This insight provides guidance on when you should use a customer sales order in addition to an invoice. If your sales process requires you to only ship part of an order, perhaps because the full quantity is not available right away, you must process that sale by making a sales order.
You must also use sales orders if you sell items that deliver directly from your vendor to your customer, in what is called a drop shipment. Learn more at Make Drop Shipments. In all other respects, sales orders work the same way as sales invoices. Learn more at Invoice Sales.
When you deliver the products, either fully or partially, you post the sales order as shipped or as shipped and invoiced to create the related item and customer ledger entries in your system. When you post the sales order, you can also email it as a PDF attachment. You can prefill the email body with a summary of the order and payment information, such as a link to PayPal. Learn more at Ship Items and Send Documents by Email.
In business environments where the customer pays immediately, for example by PayPal or cash, payment is recorded immediately when you post the sales order as invoiced, that is, the posted sales invoice is closed as fully applied. You select the relevant method in the Payment Method Code field on the sales order. See step 5 below. For electronic payments, such as PayPal, you must also fill in the Payment Service field. Learn more at Enable Customer Payments Through Payment Services.
You can even create directly paid orders for non-registered customers by first setting up a “cash customer” card, which you point to on the sales order. Learn more at Set Up Cash Customers.
The following procedure assumes that the customer is already set up. For instructions on how to do this, please see Register New Customers.
If you allow the customer to pay immediately, for example, by credit card or PayPal, then fill in the Payment Method Code field. The payment is then recorded as soon as you post the sales order as invoiced. If you select cash, then the payment is recorded in a specified balancing account.
You are now ready to fill in the sales order lines with inventory items or services you want the customer to purchase.
If you have set up recurring sales lines for the customer, such as a monthly replenishment order, you can insert these lines on the order by choosing the Get Recurring Sales Lines action.
You leave the No. field empty if the line is for a:
For items of the Resource or Service type, the quantity is a time unit, such as hours, as indicated in the Unit of Measure Code field on the line. Learn more at Set Up Item Units of Measure.
The Line Amount field is updated to show the value in the Unit Price field multiplied by the number in the Quantity field.
The price and line amounts are shown with or without sales tax depending on what you selected in the Prices Including Tax field on the customer card.
If you’ve set up special item prices on the Sales Prices and Sales Line Discounts FastTab on the customer or item card, then the price and amount on the quote line are automatically updated if the agreed price criteria is met. Learn more at Record Sales Price, Discount, and Payment Agreements.
The totals fields under the lines are automatically updated as you create or modify lines to display the amounts to be posted to the ledgers.
In very rare cases, the posted amounts may deviate from what is displayed in the totals fields. This is typically due to rounding calculations in relation to value-added tax (VAT) or sales tax.
To check the amounts that will actually post, use the Statistics page, which takes into account the rounding calculations. Also, if you choose the Release action, the totals fields will be updated to include rounding calculations.
If you’ve set up invoice discounts for the customer, the specified percentage value is automatically inserted in the Invoice Discount % field if the criteria is met, and the related amount is inserted in the Inv. Discount Amount Excl. Tax field. Learn more at Record Sales Price, Discount, and Payment Agreements.
If the Shipping Advice field is set as Complete in the Shipping and Billing FastTab, you cannot post partial shipments. Learn more at Process Partial Shipments.
When you post a sales order, you create a shipment and an invoice. These documents can be done at the same time or independently. You can also create a partial shipment and a partial invoice by filling in the Qty. to Ship and Qty. to Invoice fields on the individual sales order lines before you post. Note that you cannot create an invoice from the Sales Orders page for something that has not shipped. That is, before you can invoice, you must have recorded a shipment, or you must choose to ship and invoice at the same time.
In case you need to invoice a sale without registering a shipment in Business Central, create the document on the Sales Invoices page, or choose the Make Invoice action on the Sales Quote page. Learn more at Invoice Sales.
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