User Manual

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 ====== Special Sales Order ======

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

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

 ===== Step 1: Create New or Edit existing Order ======
  * **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


 ===== Step 2: Who is the Customer =====

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.

 ===== Step 3: Add the items sold =====


 ====== Scenario 1: Pre-order item ======

**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**.

 ====== Scenario 2: MTO item ======

**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.

 ====== Scenario 3: Repair item ======

**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



===== Step 4: Order Terms =====

**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.



===== Step 5: Review Summary =====

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.


===== Step 6: Save the Document =====
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.


===== Step 7: Replace the pre-order item with an actual item id =====

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

Now the item is ready to be dispatch.


===== Step 8: Record Dispatch, Invoice and Collection =====

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:
  - **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.
  - **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.
  - **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
  - **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