The Sales Order Fulfillment
Worksheet is available only in the Accountant, Manufacturing and Wholesale,
and Retail editions. Learn how to upgrade
your edition of QuickBooks.
If you track inventory items in QuickBooks and use sales orders, the Sales Order Fulfillment Worksheet
can help you decide which sales orders to fulfill when you don't have enough inventory on hand to
fulfill them all. It does this by letting you create different "what if?" scenarios to see how
fulfilling one set of sales orders affects your ability to fulfill others.
How does the worksheet work?
When you open the worksheet, it lists all open sales orders and information about each
one in different columns.
An open sales order is one that has one or more items that haven't been invoiced yet. Partially
invoiced sales orders are included in the list of open sales orders.
You choose a sales order to add it to the current scenario. Choosing a sales order means that you're tentatively marking it to be fulfilled. As soon as you choose a sales order, QuickBooks does some calculations to show you how that choice affects your ability to fulfill the other sales orders in the list. For example, if two sales orders contain the same item and you choose one of those sales orders, the amount that can be fulfilled on the other sales order might go down, changing its fulfillable status from (fulfillable) to (partially fulfillable).
You can manually choose sales orders to be fulfilled, or you can let QuickBooks choose sales orders for you based on the criterion you select. For example, you might want to have QuickBooks choose all sales orders with the earliest ship date that can be completely fulfilled. When choosing sales orders for you based on a criterion, QuickBooks marks all the sales orders that can possibly be fulfilled, given your current inventory levels.
You can use both the manual and automatic choosing methods in the same scenario, choosing some sales orders manually and letting QuickBooks choose others for you. For example, you might manually choose a critical sales order that must be fulfilled before all others, and then let QuickBooks choose from the remaining sales orders those that would bring in the most revenue.
The worksheet is for planning purposes only and does not enter any transactions in QuickBooks. Once you create a fulfillment scenario that best fits your current needs, you can print pick lists from the chosen sales orders to begin the fulfillment process. The sales are recorded only after you create invoices based on the sales orders you fulfill.
Important: The current scenario is not saved when you close the worksheet. If you want to save your work, you must print pick lists (or the sales orders themselves) so you know what sales orders to fulfill. It may be difficult or impossible to create the current scenario again because inventory levels may change before you open the worksheet again.
Sort drop-down list
The main purpose of the sort options is to make it easy to manually choose sales orders for fulfillment. Choosing a sort option moves the sales orders that fit that criterion to the top of the Sales Orders list.
Note: Choosing a different sort option doesn't affect any of the choices
you've already made. It only changes the order in which the sales orders
You can choose from any of the following sort criteria.
Sales Orders chosen for fulfillment first: Puts all sales orders you've already chosen (with a checkmark in the Choose column) at the top of the list and groups them alphabetically by Customer:Job.
Sales Orders that can be completely fulfilled first: Puts
sales orders with a (fulfillable)
status in the Fulfillable column at the top of the list.
By the date the Sales Order was entered: Sorts from earliest to latest sales order by the date in the Entered Date column.
By the Ship Date: Sorts from earliest to latest sales order by the date in the Ship Date column.
By Order Number: Sorts from lowest to highest sales order number.
By Customer:Job: Sorts alphabetically by the customer name, and then by job for each customer.
By Open Amount: Sorts from largest to smallest amount in the Open Amount column. The open amount is the total dollar amount for all items on the sales order that have not yet been invoiced (regardless of whether or not you currently have the inventory to fulfill the sales order).
By amount that can be fulfilled: Sorts from the largest amount to smallest in the To Fulfill Amount column. This is the dollar amount for all items on the sales order that can be fulfilled given the current scenario.
Partially invoiced Sales Orders first: Puts sales orders that have been partially invoiced at the top of the list.
Sales Orders list
The Sales Orders list in the upper portion of the worksheet shows all open sales orders with some information about each one in the different columns. Some of these columns are explained below.
Choose: A checkmark in this column means the sales order is included in the current fulfillment scenario. Choosing a sales order can change the information in the Fulfillable and To Fulfill Amount columns of other sales orders in the Sales Orders list that have not been chosen.
Fulfillable: A status icon in this column (in the upper list) shows whether you have the inventory to fulfill all , some , or none of the items on the sales order. The status of unselected sales orders often changes as you choose different sales orders to fulfill. However, once you choose a sales order, its status is locked in for the current scenario and won't be affected by other choices you make.
Open Amount: Shows the dollar amount that you would invoice if you fulfilled the entire sales order.
To Fulfill Amount: Shows the dollar amount you would invoice if you fulfilled all the items you possibly can fulfill given your current inventory levels and the current scenario. The To Fulfill Amount for a particular sales order is subject to change until you select that sales order for fulfillment. For example, if you have two sales orders that both have the same item and you don't have enough of that item to fulfill them both, choosing one of those sales orders for fulfillment will decrease the To Fulfill Amount for the other sales order.
Partially Invoiced: A Yes in this column means that some but not all of the items on the sales order have already been invoiced.
Choose For Me drop-down button
Selecting a criterion on the Choose For Me drop-down list causes QuickBooks to choose as many sales orders as possible that fit that criterion.
You can also use combinations of criteria by selecting the most important criterion first. Then you can select another criterion that will choose as many sales orders as possible that weren't chosen by the first criterion, and so on. Each time you select a criterion, you'll see a message telling you how many additional sales orders (if any) were chosen.
For each criterion, you can select whether you want QuickBooks to select only those sales orders that can be completely fulfilled (options starting with Full) or to also include those that can be partially fulfilled (options starting with All).
All/Full orders with the earliest order date: Selects as many sales orders as possible, starting with the earliest one by order date.
All/Full orders with earliest ship date: Selects as many sales orders as possible, starting with the earliest ship date (which could be before today's date).
All/Full orders with largest potential revenue: Selects as many sales orders as possible, starting with the largest amount shown in the To Fulfill Amount column.
Can I use both Sort and Choose For Me in the same scenario?
You can choose a sort order anytime without affecting selections made with Choose For Me.
The table in the lower portion of the worksheet shows each inventory item for whichever sales order is selected in the Sales Orders list above.
When you choose a sales order in the Sales Orders list, QuickBooks enters the largest possible quantity in the To Fulfill Qty column of each item in the detail table. You can change any item quantity in the To Fulfill Qty column. For example, even though you may be able to fulfill the entire quantity of an item, you might want to fulfill only some of them to leave some available for other sales orders.
Selecting a print option prints the pick lists, packing slips, or sales orders for all currently chosen sales orders in the Sales Orders list.
A pick list is for pulling the items on a sales order from inventory, while a packing slip shows exactly what items are included when you deliver or ship an order to your customer. Because the actual quantity of items in inventory may not always match the quantity shown in QuickBooks, it's a good idea to print pick lists and pull items from inventory before printing packing slips. If any quantity pulled from inventory is different than the quantity on the pick list, the actual quantity pulled should be noted on the pick list and then changed in the sales order before printing the packing slip. You should also adjust your inventory for that item.
Use the Sales Order Fulfillment Worksheet