TABLE OF CONTENTS
- What is Sales Order in FCX
- Access to Sales Orders
- Sales Order Card
- Create an initial Sales Order
- Fill out Sales Order
- T&M Contracts Billing
- Additional Tools in Sales Order card
What is Sales Order in FCX
We use the Sales Order reference to create and keep track of the orders you fulfill.
The reference covers all tools for working with Sales Orders and further invoicing. Here, you can generate a SO using PO details, create an initial quote with the list of services you provide and then link it to a PO.
Access to Sales Orders
FSMFinancial user group – full access except delete.
Accountants and Bookkeepers user group – full access.
Sales Order Card
The Sales Order card contain all details about sale like:
1. Build Plan is filled automatically.
2. Project, Region, Market, Site, Customer and Sales Rep is pulled from the Build Plan.
3. Number is set automatically in ascending order.
4. Date — Sales Order's date.
5. Type — SO characteristics. It is filled from the SO template or filled by default type of Sales Order (defined in the system constant).
6. Sales Agent — an extra field to add information about a Sales Agent.
7. Customer Reference #1 and Customer Reference #2 — can be used to store the information about Customer Reference Number (CRN).
8. Projected Billing Date — additional information, to specify a date when you plan to bill the SO.
9. Submitted To Customer — can be used to specify a date when you sent the SO to the Customer. It is entered manually. Once you add the date, the SO stage is changed to Submitted.
10. Approved By Customer — can also be used to specify a date when the customer approved the submitted SO. The date is entered manually. The SO moves to the Approved stage, when you enter this date.
11. Rejected — date when you reject the SO. It is filled when you click on the Reject SO option.
12. Canceled — filled out by date once you cancel the SO.
13. Stage describes Sales Order lifecycle.
Sales Order Lifecycle
The sales order lifecycle describes the series of changes to a Sales Order, from the time it is created to the time the SO is paid.
Sales Order stage defines the changes you can make to the SO.
Create an initial Sales Order
Read more about how to create a Sales Order with Projected Contract amount.
Fill out Sales Order
Populate a Sales Order from CPO
Visit the article to learn more about how you can populate a SO from a PO.
Fill out a Sales Order through a PO card
Open the appropriate Purchase Order card and click the Fill Out Sales Order button. Select how to populate PO details: add to the existing SO or create a new SO.
Fill out a Sales Order from Template
Sales Order Template includes the list of price list items for a certain project and sales order type.
Sales Order Templates reference is accessible for:
- FSMFinancial user group – full access except delete
- Accountants and Bookkeepers user group – full access.
Import from Excel
Supported file format: xls; .xlsx
1. Create an Excel file and give the column name for the 1 string.
2. Locate columns in a certain order:
1 column (A) — Description
2 column (B) — QTY
3 column (C) — Unit Cost
4 column (D) — Line Comments
3. From the second string, list the required items that should be imported to a SO.
4. Run import.
5. Check columns matching and confirm import.
Add Sales Order Item
Click to Add Sales Order Item to pull in Price List Items assigned to the BP's Project.
Price List Items contain the details of your company services and products, like: service item, COGS, marked up price, UOM and so on.
To read more about Price List and Price List Items, visit the separate article.
T&M Contracts Billing
You can use the Sales Orders reference for time and materials contracts as well. To include into the Sales Order labor spent on the Build Plan as well as any materials purchased for that job, use options: Fill out from Labor Hours and Fill out from BOM, respectively.
Fill out from BOM
Fill out from BOM — the selection is from the list of Bill of Materials:
- assigned to the same BP as SO
- not canceled BOMs
- BOM Total is more than 0.
Once you have selected a Bill of Material, the system will only add billable materials, the SO QTY will be equal to the Requested QTY from the BOM. To determine whether a material is billable or non-billable for the current project, the system checks the material's price list.
Fill out from Labor Hours
Use the "Fill Out from Labor Hours" option to add the labor hours spent to complete the Build Plan to the sales order. The selection is from TCs hours allocated to SO's BP. Labor hours are summed by date, Wage Type and WO Type.
Additional Tools in Sales Order card
Generate Sales Order — generates a SO document from the Excel template.
Save as PDF — generates a Sales Order document and save it in the PDF format.
Where to find the document - C:\Users\[UserName]\AppData\Local\Temp
Export to Excel — export table details from the Sales Order card.
Refresh — updates SO card data: table details, SO Total, Ready to Bill amount, etc.
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