Difference between revisions of "Sales Orders"

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(Reviewing Sales Orders in the Web App)
(Reviewing Sales Orders in the Web App)
 
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{{Warning | Since QuickBooks Online does not support Sales Orders, you will not be able to access them inside QuickBooks, even if you connect your QuickBooks company to HandiFox.}}
 
{{Warning | Since QuickBooks Online does not support Sales Orders, you will not be able to access them inside QuickBooks, even if you connect your QuickBooks company to HandiFox.}}
  
In the [[Web_and_Mobile_Applications | mobile app]], sales orders can be accessed from the [[Customers | Customer Center]] screen, in the [[Web_and_Mobile_Applications | web app]] – under Sales → Sales Transactions.
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In the [[Web_and_Mobile_Applications | mobile app]], sales orders can be accessed from the [[Customers | Customer Center]] screen (Android) or the Sales tab (iOS), in the [[Web_and_Mobile_Applications | web app]] – under Sales → Sales Transactions.
  
 
== Creating Sales Orders ==
 
== Creating Sales Orders ==
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There are a few ways to add products to the order:
 
There are a few ways to add products to the order:
* Tap ''Find'' to select products from your item list, possibly using search and filtering. When you’ve marked all the required items, tap ''Add'' and enter correct item quantities via the keyboard.
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* Tap ''Find'' to select products from your item list, possibly using search and filtering. When you’ve marked all the required items, tap ''Add'' and enter the correct item quantities via the keyboard.
 
* Enter the exact item name in the text field and tap the '''Add''' button next to it, then enter the correct ordered quantity via the keyboard.
 
* Enter the exact item name in the text field and tap the '''Add''' button next to it, then enter the correct ordered quantity via the keyboard.
 
* Scan product barcodes, possibly multiple times to set the correct quantities. See [[Barcoding]].
 
* Scan product barcodes, possibly multiple times to set the correct quantities. See [[Barcoding]].
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You can tap [[File:hfo-calc.png]] to add a discount or select the sales tax if you charge it.<br>
 
When you’ve added all the required items, tap ''Save'' to finish.
 
When you’ve added all the required items, tap ''Save'' to finish.
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{{Infoshort | Note: If your country is outside the US, it is necessary to choose tax for every item in the list. To do so, after adding the item to the sales order, select it in the list → tap the tax name, which is located in the information string above the items list → select the necessary tax in the drop-down list → tap OK.}}
 
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==== In the iOS App ====
 
==== In the iOS App ====
[[File:IOS_Sales_Order_HFO.gif | left | 250px]]
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[[File:IOS_Sales_Order_HFO.gif | left ]]
 
To create a new sales order, tap the '''Sales''' tab at the bottom of the screen, then select the '''Customers''' tab. Tap the necessary customer in the list. In the pop-up window, tap ''Sales Orders''. Tap the [[File:Plus_iOS_HFO.jpeg | 30px]] button to create a new sales order.
 
To create a new sales order, tap the '''Sales''' tab at the bottom of the screen, then select the '''Customers''' tab. Tap the necessary customer in the list. In the pop-up window, tap ''Sales Orders''. Tap the [[File:Plus_iOS_HFO.jpeg | 30px]] button to create a new sales order.
 
To add items to the list, switch to the '''Items''' tab. There are several ways to add items:
 
To add items to the list, switch to the '''Items''' tab. There are several ways to add items:
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*Type in the unique name of the item in the '''Look for Name''' field and tap the [[File:Plus_iOS_HFO.jpeg | 30px]] button to add the item straight to the list.
 
*Type in the unique name of the item in the '''Look for Name''' field and tap the [[File:Plus_iOS_HFO.jpeg | 30px]] button to add the item straight to the list.
 
*Tap the [[File:Plus_iOS_HFO.jpeg | 30px]] button to open the '''Add Item''' screen. You can scroll through the list and select several items at once. It is possible to filter the items by typing the keywords in the '''Look for''' field and selecting the desired category (All fields, Name, Description, SKU, Category). Tap ''Add'' when you are finished to add items to the sales order.
 
