Sales Order

Sales orders are records created when a customer commits to a purchase. They outline product details, quantities, prices, and delivery timelines, helping teams track and manage fulfillment. Sales orders streamline the transition from sales to delivery, ensuring accuracy, efficient processing, and clear communication with customers. 

Let us learn more in detail about the sales order lifecycle in the Zhylar system.

Getting Started

Sales Order List View

• Log in to Zhylar
• Go to Left-hand navigation panel
• Click on Sales Order

• Check the list of Sales Orders in the system

Add New SO

A Sales Order can be added to the system in several ways.

Sales Order Module

• Click + New Sales Order

• A new page will open.

• Fill out the required details.
  • Company: Select or add a company to whom this Sales Order is being sent
  • Contact: Add contact from that company
  • Owner: Owner is the person who created the document or to whom it is assigned
  • Sales Order Date: Date on which invoice was created.
  • Payment Terms: Select or add payment terms
  • Due Date: Due date to confirm sales order
  • Subject: Optional field
  • Exchange Rate: Based on company selection, the exchange rate will be populated automatically. You can also manually adjust the exchange rate at the document level itself.
  • Sales Order Items: Add items to the Sales Order with a single click.
  • Modify quantity and unit price
    • Zhylar supports the primary & secondary UOM concept. You can specify quantity in any of the primary or secondary UOM. You can also set the unit price in any of these UOM.

• Discount: This field is visible only if line discounts are enabled for your organization. You can specify the discount either as a percentage or as a fixed amount.

• Tax Rate: The tax will be preloaded based on the item selected. It is defined during the creation of the item. However, you still have the option to change the tax that is applied to the item selected.

• Amount: Amount will be calculated based on Quantity * Unit Price – Discount
• Terms & Conditions: T&C can be selected from the defined T&C templates. Alternatively, they can be typed manually as per your need.
• Notes: Any notes about the document to displayed to customer.
• File Upload: This is to upload related files along with documents.

• Save as Draft (edit later)
• Save & Send (send immediately)

Shortcut (Header)

A new SO can also be added by clicking the + sign next to the profile. All following steps remain the same.

Companies Module

• From the Companies module, click open the company to whom you want to send an SO.
• Go to SO tab.
• Select +Sales Order

From Deal

A Sales Order can also be created from a Deal.

• Select Create SO.
• Go to Deals module.
• Click open the Deal for which you want to make a SO.
• Go to View Deal.
• Click Create.

The same process is applicable for creating Sales Orders from Quotes as well.

Sales Order Lifecycle

Draft

Initial stage of the order- The sales order is created but not yet sent to the customer.

• Available actions:
  • View: View the details of the document.
  • Update: Update details of an existing sales order.
  • Clone: Make a copy of the deal that you can edit for further use.
  • Download: Download a copy of the sales order to your device in PDF format.
  • Mark as Sent: Sends the sales order to the customer, moving it to the next status.
  • Delete: If the SO is no longer needed, it can be deleted.

Sent

Indicates the order has been shared with the customer for review.

• Available actions:
  • View: View the details of the document.
  • Update: Update details of an existing sales order.
  • Clone: Make a copy of the deal that you can edit for further use.
  • Download: Download a copy of the sales order to your device in PDF format.
  • Mark as Sent: Sends the sales order to the customer, moving it to the next status.
  • Delete: If the SO is no longer needed, it can be deleted.
  • Mark as confirmed: The customer has confirmed the order.
  • Mark as rejected: The customer has rejected the order.
  • Mark as canceled: The sales order has been withdrawn (internally)

Confirmed

• Order is accepted and ready for invoicing
• Available actions:
  • View: View the details of the document. You can also directly create an invoice from this sales order while viewing the details.
  • Update: Update details of an existing sales order.
  • Clone: Make a copy of the deal that you can edit for further use.
  • Download: Download a copy of the sales order to your device in PDF format.
  • Mark as Sent: Sends the sales order to the customer, moving it to the next status.
  • Delete: If the SO is no longer needed, it can be deleted.
  • Mark as rejected: The customer has rejected the order.
  • Mark as canceled: The sales order has been withdrawn (internally)

Invoiced

• An invoice has been generated from this particular sales order. Now, the sales order cannot be canceled or rejected.
• Available actions:
  • View: View the details of the document. You can also directly create an invoice from this sales order while viewing the details.
  • Update: Update details of an existing sales order.
  • Clone: Make a copy of the deal that you can edit for further use.
  • Download: Download a copy of the sales order to your device in PDF format.
  • Delete: If the SO is no longer needed, it can be deleted.

Rejected

• The sales order has been rejected. Now, the status cannot be changed in any way.
• Available actions:
  • View: View the details of the document. You can also directly create an invoice from this sales order while viewing the details.
  • Update: Update details of an existing sales order.
  • Clone: Make a copy of the deal that you can edit for further use.
  • Download: Download a copy of the sales order to your device in PDF format.
  • Delete: If the SO is no longer needed, it can be deleted.

Canceled

• The order has been canceled or withdrawn internally.
• Available actions:
  • View: View the details of the document. You can also directly create an invoice from this sales order while viewing the details.
  • Update: Update details of an existing sales order.
  • Clone: Make a copy of the deal that you can edit for further use.
  • Download: Download a copy of the sales order to your device in PDF format.
  • Delete: If the SO is no longer needed, it can be deleted.

Delete

The document was deleted.

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