How to Process an Order from Start to Finish

Start by creating a sales order and adding the items you'll be selling:

On step 2:

a. If all items are in stock and the customer will be taking them after payment select "immediate fulfillment".

b. If all items are in stock and the customer will have them delivered select "delivery" and add a delivery fee, if needed.

c. If the items will be shipped from the vendor select "direct to customer".

d. If items will be fulfilled with multiple fulfillment methods select "apply different fulfillment methods to each item"

On step 3:

Confirm all items and their prices as well as any additional fees or costs have been applied.

*If any changes need to be made you can click the blue bubbles at the top of the page to go back to any previous steps

On step 4:

Collect payment.

a. If the same payment will be applied for the entire order and it will be paid in full, select the payment type and then click pay.

b. If payment will be split click "split the payment into multiple payments" and select the payment type and enter in the amount. Click Pay. Repeat for all additional payments to be taken that day. If you are not collecting the full payment click continue. The order will have an open balance.

On step 5:

1a. If you'd like to print an invoice click on the invoice tab then click on the invoice number and click on the print icon.

1b. If you'd like the more detailed payment summary you can click on the details tab and click the print icon. This will print the SO summary.

2a. If the items are in stock click on the fulfillment tab and mark those items as delivered. If all items on the order are marked as delivered the Sales Order status will update to complete.

2b. If there are any special order items that will be delivered to the warehouse you will see a yellow box that lists the items and an "order items" button. If you want to place the order immediately click on "order items" otherwise navigate to the Purchase Order page. Note: at this point the Sales Order status will be "pending".

Special order items with Purchase Orders:

1a. If the item will be delivered from your store/warehouse, navigate to the Purchase Order page and click order items from the PO in the yellow table.

1b. If the item will be delivered directly from the vendor to the customer navigate to the Purchase Order page and open the PO on listed on the PO table.

Once all information on the PO looks good click submit. You'll see a finalized PO view that you can print or email using the buttons on the top right of the page.

Manually update to the next status --> sent, ack received, confirmed, etc.

Purchase Order Management/Receiving

1. Open the purchase order that was created for the items you are going to receive
2. Make sure the status is set to "sent, ack received, or confirmed"
3. A new button will appear on the top right Receive Items 

4a. By clicking this button a side panel will open. If all items on the Purchase Order are received check on the box to the left of the"Product". All items will now be selected. 

4b. If any item is missing or damaged uncheck the box next to the item. Then click submit. 

5a. Once you click submit and all items are now available to sell from inventory, if they do not have a Sales Order assigned to them

5b. If the items had sales orders assigned to them the Sales Order fulfillment tab will be updated. Each item will now show "fulfillment status - received" and "inventory status - ready".

6. You will also see the "Receive items" replaced with a "Print Labels" button.
7. If you click on this button you will be able to format your labels and print all labels for items that were received. 
8. Next to the "Print Labels" button you'll also now see a "+ Add Bill" button.
9. Click on this button and select vendor bill.
10. You will be redirected to the bill page. All items that were received will be added to the bill. You can change the product cost, when necessary.
11. Upon clicking submit your bill will be in a draft status. You can update the statuses as you pay the bills. Note: changing these statuses do not trigger any actions within quickbooks.

Completing the Sales Order

Once you have received all items on the order you can re-open the sales order and go to the fulfillment tab.

a. If you are not using the delivery functionality you can click on the checkbox to the left of the "products" and that will automatically select all products. Then click on the message in the bottom of the page and the order will be updated to "complete".

b. If you are using the delivery functionality click on the 3 dots to the right of the sales order on the sales order table and select "create delivery". Click submit. Once the order has been delivered all items will be marked as delivered and the Sales order will update to complete, if all items on the sales order were part of the delivery.