*Tap the [[File:Plus_iOS_HFO.jpeg | 30px]] button to open the '''Add Item''' screen. You can scroll through the list and select several items at once. It is possible to filter the items by typing the keywords in the '''Look for''' field and selecting the desired category (All fields, Name, Description, SKU, Category). Tap ''Add'' when you are finished to add items to the sales order.
*Scanning the item's barcode with the rear camera. To do so, tap the '''Scan''' button. If the item is already on the list, each correct scanning of its barcode will increment the '''Qty''' value.
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*Scan the item's barcode with the rear camera. To do so, tap [[File:HFO_iOS_scan_button.png | 25px]]. Alternatively, scan the item's barcode with the connected Bluetooth scanner. If the item is already on the list, each correct scanning of its barcode will increment the '''Qty''' value.
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You can tap [[File:hfo-calc.png]] to add a discount or select the sales tax if you charge it.<br>
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When you are finished, tap [[File:OK_checkmark_iOS.jpeg | 30px]] to apply your changes, or press the back button to leave without saving.
 
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{{Infoshort | Note: If your country is outside the US, it is necessary to choose tax for every item in the list. To do so, after adding the item to the sales order, tap it in the list → tap the tax name → select the necessary tax in the drop-down list → tap OK → Close.}}
 
{{Infoshort | Note: If your country is outside the US, it is necessary to choose tax for every item in the list. To do so, after adding the item to the sales order, tap it in the list → tap the tax name → select the necessary tax in the drop-down list → tap OK → Close.}}
 
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== Reviewing Sales Orders on Mobile Device ==
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== Reviewing Sales Orders on the Mobile Device ==
 
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==== In the Android App ====
[[File:Hfo-mobile-customerorders.jpg | thumb | right | 250px | The Customer Orders screen of the mobile app]]
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[[File:Hfo-mobile-customerorders.jpg | thumb | right | 250px | The Customer Orders screen of the Android app]]
  
There are two ways to find an existing sales order in the mobile app:
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There are two ways to find an existing sales order in the Android app:
  
* In the [[Customers | Customer Center]], highlight a customer and tap ''Customer Orders''. You will see a list of all open orders from this customer. Look in the list or search by order number to locate the one you want.
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* In the [[Customers | Customer Center]], highlight a customer and tap ''Customer Orders''. You will see a list of all orders from this customer. Look in the list or search by order number to locate the one you want. You can filter orders by Open, Invoiced, All, and Closed in the '''Status''' drop-down list.
* In the [[Customers | Customer Center]], tap ''Open Orders'' to see a list of all existing open orders from all customers. From here, you can use search, sorting and filtering to locate the order you want.
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* In the [[Customers | Customer Center]], tap ''Open Orders'' to see a list of all existing open orders from all customers. From here, you can use search, sorting, and filtering to locate the order you want.
  
Once you’ve found the desired sales order, you can review or edit it by highlighting the order and pressing ''Edit''. You can change order details, product quantities and rates, add or remove products from the order. Refer to the [[Sales_Orders#Creating_Sales_Orders  | previous section]] for ways to add new items on the order.
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Once you’ve found the desired sales order, you can review or edit it by highlighting the order and pressing ''Edit''. You can change order details, product quantities and rates, add or remove products from the order. Refer to the [[Sales_Orders#Creating_Sales_Orders  | previous section]] for ways to add new items to the order.
  
To remove an item, touch and hold on its name in the list, then tap ''Delete''.
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To remove an item, select it in the list and tap it once again, then tap ''Delete'' in the pop-up list.
  
 
You can manually close the order by checking the ''Closed'' checkbox.
 
You can manually close the order by checking the ''Closed'' checkbox.
  
 
When you are finished, tap ''Save'' to apply your changes, or press the ''Back button'' on the device to leave without saving.
 
