Create a Sales Order

🔵 Overview Make it easy for your client to match your invoice to their EQC order.

When your clients accounting department gets an invoice from you, it needs to be easy to approve and process for payment. Because more and more orders are placed on EQC having that invoice match the EQC order can be critical.

We have enhanced our Kit Order to be a Sales Order so that all items on an EQC order can be "kept together".

How Do I Generate A Sales Order?

In EQC > EQC Maintenance > Internet Configuration > Generate we have 2 new options:

Create Sales Orders for non-batched EQC Items - this setting puts all items orders on 1 Sales order, the sub-documents (PO's and / or Releases) will automatically be generated. Kits always create a Sales Order.
Create Individual PO's, Releases, for non-batched items - this setting will generate orders the way they have in the past. The only items that will generate a Sales Orders are Kit Items.

The EQC Configuration Default can be overridden on the client level. AR Client Maintenance, edit the client, EQC Tab > EQC Configuration Button > Gen Tab. The Generate Sales Order options are:

Use System Default
Build Sales Orders when possible
Create Individual PO/Rls

Sales Order Flow

We will start with an EQC order that has both stock and non-stock items included.

I've added several items that are stocked in the warehouse for this client and several items from the Office Supply catalog. The office supplies will be shipped to the warehouse and then delivered to the end client with the other items ordered.

When we generate the Sales Order will generate 2 sub-documents. A PO going to 2 vendors, one for the business card and one for the office supply products. It will also generate a Release for the 2 stock items.

Generated Sales Order 1

The Sales Order generated shows all items ordered and to the right you can see the sub-documents created by the Sales order.

💡 Note PO's and releases generated from Sales Orders have a dark grey stripe across the top to distinguish them from "standard" PO's and releases.

Line Item Tab

The Sales order Line Item tab shows all items ordered, the unit of measure and the order quantity. Highlighting the line items displays the type of item, stock or non-stock, and the sub-document created (PO or Release).

Editing the line item will take you to the line item in the sub-document. You can make changes if needed, save and return to the sales order.

You can also access the entire PO or Release from the Sales Order if needed.

Misc Tab

On the Misc tab you can update or add a Default Ship Via, Order Source or Client PO. The update buttons allow you to choose which sub-documents update with this information. From the Misc screen you can also view the EQC order confirmation and / or the EQC Order Status (for Manager Approvals).

The Misc screen is where you will add or view credit card information for this order.

Coupon/Gift Cert. Tab

The Coupon/Gift Cert tab displays any coupons or gift certificates associated with this order.

Notes Tab

The Notes Tab contains both the Order Remarks, added at the time of order and Bill Notes. In OE Configuration we have added a Default Bill note for both Manual and EQC generated Bill Notes.

💡 Note In most "notes" fields you can Right click to check spelling or insert a time stamp.

Email Tab

The Email tab is used to show who will be emailed invoices for the Sales order.

Printed Sales Order

The Sales order is optimized to send the sub-documents to the appropriate recipient. The Vendor(s) for PO's and the warehouse(s) for releases. This is a printed sales order, they can be printed individually or in a batch.

We've added a Sales Order Confirmation that can be sent to your clients if needed.

Packing List

The Sales order gives you the ability to one packing list for all items ordered by the clients. This packing list will "match" the EQC order to make receiving and reconciling orders easier for the end users. At present we have 1 packing list formats, the second is barcoded.

Invoicing The Sales Order

⚠️ CRITICAL NOTE You will invoice the Sales Order, not the sub-documents. You can do this from Invoice editing or you can auto-invoice them. Either way the invoicing rules for Purchase Orders and Releases must be met before the Sales Orders can be invoiced.

Start your invoice and select the Sales Order to be invoiced.

Invoicing screen shows if the items are expensed, have tracking number and have been received.

Invoice line item screen now displays the PO or Release number, item ID, item description, extended sell, EQC order # and the Sales Order Number.

The auto-invoicing allows you to select either one Sales Order or a range of Sales Orders.

Final Invoice To Client

Frequently Asked Questions

Q: What does a Sales Order do?

A: It keeps all items on an EQC order together, so the invoice is easy for the client to match to their EQC order. We have enhanced our Kit Order to be a Sales Order so that all items on an EQC order can be "kept together".

