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About sales orders

sales orders

Sales orders help you manage the sale of the products and services your customers order. Using sales orders is optional.

Why should I use sales orders?

The following QuickBooks features are only available if you use a sales order to start the sales process.

  • Single invoice for multiple orders: Some of your customers may place orders regularly enough that creating an invoice for every order is not practical or desirable. By using sales orders, you can keep track of multiple orders and then combine them onto a single invoice at an appropriate time, such as at the end of each month.

  • Partial invoicing: When you can only fulfill part of a customer's order, you can create an invoice based on the sales order and select only those items you can fulfill. The sales order keeps track of what has and hasn't been invoiced.

  • Backorder tracking: If you have some but not the entire quantity of a specific item, you can fulfill and invoice the quantity you do have. Then both the sales order and the invoice will show the quantity fulfilled and the quantity on backorder.

  • Sales Order Fulfillment Worksheet: When you have multiple sales orders to fulfill and not enough inventory to fulfill them all, the Sales Order Fulfillment Worksheet can help you decide which orders to fulfill first based on the criteria that are most important to you at the time.

How do I use sales orders?

There are three steps in the process of using a sales order.

To do this task

  1. Fill out the sales order.

    The ability to create and fill out a new sales order is available only in the Premier and Enterprise Solutions editions. In QuickBooks Pro, you can work with existing sales orders but cannot create new ones.

    Learn how to upgrade your version of QuickBooks.

  2. Fulfill the sales order.

    Fulfilling the sales order is simply getting the products or services to your customer.

    Inventory: If you're providing a product you keep in inventory, you can print a pick list from the sales order so you know exactly what to pull from inventory to fulfill the order. If you need to package the products for shipping, you can also print a packing slip and shipping label from the sales order.

    You can fulfill multiple sales orders at once using the Sales Order Fulfillment Worksheet, or you can fulfill them one at a time from the individual sales order forms.

    When you don't have enough inventory to fulfill the order
    If you don't have enough of one or more products (inventory items) to completely fulfill the sales order, you can create a purchase order from the sales order for those products you need.

    Service: If you're providing a service, schedule the service provider.

  3. Create the invoice.

    The last step in completing the sale is creating an invoice based on your sales order.

    Important: When you create and fill out a sales order, you haven't recorded the sale—you've only recorded the information you need to fulfill the order. The sale is recorded only after you create an invoice. For example, items you sell are not deducted from inventory until you create an invoice based on the sales order.

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