When you are finished, tap ''Save'' to apply your changes, or press the ''Back button'' on the device to leave without saving.
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==== In the iOS App ====
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[[File:IOS_Sales_Orders_List.jpg | thumb | left | 250px | The Sales Orders screen of the iOS app]]
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There are two ways to find an existing sales order in the iOS app:
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* While in the '''Sales''' tab, tap the necessary customer in the '''Customer''' tab and tap ''Sales Orders'' in the pop-up window. You will see a list of all orders from this customer. Look in the list or search by order number to locate the one you want. You can filter orders by Open, Invoiced, Closed, All by tapping the respective button.
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* In the '''Sales''' tab, tap the '''Sales Orders''' tab in the top part of the screen. You will see a list of all existing Open/Picked/All orders (depending on the selected status) from all customers. From here, you can use search or scanning to locate the order you want.
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Once you’ve found the desired sales order, you can review or edit it by tapping the order and pressing ''Edit''. You can change order details, product quantities and rates, add or remove products from the order. Refer to the [[Sales_Orders#Creating_Sales_Orders  | previous section]] for ways to add new items to the order.
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To remove an item, go to the '''Items''' tab, tap the item, then tap ''Delete'' in the pop-up window.
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You can manually close the order by tapping the order in the list and tapping ''Close'' in the pop-up window.
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When you are finished, tap [[File:OK_checkmark_iOS.jpeg | 30px]] to apply your changes, or press the back button to leave without saving.
 
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<div style="float: left;">  [[#top|[Back to top]]]</div>
 
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== Reviewing Sales Orders in the Web App ==
 
== Reviewing Sales Orders in the Web App ==
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To see what invoices are linked to this sales order, click ''View'' in the column named ''Lnk Txn''.
 
To see what invoices are linked to this sales order, click ''View'' in the column named ''Lnk Txn''.
  
More operations are available from the Action menu. You can access it by clicking [[File:Hfo-dropdown.png]] in the ''Action'' column of the transactions list, or by clicking [[File:Hfo-button-three-dots.png]] on the sales order view page. This menu allows the following operations:
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More operations are available from the Action menu. You can access it by clicking [[File:Hfo-dropdown.png]] in the ''Action'' column of the transactions list. This menu allows the following operations:
 
* Print the sales order.
 
* Print the sales order.
 
* Edit the order.
 
* Edit the order.
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* Create an invoice from this order.
 
* Create an invoice from this order.
 
* Manually close the order.
 
* Manually close the order.
Some of these actions may be forbidden, depending on the sales order status.
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Some of these actions may be forbidden, depending on the sales order status.<br>
 
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If you click on the Sales Order's Reference Number in the list, it will open the ''View Sales Order'' page. Once here, you can '''close, clone''', or '''delete''' the Sales Order by clicking [[File:Hfo-button-three-dots.png]] in the top-right corner of the screen. Please note that we do not recommend deleting transactions as it may affect the status of linked transactions, such as Invoices.<br>
 
You can print out a list of some or all sales orders showing on this page. Use the checkboxes in the leftmost column to mark the orders you want to include on the printed list, then click ''Print List''.
 
You can print out a list of some or all sales orders showing on this page. Use the checkboxes in the leftmost column to mark the orders you want to include on the printed list, then click ''Print List''.
 
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Sales orders can be printed from the web app as well as from mobile devices.
 
Sales orders can be printed from the web app as well as from mobile devices.
* To print a sales order '''from the web app''', go to ''Sales → Sales Transactions'' and find the desired sales order (possibly using search and filtering), then click [[File:Hfo-dropdown.png]] and select ''Print''. Alternatively, you can click on the order itself to view it, and then click the ''Print'' button.
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* To print a sales order '''from the web app''', go to ''Sales → Sales Transactions'' and find the desired sales order (possibly using search and filtering), then click [[File:Hfo-dropdown.png]] and select ''Print''. Alternatively, you can click on the order itself to view it, and then click the '''Print''' button.
* To print an order '''from the mobile app''', you first need to find the desired order, on either the ''Open Orders'' screen or the ''Customer Orders'' screen (see [[Sales_Orders#Reviewing_Sales_Orders_on_Mobile_Device | above]] for details). Then, tap [[File:Mobile-menu.png]] and select ''Print''. This will generate a print preview, which can be sent to your printer, emailed, faxed or saved as a picture.
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* To print an order '''from the Android app''', you first need to find the desired order, on either the ''Open Orders'' screen or the ''Customer Orders'' screen (see [[Sales_Orders#Reviewing_Sales_Orders_on_the_Mobile_Device | above]] for details). Then, tap [[File:Mobile-menu.png]] and select ''Print''. This will generate a print preview, which can be sent to your printer, emailed, faxed or saved as a picture.
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* To print an order '''from the iOS app''', you first need to find the desired order, on either the ''Sales Orders'' tab or the ''Customers'' tab (see [[Sales_Orders#Reviewing_Sales_Orders_on_the_Mobile_Device | above]] for details). Then, tap the necessary order and scroll the list of available buttons in the pop-up window, then tap ''Print''.
  