Q: Why does a Sales Order matter for my client's invoice?

A: When your clients accounting department gets an invoice from you, it needs to be easy to approve and process for payment. Because more and more orders are placed on EQC, having that invoice match the EQC order can be critical.

Q: Where do I set up how Sales Orders are generated?

A: In EQC > EQC Maintenance > Internet Configuration > Generate.

Q: What does Create Sales Orders for non-batched EQC Items do?

A: This setting puts all items orders on 1 Sales order, and the sub-documents (PO's and / or Releases) will automatically be generated. Kits always create a Sales Order.

Q: What does Create Individual PO's, Releases, for non-batched items do?

A: This setting will generate orders the way they have in the past. The only items that will generate a Sales Orders are Kit Items.

Q: Can the EQC Configuration Default be overridden for a client?

A: Yes. In AR Client Maintenance, edit the client, then go to EQC Tab > EQC Configuration Button > Gen Tab. The Generate Sales Order options are Use System Default, Build Sales Orders when possible, and Create Individual PO/Rls.

Q: What sub-documents does a Sales Order generate?

A: In the example, a PO going to 2 vendors (one for the business card and one for the office supply products) and a Release for the 2 stock items.

Q: How can I tell that a PO or release came from a Sales Order?

A: PO's and releases generated from Sales Orders have a dark grey stripe across the top to distinguish them from "standard" PO's and releases.

Q: What does the Line Item tab show?

A: It shows all items ordered, the unit of measure and the order quantity. Highlighting the line items displays the type of item, stock or non-stock, and the sub-document created (PO or Release).

Q: Can I change a line item from the Sales Order?

A: Editing the line item will take you to the line item in the sub-document. You can make changes if needed, save and return to the sales order. You can also access the entire PO or Release from the Sales Order if needed.

Q: What can I update on the Misc tab?

A: You can update or add a Default Ship Via, Order Source or Client PO. The update buttons allow you to choose which sub-documents update with this information.

Q: Where do I view the EQC order confirmation or EQC Order Status?

A: From the Misc screen you can view the EQC order confirmation and / or the EQC Order Status (for Manager Approvals).

Q: Where do I add or view credit card information for the order?

A: The Misc screen is where you will add or view credit card information for this order.

Q: What is on the Notes tab?

A: The Notes Tab contains both the Order Remarks, added at the time of order, and Bill Notes. In OE Configuration we have added a Default Bill note for both Manual and EQC generated Bill Notes.

Q: What does the Email tab do?

A: The Email tab is used to show who will be emailed invoices for the Sales order.

Q: Where are the sub-documents sent from a Sales Order?

A: The Sales order is optimized to send the sub-documents to the appropriate recipient: the Vendor(s) for PO's and the warehouse(s) for releases.

Q: Is there a Sales Order Confirmation I can send to my clients?

A: Yes. We've added a Sales Order Confirmation that can be sent to your clients if needed.

Q: How does the packing list work with a Sales Order?

A: The Sales order gives you the ability to one packing list for all items ordered by the clients. This packing list will "match" the EQC order to make receiving and reconciling orders easier for the end users. At present we have 1 packing list formats, the second is barcoded.

Q: Do I invoice the Sales Order or the sub-documents?

A: You will invoice the Sales Order, not the sub-documents. You can do this from Invoice editing or you can auto-invoice them.

Q: What must be true before a Sales Order can be invoiced?

A: The invoicing rules for Purchase Orders and Releases must be met before the Sales Orders can be invoiced.

Q: What does the invoicing screen show?

A: The invoicing screen shows if the items are expensed, have tracking number and have been received.

Q: What appears on the invoice line item screen?

A: The PO or Release number, item ID, item description, extended sell, EQC order # and the Sales Order Number.

Q: Can I auto-invoice Sales Orders?

A: The auto-invoicing allows you to select either one Sales Order or a range of Sales Orders.

Tags: sales order, EQC, kit order, Internet Configuration, generate sales orders, sub-documents, PO, release, packing list, sales order confirmation, invoicing, auto-invoice, AR Client Maintenance, EQC order