Sales Order form: options and information

Available in Microsoft Office Accounting Professional 2008 only.

A sales order is a document that settles an agreement between a company and a customer. You can use it when a customer orders goods or services that are not available or will not be delivered immediately, because a sales order can cover back orders and partial invoicing. Service-based companies can use sales orders internally as work orders. For more information, see About sales orders.

 Tip   If you frequently create sales orders that contain the same information, you can save a sales order as a template that you can reuse. For more information, see Create a recurring document.

Open the form

  • On the Customers menu, point to New, and then click New Sales Order.

Select a form template

In the form, you can create a sales order based on a Product or a Service template. If you select a Product template, the Shipping terms and Shipping method boxes are added to the form.

  • On the toolbar, click the Current Layout arrow .

Customize the form

You can customize a Sales Order form to meet your company's needs by adding, moving, or removing fields; or renaming field and group headers.

To modify a Sales Order form, on the View menu, click Modify Layout.

 Note   When you save a modified form, Microsoft Office Accounting 2008 will continue to open this template until you select a different template. To select a different template, click the Current Layout arrow on the toolbar.

Form options

ShowForm options and descriptions

Option Description
Top section of form
Date Displays the current date. Click the arrow next to Date to open the calendar and select another date.
No. Displays a unique identifier for the document. It is based on incremental sequencing from the previous form of the same type. You can enter a different sales order number.
Customer name

(Required.) Click the arrow next to Customer name to select the customer name, or select Add a new Customer. If you enter the first letters of the name, the list opens to the appropriate name.

 Note   When you select a customer that has an open quote, The Select a Quote dialog box opens, giving you have the option to convert a quote to a sales order.

Contact name Displays the primary business contact name in the customer record. If the customer record does not contain a primary business contact, the first contact name with information appears. Click the arrow next to Contact name to select other contacts in the customer record.
Bill to Displays the Bill to address or business address in the customer record. Click the arrow next to Bill to to select other addresses in the customer record.
Ship to (Product template only) Displays the Ship to address in the customer record. Click the arrow next to Ship to to select other addresses in the customer record.
Phone Displays the primary contact's number, if entered in the customer record. If there is no primary contact on the form, click the arrow next to Phone to select a different number.
Salesperson Click the arrow next to Salesperson to select the salesperson who is responsible for the sale, or select Add a new Employee.
Payment terms Displays the payment term entered in the customer record. Click the arrow next to Payment terms to select another payment term, or select Add a new Payment Term. If you change the payment term, the Due date is recalculated.
Shipping terms (Product template only.) Displays the shipping term entered in the Default shipping term field in the Preferences dialog box. Click the arrow next to Shipping terms to select another shipping term, or select Add a new Shipping Term.
Shipping method (Product template only.) Displays the shipping method entered in the customer record. Click the arrow next to Shipping method to select another shipping method, or select Add a new Shipping Method.
Delivery date Displays the promised delivery date for the product or service. Type a date or click the arrow next to Expiration date to open the calendar.
Exchange rate Displays the exchange rate between the customer account currency and U.S. dollars (USD) when Office Accounting 2008 is set to use foreign currency.
Products and services table
Type

Information that you can enter on a line is determined by your selection in the Type column. For each line, click Type  button image , and then select the type of entry you want to add.

ShowAdd an item

If you select Item, the following columns are activated.

Option Description
Name Click the arrow to select an item, or select Add a new Item.
Description You can edit the Description column to describe the item.
Qty.

You can type an integer or decimal quantity. If you enter a negative quantity for an inventory item, you restore the item to your inventory. If you enter a positive quantity, you sell that item to a customer and remove it from inventory. For more information, see Change a quantity on a sales order.

 Note   If you enter a negative quantity, you are crediting the customer's account (for example, -1 for blue jeans). However, the total quantity on the invoice cannot be negative.

Unit Price You can edit the Unit Price column, which shows the sales price level of an item, adjusted for the customer's price levels. You cannot enter a negative price.
Discount Displays the percentage discount from the unit price. You can edit this field. Each line item can have a different discount. For more information, see Discount products and services on a sales order.
Line Total You can edit the Line Total column, which shows the calculated quantity multiplied by the price, minus the discount. For more information, see Change a price on a sales order.
Back Order (Read-only.) Displays the quantity of an order that has not been invoiced.
Invoiced (Read-only.) Displays the quantity of an order that has been invoiced.
Tax Information entered on an item record that indicates whether the item is taxable or non-taxable. To change an item's tax status, click the arrow and select Taxable or Non-taxable, or select Add a new Item Tax to add a new item tax code.

