside the item. The item will be added to the price list when the sales order is saved. 

5. Click Save.

Dispatching From a Sales Order

To dispatch from a sales order:

1. Click  More Options in the sidebar.
2. From the Sales tile, click Manage Sales Orders.
3. Search for the sales order.
4. Select the sales order.
5. Click Stock Dispatch or Bulk Dispatch.

Exporting Sales Orders to Third-Party Accounting Packages

You can export sales orders to a CSV file so that it can be used in an external accounting package such as Xero.

To export sales orders:

1. Click  More Options in the sidebar.
2. From the Sales tile, click Manage Sales Orders.
3. Search for the sales orders you want to export.
4. Select one of the export options.