Sales Orders Overview
Order Processing
This module maintains a list of sales orders within the system and is highly reliant on the customers and parts modules. It allows for the creation of sales orders, invoices, shipping of goods, processing of completed orders, and transferring invoices into Sage. The module is designed to help you manage the sales order process, from generating sales orders to producing sales invoices. By doing so, you can track orders and analyse customer trends.
The module also provides the means to manage returns. Sales Order Processing consolidates your customer information and the goods/services you supply. These goods and services are then priced according to the selling prices and discounts set within the price list.
SAM supports the traceability of goods not only within the sales order process but also the purchase order process through the application of batch and serial numbers. The Stock Control module is used to enable batch and serial numbered items and governs the behaviour of these stock items within the system.
Allocating Stock to a Sales Order
Allocating stock to a Sales Order in the SAM Inventory System ensures that the required inventory is reserved for a specific customer, preventing overselling and ensuring accurate stock management. This process is crucial for efficient order fulfillment, inventory control, and customer satisfaction.
The allocation process involves selecting available stock, considering batch numbers or serial numbers (if applicable), and confirming the reservation before dispatch.
1. Access the Sales Order Module
- Navigate to the Sales Order module.
- Select the specific sales order that requires stock allocation.
2. Review Order Details
- Verify the customer details, ordered items, and required quantities.
- Ensure that stock is available for allocation.
3. Allocate Stock to the Order
- Select the items from available inventory.
- If batch tracking is enabled:
- Choose the specific batch number based on FIFO (First-In-First-Out) or manual selection.
- If serial number tracking is enabled:
- Assign the specific serial numbers to the order.
4. Confirm and Save Allocation
- Review the allocated stock to ensure accuracy.
- Click Save to confirm the stock reservation.
5. Proceed to Order Processing
- The allocated stock is now reserved and cannot be assigned to another order.
- The order can now move to the picking, packing, and dispatch stages.
Un-allocating Stock from a Sales Order
Un-allocating stock from a Sales Order in the SAM Inventory System allows you to release reserved inventory, making it available for other orders or stock adjustments. This process is essential when an order is modified, cancelled, or stock needs to be reassigned due to shortages, incorrect allocations, or customer requests.
Un-allocating stock ensures that inventory levels remain accurate and prevents un-necessary stock reservations that could impact fulfillment operations.
1. Access the Sales Order Module
- Navigate to the Sales Order module.
- Locate and open the specific sales order from which stock needs to be unallocated.
2. Review Allocated Stock
- Check the allocated items, including quantities, batch numbers, and serial numbers (if applicable).
3. Remove Stock Allocation
- Select the items to be unallocated.
- Click the Unallocate or Remove Allocation option.
- If batch tracking is enabled, the batch assignment will be removed.
- If serial number tracking is enabled, the serial number will be unlinked from the order.
4. Confirm & Save Changes
- Verify the un-allocated stock is correctly updated in the system.
- Click Save to finalise the process.
5. Check Inventory Levels
- The un-allocated stock will now be available for reassignment to other sales orders or returned to general stock.
Shipping a Sales Order
Shipping orders in the SAM Inventory System is the final step in the order fulfillment process. It ensures that allocated stock is correctly picked, packed, and dispatched to the customer. This process involves verifying order details, generating shipping labels, and updating the system to reflect the shipment status. Proper shipping management helps maintain customer satisfaction, accurate stock control, and efficient logistics.
1. Access the Sales Order Module
- Navigate to the Sales Order module.
- Locate and open the sales order that is ready for shipping.
2. Verify Order Details
- Ensure that all items have been allocated and are ready for dispatch.
- Check the shipping address, customer details, and any special instructions.
3. Initiate the Shipping Process
- Click on the Ship Order or Dispatch option.
- Select the carrier/courier service (if applicable).
- If required, enter the tracking number provided by the courier.
4. Generate Shipping Documents
- Print the packing slip and attach it to the shipment.
- Generate shipping labels if using an integrated courier service.
5. Confirm & Mark the Order as Shipped
- Once the items are dispatched, update the order status to Shipped.
- The system will update the inventory levels and mark the order as completed.
6. Notify the Customer
- If enabled, the system can send an automated shipping confirmation email with tracking details.