ShowAdd a comment

A Comment is an additional line of text that appears on the printed sales order. You can enter a comment to a customer. Only the Description column is activated.

ShowAdd sales tax

Sales Tax is frequently used when there is a product or service-specific tax (for example, hospitality tax) in addition to the regular sales tax. You can add a flat sales tax (amount), which is a tax that does not depend on the value of the sale. Only the Name, Description, and Line Total columns are activated.

Option Description
Name Click the arrow to select a sales tax, or select Add a new Tax Code.
Description You can edit the Description column to describe the tax.
Line Total You can edit the Line Total column. For more information, see Change a price on a sales order.

ShowAdd an account

An Account is a financial account and can be used to track financial transactions. It can also be used when you sell items from a financial account and do not want to set up an item, or when you offer an item discount on the total invoice versus individual line items. You can add an account to which you can post directly for a product or service that you handle only financially. Only the Name, Description, Qty., Unit Price, Line Total, and Tax columns are activated.

Option Description
Name Click the arrow to select an account, or select Add a new Financial Account.
Description You can edit the Description column to describe the item.
Qty. Type a quantity for the line item if it is necessary. The field cannot remain blank. Type 0 if you do not want to enter a quantity.
Unit Price Type a unit sales price if necessary. The field cannot remain blank. Type 0 if you do not want to enter a unit price. Round the amount to two decimal places if you enter the price.
Line Total Displays the calculated total for this line. You can enter information directly into the field without entering information in the quantity and unit price fields.
Tax Click the arrow to select whether this line item is taxed or not, or select Add a new Item Tax to add a new item tax code.

ShowModify the table

You can make some changes directly in the Products and services table.

Option Description
Delete a line Select a line, right-click, and then click Delete on the shortcut menu. To delete a line on a saved sales order, you must edit it.
Insert a line Select a line, right-click, and then click Insert on the shortcut menu. A new line is inserted above the selected line. To insert a line on a saved sales order, you must edit it.
Move a column Click the column heading and drag it to where you want it.
Bottom section of form
Memo Type additional comments or information about the sales order for your records only. If you send the sales order to a customer, the memo does not appear.
Reference Reference the customer's purchase order number. This information prints on the form.
Add Links Click Add Links to link customer-related records, files, reports, or pictures to the sales order. Only the application icon and document name appear in the field. If you open a link, you are opening the original document or report, not a copy. To delete a link, highlight the link name, and then press DELETE.
Tax group (Required.) Displays tax group information, if tax group information is entered on the customer record. Click the arrow next to Tax group to select another tax group, or select Add a new Sales Tax Group.
Price level Displays price level information entered in the customer record. Click the arrow next to Price level to select a price level, or select Add a new Price Level.
Class Class field is available if you selected to track your revenues and expenses by class in the Preferences dialog box. Click the arrow next to Class to select a class, or select Add a new Class.
Sales tax (Read-only.) Displays the total sales tax of the sales order.
Total

(Read-only.) Displays the total price of the sales order including sales tax.

When Accounting 2008 is set to use foreign currency, this box displays the amount in the customer account currency.

To be invoiced (Read-only.) The balance of the pre-sales tax sales order amount that is left to be invoiced.
Total (USD) (Read-only.) Displays the total price of the sales order in U.S. dollars (USD) when you have set Accounting 2008 to use foreign currency.

For more information about using foreign currency in Accounting 2008, see Use foreign currency.

Additional actions

ShowActions menu commands

On the Actions menu, you can select the following commands.

Click To
New Sales Order Create a sales order.
Create From Create a sales order from a quote.
Create Invoice Convert a saved sales order to an invoice.
Create Purchase Order Create a purchase order from a sales order.
Print Packaging Slip Print a packaging slip.
Recurring

Click to save the document as a template that you can reuse.

Transaction History Open the Transaction History Report for the open record.
E-Mail Sales Order Send sales orders in e-mail.
Export to Word Export a sales order to Word.
Manage Word Templates Open the Manage Microsoft Office Word Templates dialog box to manage Word templates by creating, modifying, or editing different invoice templates for use in Word.
Manage E-Mail Cover Letters Open the Manage E-Mail Cover Letter dialog box to manage the messages that are included when you send sales orders in e-mail.

Related topics

Find sales orders in a list
 
 
Applies to:
Accounting 2008