Sale order process includes the following steps:

1. Creating a header of the sale order.

2. Creating a sale quote (can be skipped if 'Skip Quote' in the header is selected).

3. Creating a sale order.

4. Pick, pack and ship.

5. Creating an invoice.

6. Add payments.

7. Creating a credit note (if needed).

8. Creating manual journals.

9. Attachments, e-mails, activity log.


To create a sale order navigate to Sale -> New Sale or click "+ Sale" button on View All Sales screen.


DOCUMENT HEADER

Enter the Customer’s Information.

*Customer - This is the name of the prospective buyer who made an enquiry. Type the Customer’s name to search for an existing record or select from the list by clicking the dropdown arrow. It will automatically populate the Customer’s information – *Customer NameContact, Phone, Billing Address, *Tax, *Price Tier, Terms, *Sales Representative, Location, and Shipping Address. Update any Customer information if necessary.

Alternatively, if the Customer’s profile is not in the list, click ‘Add new Customer’ in the *Customer field and a new window will ask user to save details of the new Customer. Any Comments added to the Customer information will reflect in the Notes area when creating a Sale Quote or Sale Order. This is to remind user about any special requests from a customer.

Do the same for the Contact field by clicking ‘Add new Customer Contact’, and a new Billing Address and Shipping Address (If Shipping Address is different from Billing) by clicking ‘Add new Address’ in the Line 1 field of Billing Address and Shipping Address.

User can save three *Types of addresses: ‘Billing’, ‘Shipping’, and ‘Business’.

Once saved, the Customer information will be permanently available for use in your future Sale Quotes and Sale Orders. It will automatically populate the Customer’s information – *Customer Name, Contact, Phone, Billing Address, *Tax, *Price Tier, Terms, *Sales Representative, Location, and Shipping Address.

NOTE. This can also be maintained under the Sale module – See New Customer.

Note - Enter a note for this Sale Quote in the Note field when necessary. All notes are for internal use only and will not be printed on the Sale Quote or Sale Order.

Skip Quote tick box – leave this unchecked if you want to  generate a Sale Quote.

Recurring Task tick box – leave this unchecked for Sale Quote creation.

Shipping Address – This is the Customer’s shipping address. Click on the drop-down arrow to choose from the existing address list.

Alternatively, user can save a new Shipping Address by clicking ‘Add New Address’ in the Line 1 field of Shipping Address option if necessary.


In the event that user prefer to create a temporary customer record (since a Sale Quote is given to prospective buyers, they are not obliged to commit to the estimate), simply type in Customer information in the *Required fields at the minimum and only save Customer’s information permanently once they decide to proceed with the Sale Order. This way, your database will save space and not store unwanted Customer information.

Type in the Customer Information provided in the corresponding fields without clicking on the ‘Add’ Customer Information links. Required fields should still be filled even if this is a temporary record (*Customer, *Tax, *Price Tier, *Sales Representative, and*Date). Proceed normally with entering the Sale Quote Details and any Additional Charges, and Authorising Sale Quote as discussed in the succeeding sections.

At the end of this Sale Quote process, the temporary Customer information provided will not appear in the drop-down list box until it is permanently added in the Customer database. User can either add them through the Sale Order or through the New Customer function.

SALE QUOTE

Sale Quote can be generated when a prospective buyer enquires an estimate cost of goods and/or services from the company. However, user can skip this step and proceed directly to the Sale Order generation.

Enter Sale Quote Details

In the Quote tab, click on "+ Quote Line" to add new line and input items you want to Quote. You also have an option to scan your items instead of adding them manually.

SKU – Stock Keeping Unit is the unique identifier of the item you are quoting. Enter the SKU or Item Description or the exact Batch/Serial Number or Barcode to search for an existing stock record or select from the list by clicking on the SKU or Item Description’s drop-down arrow. This list is limited by 50 items only. If you can’t see the item you just need to type a more specific pattern.

Input the Quantity required by the customer, Price of the stock, and Discount if any. Continue to add a new line to quote all the items needed by the customer by clicking ‘Add Line’ button or simply tab from the last field of the previous record to add another line automatically.

Enter Additional Charges, if any

If there are any Additional Charges related to the Sale Quote, click "+ Additional Charge" to add a new line and input necessary information. Otherwise, proceed to Authorise Sale Quote.

Description – This is the description of the Additional Charge related to the Sale Quote. Enter the Description to search for an existing record or select from the existing list by clicking on the Description’s drop-down arrow.

Input Amount, Discount if any, and Tax Rule. Continue to add Additional Charges by clicking "+ Additional Charge" button or simply tab from the last field of the previous record to add another line automatically. Enter additional info to Quote Memo if necessary.

