Creating Sales Orders

Enter sales orders to record items and services you promise to customers. Then, you can fulfill items on sales orders to track which items and services have already been delivered and which are yet to be delivered. Sales orders do not post to the general ledger.

For information specific to Not-for-Profit (NFP), see Pledge and Donation Management.

In NetSuite, there are several types of predefined sales order forms. You or an administrator can also create customized sales order forms.

• Standard Sales Order – A standard sales order lets you create an invoice or a cash sale, based on whether you enter billing terms or a payment method. See The Standard Sales Order Form for more information.

• Standard Sales Order – Cash Sale – When you bill this type of sales order, NetSuite creates a cash sale transaction.

• Standard Sales Order – Invoice – When you bill this type of sales order, NetSuite creates an invoice.

• Standard Sales Order – Progress Billing – You can bill progress sales orders at intervals according to the fulfillment progress of the goods or services. See Creating Progress Sales Orders for more information.

If the Automatic Location Assignment feature is enabled and configured, NetSuite assigns locations automatically to lines in a sales order depending on the inventory available at each location and how the feature is configured. See Order Fulfillment Automation for more information. To enter a sales order with the feature enabled, see Assigning Locations Automatically in a Sales Order.

You can specify the fulfillment location for items on a sales order by selecting a location in the Location column on sales order lines. If you use the Intercompany Cross-Subsidiary Fulfillment feature, you can fulfill from locations in other subsidiaries in your company. In this case, use the Inventory Location column instead of the Location column on sales order lines to select a fulfillment location. The column shows locations in the customer subsidiary, as well as locations in all other subsidiaries that have a global inventory relationship with the transaction subsidiary. See Intercompany Cross-Subsidiary Fulfillment for more information.

To split an order for payment purposes, you have two options:

• Create two separate invoices.

• Make a copy of the transaction and remove the unwanted lines from both the original and the copy.

Creating a Sales Order

Entering a sales order with the standard sales order form lets you create a basic sales order, which can then be billed as an invoice or a cash sale. The minimum information you must enter on a sales order is:

• Customer – The customer to whom you are selling the goods or services. If you use the Projects feature, you can select a project or job.

• Date – The date of the transaction. The current date is entered by default.

• Status – The sales order status indicates the stage in the fulfillment process. The sales order status can be either Pending Approval or Pending Fulfillment.

• Items – A sales order requires at least one item to be added in the Items tab.

For information about additional fields in the sales order header, see Sales Order Header Fields.

To create a standard sales order:

1. Go to Opportunities > Transactions > Sales Orders > New.

2. In the Custom Form field, select Standard Sales Order.

   The default form is the standard sales order form. For more information about how this form works, see The Standard Sales Order Form.

3. In the Customer field, select a customer.

   If you use the Projects feature, you can select a project or job.

   Note:

   If you add, edit, or delete a project after a sales order is billed:

   • the sales order becomes a standalone sales order and is no longer associated with the invoice

   • the invoice is removed from the Related Records subtab on the sales order

4. Enter a date for the transaction. The current date is entered by default.

5. Select the status of the transaction. Your company’s accounting preferences determine the default status.

6. In the Items subtab, add items to the sales order.

   To add an item, select it in the Item column, enter the quantity, and then click Add. You can enter additional details for each line item such as an inventory commitment setting, order priority, or expected ship date. See Adding Items on a Sales Transaction for more information.

7. Enter additional information as necessary. You can enter general information in the sales order header. You can also enter information related to shipping, billing, payments, accounting, relationships, and communication:

   • Sales Order Header Fields

   • Entering Shipping Information about a Sales Transaction

   • Adding Billing Information to a Transaction

   • Entering Payment Information on a Transaction

   • Entering Accounting information about a Sales Transaction

   • Entering Relationships on a Transaction

   • Associating Sales Teams with Customers and Transactions

   • Entering Communication Information to a Transaction

8. Click Save. You can also do one of the following:

   • Click Save & Print to save and print the form.

   • Click Save & Email to save the form and email it.

   • Click Save and Fulfill to save the information and immediately open a fulfillment form for this order.

Note:

The Save and Fulfill button shows on new sales orders only. It does not show when you edit an existing order. To edit an existing sales order, go to Transactions > Sales > Enter Sales Orders > List (Administrator) and then click Edit next to the order. If the sales order is closed, in the Closed column of any line item, click to show the box, clear the box, and then click Save.

Sales Order Header Fields

The sales order header fields let you specify additional information about a sales order transaction. You can enter general information, sales information, and information to classify the sales order for reporting purposes. The list of available fields might change depending on the features enabled in your company. The fields available for the standard sales order form are described in the following table.

Field	Description
Primary Information
End Date	The date on which the sales order becomes invalid.
PO Number	A customer purchase order associated with the sales order.
Memo	A note used to describe the sales order. The memo appears on some sales order reports. When you use the Search Transactions feature, you can search for specific words and phrases in the Memo field.
Start Date	The date on which the first invoice will be created. The Advanced Billing feature must be enabled to create an invoice based on the start date.
Sales Information
Exclude Commissions	Check this box to exclude the sales order amount, and all subordinate transactions, from commission calculations for all sales people.
Lead Source	The source of the lead associated with the sales order.
Opportunity	The opportunity related to the sales order. This field appears only when the Opportunities feature is enabled.
Partner	The partner associated with the sales order. If you use the Multi-Partner Management feature, you can associate partners with this transaction on the Relationships subtab.
Sales Effective Date	A date that determines which commission plan and historical sales team the transaction applies to.
Sales Rep.	The sales representative associated with the sales order. If you use the Team Selling feature, you can set this on the Sales Team subtab.
Classification
(OneWorld) Subsidiary	Defaults to the primary subsidiary of the customer if the customer record is not shared with multiple secondary subsidiaries. If the customer record is shared with multiple subsidiaries, choose the subsidiary by which to classify the sales order.
Class	The class by which to classify the sales order.
Department	The department by which to classify the sales order.
Location	The location by which to classify the sales order.

Related Topics

• Sales Orders
• Sales Order Entry Workflow Chart
• The Standard Sales Order Form
• Approving Sales Orders
• Closing a Sales Order
• Reopening a Closed Sales Order
• Invoicing Sales Orders
• Viewing the Status of Sales Orders
• Printing a Sales Order
• Creating Invoices or Cash Sales from Sales Orders
• Creating Progress Sales Orders
• Adding Items on a Sales Transaction
• Applying a Promotion on a Sales Order
• Applying a Discount on a Sales Order
• Entering Accounting information about a Sales Transaction
• Assigning Locations Automatically in a Sales Order
• Getting Credit Card Authorization Automatically on Sales Orders
• Creating Store Pickup Sales Orders
• Customer Returns
• Fulfilling Orders

General Notices