Sales order workflows

Information provided by IQ Retail Training division

Version:

2024.3.0.0

Overview:

Managing sales orders has easier easier, you now have the option to assign statuses to open Sales Orders.

Not only can Users configure up to 6 statuses, each with its own colour for visual and filtering purposes, but generating a Picking Slip from a Sales Order and(or) Invoicing Sales Orders can also be linked to a status (In other words, unless a Quote is on a certain status it cannot be converted).

Assigning of Sales Order statuses is a manual function i.e., Sales Order status will not update automatically after certain actions.

Enabling this feature:

Navigate to Utilities --> Setup --> Module Parameters à Processing Tab --> Sales Order Status Setup (there is no default settings 1 tick box).

1.    Select to enable all the options on this screen

2.    Select to enable Workflow View (we will discuss this view later).

3.    Select the statuses you want to use (only ticked statuses will show and be available for selection).

4.    Select which status will allow Picking Slips to be created (these tick boxes will only be available if you have ticked “Enable Picking Slips Module” in default settings 1). If the sales order status is not on the status selected for Picking Slips then the Generate Picking Slip option will be greyed out when you select the Picking Slip button at the bottom of the Sales Order Maintenance screen.

5.    Select which status will allow the Invoicing of a Sales Order (if the sales order is not on this status, you will receive an “error pop up” when trying to Invoice a sales order – we will show you this pop-up later).

6.    Select which status will not allow right click delete in Workflow view (if ticked for a certain status and you are in Workflow view and you right click on a sales order with such a status, the Delete option will be greyed out).

7.    Select the colours you would like to represent the various statuses. Standard Font is the font colour used in the Sales Order Maintenance grid when the sales order is not selected. Highlight Font is the font colour used in the Sales Order Maintenance grid when the sales order is selected.

8.    Here you can label the statuses using your own terms instead of the default terms listed in area 3.

Once configured, a new Order Status button will be visible at the bottom of the Sales Order Maintenance screen as well as a Status legend at the top of screen.

How do you use the sales order statuses?

When you-create a sales order after you have setup Sales Order Statuses, the new sales order will populate the sales order maintenance grid with the “Pending Acceptance” status.

Note [!]:

Any sales order that existed prior to enabling Sales Order Statuses will be the same colour as the “Pending Acceptance” status but without the status actually being applied, you will have to set the status for existing sales orders.

Below you will see two existing Sales Orders, SAL8 has been set to Pending Acceptance after statuses were enabled, whereas SAL9 has not had any status applied after statuses were enabled.

Once the sales order has been created you can select it and click on the Order Status button at the bottom of the Sales Order Maintenance screen and select which status you want to assign to that sales order.

If we assign SAL9 the Pending Acceptance status, its colour will remain the same but it will now have an actual status associated with it.

If a sales order is generated from a quote, that sales order will populate the Sales Order Maintenance grid with the “Accepted” status.

You can, at any time, select a sales order and click on the Order Status button and change the status of a sales order. Once you have a few sales orders with statuses set, your Sales Order Maintenance screen should look similar to the screenshot below:

If you change the status of a sales order to a status which was ticked for Picking Slips (in our setup it was the Pending Stock status), the system will ask you if you want to create the Picking Slip immediately.

Known exception pop ups:

If you try to convert a Sales Order to an Invoice, and that sales order is not on the correct status (as you set it up in module parameters), you will receive the following error pop-up:

Enable workflow view:

To enable the workflow view, navigate to Utilities --> Setup --> Module Parameters --> Processing Tab --> Sale Order Status Setup

If enable Workflow View box in the Sales Order Status Setup screen in Module Parameters, you will have the following functionality:

If you right click in the Sale Order Maintenance Screen, you will now have the option to Switch View.

If you select the switch view option the Sales Order Maintenance screen will change and look as follows:

You are now able to change the status of a Sales Order by left click and dragging it to any of the status columns, and the sales order will then have the status of whichever column you dragged it to.

In our example we will drag SAL12 from the Accepted column to the Pending Stock column.

If you right click on a Sales Order in Workflow View you will see a new context menu. In the below screenshot we right clicked on SAL8.

1. Here you can create a new sales order, edit the sales order you right clicked on, preview the sales order, email the sales order, print the sales order as well as Invoice the sales order if it has the right status (if you try to invoice a quote which does not have the right status you will receive the same error pop up you did in the Normal View).
2. If No Delete was ticked for a specific status then Delete will be greyed out in the Right Click menu. If you try to delete the quote from the Processing button at the bottom of the screen you will end up with the following pop up:
3. You can switch back to Normal View also.

If you use the Collapse All and Expand All options (Expand All is the default when switching to Workflow View) the view will change as follows:

Expanded – you can see more sales order details.

Collapsed – you can only see the sales order number and the Debtor account number.

You can also delete sales orders with the correct statuses by dragging them onto the bin icon on the left of the screen. If the status does not allow deletion, you will receive the same pop up as earlier.