Authorise Sale Quote

Once all the necessary information for the Sale Quote is entered, user can then authorise the transaction by clicking the ‘Authorise’ button.


Sale Quote is now saved and authorised. User now has the option to Print, Email, or Clone the Sale Quote.

NOTE. Sale Quote, even when authorised, does not reserve inventory. Items can be sold by authorising different orders. User has to proceed with Sales Order to allocate inventory and make sure that customer request will be fulfilled.

Other Actions - Clone, Undo, Void, Print or Email Sale Quote

Other actions available for recently authorised Sale Quote are – ‘Clone’, ‘Undo’, ‘Void’,’ Print’ (to PDF), and send ‘Email’.


‘Clone’ will recreate a New Sale Quote with the same Customer and Quote details.

‘Undo’ will reverse the Sale Quote to ‘Draft’ status if it was already saved (‘Quote in Progress’) or authorised (‘Quote Completed’).

‘Void’ will delete the Sale Quote and change the status to ‘Voided’. It will remove all the Quote details entered.

To print the authorised Sale Quote to PDF, click on ‘Print’ then click on ‘Sale Quote’.

Sample Sale Quote in PDF

NOTE. Sale Quote Report is fully customisable in the Settings module ’Manage Document Templates’. Simply download the template to your computer, update the MS Word template, and then upload back to DEAR Systems.

To Email the authorised Sale Quote, click on ’Email’ then click on ‘Sale Quote’. A new window will open for user to include a message. The Sale Quote document is attached as a PDF file. Click ‘Send’.

NOTE. Original emails and its attachments can be found in the Attachments tab of the Sale Order for future reference.

SALE ORDER

User can generate a Sale Order in several ways:

  • Create a Sale Order from a Sale Quote that has been completed or in progress
  • Create a New Sale Order without generating a Sale Quote
  • Automatic Sale Order creation when a Split Order is done
  • Create by Recurring Sale Order
  • Clone an existing Sale Order

Create a Sale Order from a Sale Quote that has been completed or in progress

Click on the Sale module and under the ‘Orders’, click ‘View All’.

Select a Sale Quote with a ‘ESTIMATED’ or ‘ESTIMATING’ Status.

Selected Sale Quote will show the original *Customer Name, Contact, Phone, Billing Address, *Tax, *Price Tier, Terms, *Sales Representative, Location, Status, Shipping Address, Invoice #, and Quote details in a read-only format. Click on the Order tab to input Sale Order information.

Enter Stock Details manually by clicking the "+ Order Line" button; enter the SKU or Item Description or exact Batch/Serial Number or Barcode to search for an existing stock record or select from the list by clicking on the SKU or Item Description’s drop-down arrow. Continue to add Stock Details by clicking "+ Order Line" button or simply tab from the last field of the previous record to add another line automatically.

You can also "Scan" items or simply Copy Quote details from the Sale Quote by clicking the ‘Copy From Quote’ button.

Once all the Sale Order Details are entered, click the ‘Authorise’ button to complete the Sale Order.


Sale Order is now saved and authorised. Once authorised, the stock is reserved in the database however it can still be reallocated to other orders until Pick is authorized.

Create a New Sale Order without generating a Sale Quote

Check the 'Skip Quote' tick box to skip the Sale Quote process. This will let you proceed with the Sale Order without generating a Sale Quote.

In the Order tab, click on "+ Order Line" (or "Scan" items) to add new line and input items you want to sell.

SKU – Stock Keeping Unit is the unique identifier of the item you are selling. Enter the SKU or Item Description or exact Batch/Serial Number or Barcode to search for an existing stock record or select from the list by clicking on the SKU or Item Description’s dropdown arrow. This list is limited by 50 items only. If you can’t see the item you just need to type a more specific pattern.

Input the Quantity required by the customer, Price of the stock, and Discount if any. Continue to add a new line to input all the items needed by the customer by clicking "+ Order Line" button or simply tab from the last field of the previous record to add another line automatically.

Once all the Sale Order Details are entered, click the ‘Authorise’ button to complete the Sale Order.

Sale Order is now saved and authorised. Once authorised, the stock is reserved in the database however it can still be reallocated to other orders until Pick is authorized.

Automatic Sale Order creation when a Split Order is done

This scenario occurs when user decides to split the Sale Order due to insufficient inventory on hand vs. the quantity of stock the customer requires.

Let’s say in the Sale Quote, customer requires 120 Aloe Vera Shampoo and inventory only has 100.

User can still proceed to authorize the Sale Quote.