 
== Creating Invoices Based on Sales Orders ==
 
== Creating Invoices Based on Sales Orders ==
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'''Option 2.''' Go to ''Sales → Sales Transactions'' and find the sales order you would like to invoice. Click [[File:Hfo-dropdown.png]] and select ''Create Invoice''. On the ''New Invoice'' page you will see a side panel with a list of other open orders (if this customer has any more). You can mark them and click ''Add'' to include them in the invoice. When you are finished with the invoice, click ''Save''.
 
'''Option 2.''' Go to ''Sales → Sales Transactions'' and find the sales order you would like to invoice. Click [[File:Hfo-dropdown.png]] and select ''Create Invoice''. On the ''New Invoice'' page you will see a side panel with a list of other open orders (if this customer has any more). You can mark them and click ''Add'' to include them in the invoice. When you are finished with the invoice, click ''Save''.
  
'''In the mobile app''', go to [[Customers | Sales]], find and highlight a customer, then tap ''Customer Orders''. Next, use the checkboxes in the right column to mark one or more sales orders, then tap ''Invoice''. You will see a new invoice populated with items from the orders you’ve marked. At this point, you can modify the invoice details, if necessary (see [[Invoices]]). Tap ''Save'' to create the invoice, or press the B''ack button'' on the device to leave without saving.
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'''In the Android app''', go to [[Customers | Sales]], find and highlight a customer, then tap ''Customer Orders''. Next, use the checkboxes in the right column to mark one or more sales orders, then tap ''Invoice''. You will see a new invoice populated with items from the orders you’ve marked. At this point, you can modify the invoice details, if necessary (see [[Invoices]]). Tap ''Save'' to create the invoice, or press the B''ack button'' on the device to leave without saving.
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'''In the iOS app''', go to ''Sales'' → ''Customers'' → tap the necessary customer, then tap ''Sales Orders'' in the pop-up window. In the '''Sales Orders''' screen, select the necessary order(s) and tap ''Invoice'' in the bottom-right corner of the screen.
  
 
== Sales Order Numbers ==
 
== Sales Order Numbers ==
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If you'd like to change how reference numbers look for sales orders, see [[Transaction Numbering]].
 
If you'd like to change how reference numbers look for sales orders, see [[Transaction Numbering]].
  
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Latest revision as of 17:55, 1 September 2022

Overview

HandiFox features the ability to create Sales Orders, which are used to keep record of product orders placed by your customers and track quantities on order and quantities available for your inventory items. Invoices can be auto-filled based on sales orders, and Picking/Packing can be done to verify that the correct items are shipped.

Warning-sign.png Since QuickBooks Online does not support Sales Orders, you will not be able to access them inside QuickBooks, even if you connect your QuickBooks company to HandiFox.

In the mobile app, sales orders can be accessed from the Customer Center screen (Android) or the Sales tab (iOS), in the web app – under Sales → Sales Transactions.

Creating Sales Orders

Sales order creation in the Android app

In the Web App

To create a new sales order in the web app, go to Sales → Sales Transactions → click Hfo-plus-button.png and select Sales Order.

You can add products to the order by selecting from the drop-down list in the Item column. Alternatively, you can set the cursor in the Scan Barcode field and add items using a barcode scanner (requires barcodes to be assigned to items, see Barcoding).

