This training document covers the topics related to Made to order, pre-order and repair orders,

Note: Steps for Creating the Sales Order remains the same with differences in how the item is added

• Create Sales Order with pre-order item, or mto-item or repair-item
• Dispatch Item
• Record Payment
• Create Invoice

• Create New: Click on Sales Order from the Menu and then click on Create New button
• Edit Existing Order: Search for the order that you want and then click on the link to open that sales order

Click Edit Header. System will open a popup to edit the information of the header. Following information is required:

• Customer Name: Select an existing customer or Click + to add new customer.
• Currency: Provide the currency of the sale, by default system will show local currency
• Order Date: The date of sale,
• Channel: Select the appropriate sales channel,
• Billing Name: This defaults to the customer name, to have a Billing different from customer, select the required billing name.
• Billing Address: Select the billing address, if Billing address is different than the one selected.
• Comments: Any comments as needed.

After the information that is required is provided, click on the Confirm button to close the popup.

Add Pre-order item: In Order item section:

• Click + button, this will open search screen for users to search and select the item to add.
• A popup will open where you can see all items. Select pre-order tab
• Select the item that you want to add, and then click Confirm.

Add MTO item: In Order item section:

• Click + button, this will open search screen for users to search and select the item to add.
• A popup will open where you can see all items. Select MTO / Repair item tab
• Choose the pre-defined MTO item id that you want to add, and then click confirm.

Add Repair item: In Order item section:

• Click + button, this will open search screen for users to search and select the item to add.
• A popup will open where you can see all items. Select MTO / Repair item tab
• Choose the pre-defined Repair item id that you want to add, and then click confirm.

Provide item details: After the item is added, you can click on Edit button for that item, system will open a popup, and you can provide the following details:

• Provide Quantity
• Provide Discount detail
• Select the applicable Tax
• Add Comments as necessary.

After editing is done, click Confirm to close the popup.

Provide Cost Breakup. This is required only if there is a partner to whom you pay commission

Click on Action button “…” to open menu specific to the item and select the option “Cost Breakup”, a popup will open to provide cost breakup, provide the following details:

• Click Add Record to add Cost, specify Purpose, Cost amount, comment.
• Repeat the above step for each additional cost
• After cost is provided, click Confirm to close the popup

Repeat Step 3 for each item to be added in the Order

Click edit in Terms. System will open a popup to edit the information of the terms. following information is required:

• Payment date
• Credit Days
• Payment Terms
• Mode of Payment

After editing is done, click Confirm to close the popup.

Check following details in the summary:

• Order Total: Review the value of the transaction, including tax, discount, total payable
• Document details: Code, Date, currency and the status of the document
• Document status is updated, according to the quantity ordered vs quantity dispatched: It can be Order accepted, Part dispatched, or full dispatch done
• Finance status will show 3 levels of Status according to the payment received from the customer: Pending, Part settled or full settled.

After all necessary information is provided and reviewed, Click on Save at the top of the screen,

You need to Save each time any changes are made in the sales document.

After item is added in sales as pre-order / custom order, the backend team is assumed to be producing or purchasing the item that is pre-ordered or custom order (MTO).

Once the production / procurement process is done, you will have the actual item id in the system, with actual cost.

Replace the pre-order / Customer MTO item id in the sales order with the actual item id, before proceeding with the dispatch / invoice.

Follow these steps:

1. Open the sales order for which now the pre-ordered item or the MTO item is ready to be delivered to the customer.
2. Click edit button for the item that is ready to dispatch. A popup will open to edit the item details
3. In the Item id box, replace the id with the actual item id and click update
4. Click Confirm button on the item editor
5. Click Save button (as given in step 6)
6. Repeat the steps for each Pre-order or MTO item

Now the item is ready to be dispatch.

Following one click actions are available at the bottom, after the summary, scroll down and find the section.

You can Create the following documents in one click:

1. Deposit Invoice: Create Deposit Invoice if customer is paying an advance.
   • Click on Deposit Invoice. A popup will open.
   • Provide Billing Name, Billing Address, Amount paid, Ref No (if required) and Ref Date (if required)
   • Click on Confirm to Create Deposit Invoice.
2. Full Invoice: Create Full Invoice if full payment is done and all items are dispatched.
   • Click on Full Invoice. A popup will open.
   • Provide Billing Name, Billing Address, Ref No (if required) and Ref Date (if required)
   • Click on Confirm to Create Full Invoice.
3. Dispatch: Create one click Dispatch to dispatch all items given in the sales order.
   • Click on Dispatch. A popup will open.
   • Provide Billing Name, Billing Address, Ref No (if required) and Ref Date (if required)
   • Click on Confirm to Create Dispatch.
   • Note: It is possible the system may reject the dispatch if the items are not in the correct location
4. Payment: Record the Payments being made by the customer in part or full
   • Click on Payment. A popup will open.
   • Provide Currency, Exchange Rate, Amount, Comments
   • Click on Confirm to Create Payment.
   • Repeat this step for each part payment. eg: If customer is paying in 2 parts - some amount is in cash and some amount is in credit card: then click this button twice to record both payment separately