Authorise the Order in the Order tab. and user will be given the option to Split the Order or Backorder the stock. Click on the ‘Split Order’ button to proceed with the Sale Order.


Upon clicking ‘Split Order’, another Sale Order will be generated automatically. First is the Original Sale Order that partially fulfils the order based on the quantity of stock available in your inventory. Only 100 items for this example.

Second Sale Order will include the remaining 20 items the customer required but not available in the current inventory. This will be saved for later and can be reserved when stock becomes available.


If user decides to choose Backorder, the Sale Order will still be authorised with the complete Quantity of Stock by the customer. A Sale Invoice will be created for the customer and also create a Backorder for the inventory not available in stock.

Quantity of items for backorder will be included in the Sale Invoice, as well as the value.


Created by Recurring Sale Order

Follow any of the first 2 ways in creating a New Sale Order – Create a Sale Order from a Sale Quote that has been completed or in progress or Create a New Sale Order without generating a Sale Quote BUT, check the Recurring Order tick box. Specify the frequency of this Sale Order (choose from Weekly, Fortnightly, Monthly, Quarterly, Half-Yearly, Annually). Continue the process until Sale Invoice generation.

Authorise the Sale Order’s Invoice in the Invoice tab. This successfully flags the transaction to be a Recurring Order and will appear in the Recurring invoices.

Click on ‘Recurring Invoices’ under Orders in the Sale module.

Here you will see the list of Recurring Invoices available for creation. Tick on the record that is ready for their next invoice and click ‘Create Invoices’ button.


An Invoice will be automatically created and the next recurring invoice date will be updated.

Click on the newly generated Invoice number and you will be redirected to the New Sale Order screen. Proceed as you would in a normal Sale Order.

Clone an existing Sale Order

Use 'Clone' button to create a copy of the sales order.


PICK, PACK, SHIP

Pick – to select the stock listed in the authorised Sale Order from the inventory.

Click on the Pick tab in an authorised Sale Order. Click on "Add line" to add a new line. You also have an option to "Scan" items or to let the system "Auto Pick" the order.

Let’s say half of the ‘Aloe Vera Drink’ order will come from the Main warehouse and the other half from the LA warehouse. Click on the SKU or Item Description’s drop-down arrow and select the ‘Aloe Vera Drink’ from the Main warehouse. Update the Quantity field to ‘5’.

Add a new line then click on the SKU or Item Description’s dropdown arrow and select the ‘Aloe Vera Drink’ from the LA warehouse this time. Update the Quantity field to ‘5’.

Continue to Pick the Stock listed in the Sale Order by clicking ‘Add Line’ button or simply tab from the last field of the previous record to add another line automatically. Once the order is complete, click ‘Authorise’ to authorize and complete the Pick process.


Pick process is now saved and completed.

Pick list can be printed by clicking ‘Print’ then ‘Pick List’.

NOTE. User can also use the ‘Auto Pick’ button, especially if there is no need to pick the stock from multiple warehouses.

Pack – pack the items picked and prepare for shipping.

Click on the Pack tab, then click ‘Copy from Pick’ button.

Update the Box Number field if necessary, and then click ‘Authorise’ to authorise Pack process.


Pack process is now saved and completed. Packing slip and Box labels can be printed.

Print the Box label or Packing Slip to be attached on the box. Click on ‘Print’ button, then ‘Box Label’ or ‘Packing Slip’.

Sample Box Label printed in PDF.

Sample Packing Slip printed in PDF.

NOTE. Box Labels and Packing Slips are fully customisable in the Settings module ’Manage Document Templates’. Simply download the template to your computer, update the MS Word template, and then upload back to DEAR Systems.

Ship – to confirm boxes have been shipped to their destination.

Click on the Ship tab, and then click ‘Auto Fill’ button.

Select the Carrier from the dropdown list, input Tracking Number, and check the Shipped tick box to confirm it has been shipped. Click ‘Authorise’ to authorise Ship process.


Ship process is now saved and completed. The shipped items will now be removed from Inventory control account.

NOTE. Since authorising the Ship process physically affects the inventory in the chosen location, this process will not be allowed if a Stocktake is ongoing in the originating warehouse location. User will receive an error message:


Same error message will appear if user decides to ‘Undo’ or ‘Void’ the Ship process and Stocktake is ongoing.


NOTE. If one or all of the Pick, Pack, and Ship process do not apply to your business you have the ability to skip these steps by navigating to Settings -> General Settings and then amending the relevant sections of the cell process customization.  

You have the ability to automate the picking, packing, and the shipping.  This is especially used for when most of your orders are generated by an ecommerce platform.  


