Creating an Indent Sales Order Manually

Owned by Sandra Petrovic
Last updated: Apr 26, 2023
6 min read

Steps to create an Indent Sales Order manually.

Step-by-step guide

1. Click one of the arrows on the centre bar and choose Sales

 

2. Select Indent Order if you want to create a sales order that does one of the following:

  • Enables you to create a purchase order

  • Allocate only some styles on the order (creating back orders)

  • If you want to have the ability to change the order many times


3. When you select Indent Order it will open to a new sales order. Before you can begin adding styles to the sales order you will need to add in the Customer.

  • If the customer is already in your system then you can simply type the first few characters of the company name into the Customer drop down field and press the enter key on your keyboard.

 

  • If you need to add a new customer for the sales order then you can select the '+' next to the Customer field. The Customer Information screen will appear and you can then fill in the customer details. Saving the new customer will automatically load it onto the sales order.

Important

When a customer is added to a sales order specific information that’s stored on the Customer Screen will be automatically loaded into the header. The fields that automatically populate are Trading Entity, Terms, Warehouse and Agent.

 

5.  See the different Sales Order Types below:

  • STD - Refers to a standard Wholesale order

  • WEB - Refers to a web order placed through your integrated website i.e. Shopify

  • POS - Refers to orders placed through your integrated POS (Point of Sale)

  • RETURN - Refers to a return order

 

6. There are multiple ways to add products to your Sales Order. It’s best to try each option to determine what will be most efficient for you. Please see the options below:

  1. Drag and Drop

  2. Selecting ‘Get Items’

  3. Manually Entering Style Number

  4. Manually Entering Barcode

6.1. Drag and Drop

  • To begin, open the Product Search screen to the left of your new order on the Sales Order screen.

  • In the top right hand screen you will need to select ‘Change to Normal View’.

  • Once you’re in Normal View you can drag the style from the Product Search screen onto the Sales Order and it will then appear on the Sales Order.

  • You can add multiple styles at once by clicking on the bottom of the style - you will notice that it turns a blue colour. Once you have selected all the required styles you can then drag one style across to the sales order and all styles that were selected will appear as well.

6.2. Selecting ‘Get Items’

  • Once again, you will need to open the Product Search screen to the left of your new order on the Sales Order screen.

  • In the top right hand screen you will need to select ‘Change to List View’.

  • To select the styles that you are wanting to add to the Sales Order you need to select the tick box next to the style.

  • Once you have selected the required styles you can then click ‘Get Items’ or click the big green ‘Click here to add selected Products’ button. Once either of these buttons is clicked, all selected styles will appear on the Sales Order.

6.3. Manually Entering Style Number

  • To add by entering the style number you need to type it into the BC Field located on the Sales Order itself and press Enter. Style will be automatically populated from the drop down.

  • Once you press Enter the product will appear on the Sales Order below.

6.4. Manually Entering Barcode

  • To add by entering the barcode you can follow the above step by entering the GS1 code into the BC Field and selecting GS1 from the drop down instead.

7. Once you have added all styles to the sales order you then need to enter the quantities for each size and colour of the styles. As you enter the quantity you will notice the the style cost to the right of the page will adjust.

  • If the style doesn’t have a unit price or if you need to adjust it you can click on the unit price and type in the amount.

 

7. As you’re entering the quantities for all styles you will see the total down the bottom automatically calculates. The footer is where you can apply a once off discount to the entire sales order by clicking on the discount in the brackets and entering in the discount percentage. If you need to add a reoccurring discount then this will need to be added on the Customer Information Screen under the Financial tab.

8. Once you’re sales order is complete you then need to select Generate SO down the bottom. The sales order won’t be live in the system until it is generated.

9. Once Generate SO has been selected a blue link will appear above the button saying ‘Show me the SO PDF’ and once it’s clicked the PDF preview will open allowing you to send an order confirmation using the options on the right.

  • Preview - Opens the PDF in your default PDF viewer (we recommend adobe reader)

  • Excel Report - Creates an excel report showing the breakdown of the Sales Order 

  • Save - Allows you to save the Sales Order PDF to your computer

  • Show in folder - Shows were the SO will be saved

  • Email - This will automatically attach the PDF to an email, allowing you to quickly send confirmation to your customer. Please note you will need to set your default email client for this function to work.

  • Print - Enables you to print directly to your default printer


9. Once you are done with the PDF you can select the Close button and move onto your next order.