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A Sales Order is a document that represents an order placed by one of your customers, where they ask you to give them a certain set of products or services at a certain price. In inFlow Inventory, all of the work related to an order is saved alongside the order, including information on order processing, shipping, invoicing and customer returns. This makes it easy to find all the information related to an order and its status.

To create a new Sales Order; from the inFlow Menu button, select Sales and then New Sales Order.

Alternatively, you can click the New Order link from the Home Page

Entering Header Information

The header of the Sales Order contains the common information about the order that is visible throughout the Sales Order process, both in the Simple Workflow and the Advanced Workflow.

The following fields are in the Sales Order header:

Customer – This field must have an entry. Select the Customer that is placing this order; usually it will be the company name of your customer. How to select a customer.

Contact – The person who is your contact at the customer regarding this order.

Phone – A phone number you can call at your customer's place of business.

Address – The Address to which you should send the order invoice. This will be renamed to Billing Address when you click on the add shipping link.

Sales – Your Sales Representative who was responsible for this order.

Location - The inventory location associated with this order. Items will be picked and restocked into this location by default.

Order # – A unique number by which you can refer to your customer orders. This is also used as an invoice number. This will be automatically filled in the first time you save your order. You can edit this Order # directly or set the pattern of how future order numbers will be created under Company Settings.

Date – The date of the order, usually the date on which the order was placed. You may change this date.

Status – A short description of the status of this Sales Order.

Terms – Payment Terms for this order, i.e. an agreement between you and your customer about how the customer should pay you for this order. You can select from a list of existing Payment Terms, or add a new type by selecting <Add New… > from the dropdown list.

P.O. # – A Purchase Order number by which your customer may refer to this order.

Sales Order Advanced Workflow Overview.

Showing / Hiding Shipping Information

You can hide the shipping information for the order by clicking the no shipping link. If you want to turn it back on, click the add shipping link.

When shipping information is hidden, the Shipping Address field will be hidden and the Billing Address field will be renamed to just Address. In this case, the Address used will be defaulted to the Business Address of the customer. The P.O.# and Terms fields will also be hidden. There will also be other changes to the order that depend on whether it’s in the Simple Workflow or Full Workflow.

When you click add shipping link, the following fields are added to the header:

Terms - Payment Terms for this order, i.e. an agreement between you and your customer about how the customer should pay you for this order. You can select from a list of existing Payment Terms, or add a new type by selecting <Add New… > from the dropdown list.

P.O. # - Your customer’s Purchase Order number.

Shipping Address - The customer’s address to which this order should be shipped. This may or may not be different from the billing address. This will be hidden when the order has no shipping set.

You may also add up to three custom fields into Sales Orders. These will show up underneath the Sales Rep field.

Custom Fields

Billing and Shipping Addresses

When you select the Customer the billing and shipping addresses will be completed according to the stored customer information. If you have set the Billing Address or Shipping Address in the customer information, then the appropriate Address fields will completed. Otherwise they will default to the customer’s Business Address.

To select another customer address, click the small arrow next to the address field, and select the name of the address to use.

To edit the address, move your mouse into the main address box and click the Edit link. A popup will appear allowing you to edit the various parts of the address. Changes to the address can be saved back to the main customer information by answering yes when prompted by the program.  Simply make the necessary changes to the customer details within the sales order itself and when you save the order, InFlow will ask you if you would like to save any changes and provide you with an easy to navigate list of the changes you have made.