SALE INVOICE

Once a Sale Order is authorised, a Sale Invoice can be generated.

In an authorised Sale Order, click on the Invoice tab. Here you will see the Sale Invoice Date, Due Date, and Inventory of the stock from the Sale Order. Changes on the order details will not be allowed at this stage.

User can only add Additional Charges and Payments if needed. Click ‘Additional Charge’ under Additional Charges to add a new line. Enter Description, Amount, and Discount (if any). Continue to add Additional Charges if needed by clicking ‘Additional Charge’ button or simply tab from the last field of the previous record to add another line automatically. Click ‘Authorise’ to authorise Sale Invoice.


Sale Invoice is now saved and authorised. At this stage, Sale Invoice can be synchronised with Accounting Software.

NOTE. User will not be allowed to authorise a Sale Invoice if a Stocktake is ongoing in the originating warehouse location. User will receive an error message.


User can choose to Print the authorised Sale Invoice to PDF. Click on ‘Print’ then ‘Invoice’.

Sample Sale Invoice in PDF

NOTE. Sale Invoice is fully customisable in the Settings module ’Manage Document Templates’. Simply download the template to your computer, update the MS Word template, and then upload back to DEAR Systems.

User can also Email the Sale Invoice to the customer. Click on ‘E-mail’ then click ‘Invoice’. A new window will open for user to include a message. The Sale Invoice document is attached as a PDF file. Click ‘Send’.

PAYMENTS

Payment details can be added as well in the Invoice tab. User can enter it manually or by syncing to Accounting System.

If you're a Xero user, you can create payments in DEAR Inventory and push those out to Xero.  If you're a QuickBooks user, you can create payments in DEAR Inventory as well and push those out to QuickBooks.

To ensure your payments from DEAR are synchronized to Xero, you will need to set the right parameters within the Xero Integration page.  Please ensure that the payments are pushed to Xero rather than being pulled from Xero.  In a case of payments being pulled from Xero, you will need to ensure that the payments are applied to invoices in Xero and then synchronized over to DEAR.  Make sure to save your changes before exiting the screen. 

To enter payment manually, click on ‘Add Payment’ under Payments.

If Sale Invoice currency is different from client base currency, user has to provide conversion rate used by bank when payment was made.

NOTE.  The Small subscription plan caters for single currency while multiple currencies are offered in the Medium and Large Subscription Plans. Please refer to the My Accounts User Manual for more details on Plan Subscriptions.

Input Account type by clicking on the dropdown list, Reference, Date Paid, and Amount paid. Balance Due will update automatically. Save payment by clicking ‘Save’.


There is also an option to create one bulk payment for multiple invoices for a single customer (Sale -> Customers -> Bulk Payment).



SALE CREDIT NOTE

On the Sale module, click ‘View All’ under Orders to view the list of Sale Orders.

Credit Notes are issued only to Sale Orders with ‘Completed’ Status.


Selected Sale Order will show Customer information, Quote, Order, Pick, Pack, Ship, and Invoice details in a read-only format. Click on the Credit Note tab to input necessary information.

Proceed to update the discrepancies for the orders processed incorrectly.

Here are some sample Credit Note scenarios:

1. Unit Price of the Stock is actually lower and customer has been over charged.

Let’s say the customer is over charged for the price of the Aloe Vera Drink. It was supposed to be $8.00 but charged $10.00 instead, user will need to enter the price difference between the original charge and the actual price of the item.

In the Credit Note tab, enter the Credit Note Date, Credit Note Number will be assigned once authorised. Enter Stock Details manually by clicking on the ‘+ Credit Note Line’ button or simply Copy Order details from the original Sale Invoice by clicking the ‘Copy’ button.

Update the Price difference in the Price field. For this case, price difference is $2.00. Delete any records that have been Invoiced correctly.

Add any Additional Charges manually or by copying from the original Sale Invoice.

User can then authorise the Credit Note by clicking on the ‘Authorise’ button.


Credit Note is now authorised and saved in the database. A Refund should then be issued to the customer.

At this stage, Credit Note will be synchronised with Accounting Software.

Enter Refund information at the bottom of the Credit Note tab. Click ‘Add Refund’ . Enter Account information, ReferenceDate Paid, and Amount refunded. Click ‘Save’ to complete Refund.


NOTE. User has the option to sync Refund through the XERO Accounting System as well.

2. Goods sent to the Customer are short shipped or damaged

In the event that the number of goods shipped does not match the number of goods indicated in the Sale Invoice or if there are any damaged/faulty items in the shipped goods, a Credit Note should be issued to the customer.