In the Android App

To create a new sales order, first, select a customer in the Customer Center, then tap Customer Orders. Tap New to create a new order.

Firstly, you will see the Items tab of the Create Order screen, which lets you add products to the order. Other tabs let you add or edit such order details as shipping address and optional notes.

There are a few ways to add products to the order:

  • Tap Find to select products from your item list, possibly using search and filtering. When you’ve marked all the required items, tap Add and enter the correct item quantities via the keyboard.
  • Enter the exact item name in the text field and tap the Add button next to it, then enter the correct ordered quantity via the keyboard.
  • Scan product barcodes, possibly multiple times to set the correct quantities. See Barcoding.

You can tap Hfo-calc.png to add a discount or select the sales tax if you charge it.
When you’ve added all the required items, tap Save to finish.

Info-sign.png Note: If your country is outside the US, it is necessary to choose tax for every item in the list. To do so, after adding the item to the sales order, select it in the list → tap the tax name, which is located in the information string above the items list → select the necessary tax in the drop-down list → tap OK.


[Back to top]


In the iOS App

IOS Sales Order HFO.gif

To create a new sales order, tap the Sales tab at the bottom of the screen, then select the Customers tab. Tap the necessary customer in the list. In the pop-up window, tap Sales Orders. Tap the Plus iOS HFO.jpeg button to create a new sales order. To add items to the list, switch to the Items tab. There are several ways to add items:

  • Type in the unique name of the item in the Look for Name field and tap the Plus iOS HFO.jpeg button to add the item straight to the list.
  • Tap the Plus iOS HFO.jpeg button to open the Add Item screen. You can scroll through the list and select several items at once. It is possible to filter the items by typing the keywords in the Look for field and selecting the desired category (All fields, Name, Description, SKU, Category). Tap Add when you are finished to add items to the sales order.
  • Scan the item's barcode with the rear camera. To do so, tap HFO iOS scan button.png. Alternatively, scan the item's barcode with the connected Bluetooth scanner. If the item is already on the list, each correct scanning of its barcode will increment the Qty value.

You can tap Hfo-calc.png to add a discount or select the sales tax if you charge it.
When you are finished, tap OK checkmark iOS.jpeg to apply your changes, or press the back button to leave without saving.

Info-sign.png Note: If your country is outside the US, it is necessary to choose tax for every item in the list. To do so, after adding the item to the sales order, tap it in the list → tap the tax name → select the necessary tax in the drop-down list → tap OK → Close.


[Back to top]


Reviewing Sales Orders on the Mobile Device

In the Android App

The Customer Orders screen of the Android app

There are two ways to find an existing sales order in the Android app:

  • In the Customer Center, highlight a customer and tap Customer Orders. You will see a list of all orders from this customer. Look in the list or search by order number to locate the one you want. You can filter orders by Open, Invoiced, All, and Closed in the Status drop-down list.
  • In the Customer Center, tap Open Orders to see a list of all existing open orders from all customers. From here, you can use search, sorting, and filtering to locate the order you want.

Once you’ve found the desired sales order, you can review or edit it by highlighting the order and pressing Edit. You can change order details, product quantities and rates, add or remove products from the order. Refer to the previous section for ways to add new items to the order.

To remove an item, select it in the list and tap it once again, then tap Delete in the pop-up list.

You can manually close the order by checking the Closed checkbox.

When you are finished, tap Save to apply your changes, or press the Back button on the device to leave without saving.

In the iOS App

The Sales Orders screen of the iOS app

There are two ways to find an existing sales order in the iOS app:

  • While in the Sales tab, tap the necessary customer in the Customer tab and tap Sales Orders in the pop-up window. You will see a list of all orders from this customer. Look in the list or search by order number to locate the one you want. You can filter orders by Open, Invoiced, Closed, All by tapping the respective button.
  • In the Sales tab, tap the Sales Orders tab in the top part of the screen. You will see a list of all existing Open/Picked/All orders (depending on the selected status) from all customers. From here, you can use search or scanning to locate the order you want.

Once you’ve found the desired sales order, you can review or edit it by tapping the order and pressing Edit. You can change order details, product quantities and rates, add or remove products from the order. Refer to the previous section for ways to add new items to the order.

To remove an item, go to the Items tab, tap the item, then tap Delete in the pop-up window.

You can manually close the order by tapping the order in the list and tapping Close in the pop-up window.

When you are finished, tap OK checkmark iOS.jpeg to apply your changes, or press the back button to leave without saving.

[Back to top]



Reviewing Sales Orders in the Web App

In the web app, existing sales orders can be reviewed under Sales → Sales Transactions. This page lists existing sales transactions filtered by type, status and date. The default filter displays all transactions created within the week. If you can't find the records you are looking for, adjust the filter to narrow or broaden the search as needed (e.g. to display only sales orders from the last 30 days). Text search is available by transaction number and site.


Sales transactions being listed in the web app


To view a sales order, click on the corresponding row of the list.

To see what invoices are linked to this sales order, click View in the column named Lnk Txn.

More operations are available from the Action menu. You can access it by clicking Hfo-dropdown.png in the Action column of the transactions list. This menu allows the following operations:

  • Print the sales order.
  • Edit the order.
  • Clone (create a new order with exactly the same contents).
  • Create an invoice from this order.
  • Manually close the order.

Some of these actions may be forbidden, depending on the sales order status.
If you click on the Sales Order's Reference Number in the list, it will open the View Sales Order page. Once here, you can close, clone, or delete the Sales Order by clicking Hfo-button-three-dots.png in the top-right corner of the screen. Please note that we do not recommend deleting transactions as it may affect the status of linked transactions, such as Invoices.
You can print out a list of some or all sales orders showing on this page. Use the checkboxes in the leftmost column to mark the orders you want to include on the printed list, then click Print List.

[Back to top]


Printing an Existing Sales Order

Sales orders can be printed from the web app as well as from mobile devices.

  • To print a sales order from the web app, go to Sales → Sales Transactions and find the desired sales order (possibly using search and filtering), then click Hfo-dropdown.png and select Print. Alternatively, you can click on the order itself to view it, and then click the Print button.
  • To print an order from the Android app, you first need to find the desired order, on either the Open Orders screen or the Customer Orders screen (see above for details). Then, tap Mobile-menu.png and select Print. This will generate a print preview, which can be sent to your printer, emailed, faxed or saved as a picture.
  • To print an order from the iOS app, you first need to find the desired order, on either the Sales Orders tab or the Customers tab (see above for details). Then, tap the necessary order and scroll the list of available buttons in the pop-up window, then tap Print.

Creating Invoices Based on Sales Orders

You can create an invoice based on one or multiple sales orders from a certain customer.

In the web app, there are two ways to do this:

Option 1. Go to Sales → Sales Transactions, click Hfo-plus-button.png and select Invoice. Once you've chosen the customer, you will see a side panel with a list of all open sales orders (if the customer has any). Mark one or multiple orders and click Add. When you are finished with the invoice, click Save.

Option 2. Go to Sales → Sales Transactions and find the sales order you would like to invoice. Click Hfo-dropdown.png and select Create Invoice. On the New Invoice page you will see a side panel with a list of other open orders (if this customer has any more). You can mark them and click Add to include them in the invoice. When you are finished with the invoice, click Save.

In the Android app, go to Sales, find and highlight a customer, then tap Customer Orders. Next, use the checkboxes in the right column to mark one or more sales orders, then tap Invoice. You will see a new invoice populated with items from the orders you’ve marked. At this point, you can modify the invoice details, if necessary (see Invoices). Tap Save to create the invoice, or press the Back button on the device to leave without saving.

In the iOS app, go to SalesCustomers → tap the necessary customer, then tap Sales Orders in the pop-up window. In the Sales Orders screen, select the necessary order(s) and tap Invoice in the bottom-right corner of the screen.

Sales Order Numbers

If you'd like to change how reference numbers look for sales orders, see Transaction Numbering.


[Back to top]