For example, the number of Aloe Vera Shampoo invoiced is 10 but only received 5, or the invoiced number is 10 but 5 of them were damaged and needs replacement. User will then update the quantity and indicate the difference on what was invoiced and what was received.

In the Credit Note tab, enter the Credit Note DateCredit Note Number will be assigned once authorised. Enter Stock Details manually by clicking on the ‘Add Line’ button or simply Copy Sale Order details from the original Sale Invoice by clicking the ‘Copy’ button.

Update the quantity difference in the Quantity field. For this case, quantity difference is 5 for Aloe Vera Shampoo. Delete any records that have been Invoiced correctly.

Add any Additional Charges manually or by copying from the original Sale Invoice.

User can then authorise the Credit Note by clicking on the ‘Authorise’ button.


Upon clicking ‘Authorise’ in the Credit Note tab, user will be required to Restock the items first for them to be added back into the database. Click the ‘Authorise’ button in the Restock tab.


Credit Note and Restock are now authorised and saved in the database. A Refund should then be issued to the customer.

NOTE. User will not be allowed to authorise a Restock if a Stocktake is ongoing in the originating warehouse location. User will receive an error message.

Enter Refund information at the bottom of the Credit Note tab. Click ‘Add Refund’ . Enter Account information, ReferenceDate Paid, and Amount refunded. Click ‘Save’ to complete Refund.

3. Goods are incorrectly shipped

In this scenario, the entire order was shipped in error and needs to be sent back to the company by the customer.

In the Credit Note tab, enter the Credit Note Date, Credit Note Number will be assigned once authorised. Copy Order details from the original Sale Invoice by clicking the ‘Copy’ button. Copy any Additional Charges as well by clicking ‘Copy From Invoice’ under Additional Charges. Any details will NOT be changed and be authorised as is.

Click on the ‘Authorise’ button to authorise this Credit Note.

Upon clicking ‘Authorise’ in the Credit Note tab, user will be required to Restock the items first, for them to be added back into the database. Click the ‘Authorise’ button in the Restock tab.

Credit Note and Restock are now authorised and saved in the database. A Refund should then be issued to the customer.

NOTE. User will not be allowed to authorise a Restock if a Stocktake is ongoing in the originating warehouse location. User will receive an error message.

4. Discounts

Discounts can be applied to a Sale Order after Sale Invoice has been issued.

For example, the customer was given a 10% discount of the entire Sale Invoice with a total amount of $10.85 (View the total from the Invoice tab). 10% Discount will then be $1.09. Use this information to create a Credit Note.


In the Credit Note tab, enter the Credit Note Date, Credit Note Number will be assigned once authorised. Use the ‘Additional Charges’ section to input Discount for customer. Click on ‘Additional Charge’ to add a new line. Enter Description (e.g. ‘Discount’), input the Discount Amount computed from the previous step ($1.09), and Tax Rule.

Click on the ‘Authorise’ button to authorise this Credit Note.


This Credit Note is now authorised. A Refund should then be issued to the customer.

Enter Refund information at the bottom of the Credit Note tab. Click ‘Add Refund’. Enter Account information, ReferenceDate Paid, and Amount refunded. Click ‘Save’ to complete Refund.


DOCUMENT ATTACHMENTS, E-MAILS AND ACTIVITY LOG

User has the option to Print all authorised Sale Quote, Sale Order, Pick List, Receipt, Packing Slip, Box Label, Sale Invoice, and Credit Note to a PDF file and/or send an e-mail with the Sale related documents attached. User can also upload any documents associated to the Sale by uploading in the Attachment tab.

To print authorised Sale related documents to PDF, click on ‘Print’ button and choose from the list of printable documents. You need to make sure that corresponding document is created and saved in DEAR.


Any documents printed to PDF will be saved in the Attachment tab.


To Email the authorised Sale Order (or any other authorised Sale related document), click on ’E-mail’ button then choose from the list of Sale related documents.

A new window will open for user to include a message. Click on the available PDF documents that you need to be attached in the e-mail.


NOTE. E-mails will be sent on behalf of the billing contact set up on the settings page. Make sure this contact e-mail is correct; otherwise recipient won’t be able to reply to your email. (Click on Settings module > Reference Books > Company Contacts)


User can also choose to re-send the email if necessary by clicking on the Attachment tab and selecting the previously sent email.

To attach a document (from your computer) associated to the Sale, click on the ‘Browse’ button in the Attachment tab.

Locate and open the file you wish to attach.

Then click the ‘Attach’ button.

All the activities done associated with the Sale can be viewed in the Activity Log tab. Detail includes the Date activity was done, Changes made, and by which User.