Create a sales order

Create a sales order to record the items that a customer wants to buy. You can save the order as a draft or open it for further processing.

Start the order

1. Open the project.
2. Open Sales.
3. Select New order in the sales order list.
4. In Customer, select the customer.
5. In Bill to, select the billing address.
6. In Ship to, select the delivery address.
7. Set Order date and Requested ship.
8. If necessary, enter Cancel by and Ship method.

If the customer has default addresses, the form selects those addresses.

To create a customer, select Add customer in the customer selector. To create an address, select Add address in the applicable address selector.

Convexity assigns the sales order number when you save the order.

Add the items

1. If Line entry appears under Order lines, select Individual lines.
2. In the first empty row, select Product.
3. Find the item by its name or SKU.
4. Select the item.
5. Enter the Quantity.
6. Do a check of Description and Unit Price.
7. If necessary, enter a different selling price in Unit Price.
8. To add another row, select Add item.
9. Repeat steps 2 through 7 for each additional item.

Convexity tries to find the selling price from the order price list. A change to Quantity can cause Convexity to find a new price. A manually entered price stays unchanged when you change the quantity.

The Amount column shows the amount for each line.

Add line notes and discounts

1. To add instructions for one item, enter them in Line notes.
2. To enter line discounts, turn on Show discount column under Order lines in the sidebar.
3. Enter the percentage in Discount % for each applicable line.
4. Do a check of each Amount.

Use the size/color grid

The Size/color grid is available when the project uses variant entry.

1. Under Order lines in the sidebar, set Line entry to Size/color grid.
2. Select the product.
3. Enter the quantities for the applicable sizes and colors.
4. Do a check of the total quantity and unit price for the product.

If you lock a product quantity, the quantities in its grid must equal that quantity. Derive quantity from variants uses the quantities in the grid to calculate the product quantity.

In this view, Discount % applies to a product block. Some product blocks appear as individual lines when their entries cannot share a grid.

Complete the sidebar

The sidebar contains Order details, Defaults, and, when past orders are available, Reuse.

Set the order details

In Order details, enter or change these values as necessary:

Field	Use
Order source	Select the sales channel for this order.
Payment terms	Select the payment terms for this order.
Buyer name	Enter the buyer's name.
Buyer email	Enter the buyer's email address.
Buyer phone	Enter the buyer's telephone number.

The selected customer's email, telephone number, and payment terms can supply initial values. Do a check of these values for the current order.

Set the warehouse and currency

1. In Defaults, select the source warehouse in Warehouse, if necessary.
2. Enter the order currency code in Currency, such as USD or EUR.

The Currency fields in the sidebar and order header show the same value. Selecting a price list can also change the currency.

Select a price list

In Defaults, Price list initially uses Automatic. Convexity uses the customer, sales channel, and project defaults to find the price list.

Update prices can replace manually entered prices for catalog items.

1. To use a specific price list, select it in Price list.
2. If Update prices appears, select it to find prices for the items again.
3. Do a check of each Unit Price before you save the order.

Assign a sales representative and commission

1. In Defaults, select a sales representative in Representative.
2. To use the customer's representative, select Use customer default.
3. To change the commission for this order, enter a percentage in Commission override.

Commission override accepts a percentage from 0 to 100, not a currency amount. For a five-percent commission, enter 5. Leave the field empty to use the representative's default rate when you save the order. A commission percentage must have a selected representative or a customer default representative.

Changing Representative clears an entered commission override. If you change the representative, enter the override again if necessary.

Add an external reference or dropship setting

1. In External reference, enter the customer or marketplace reference, if necessary.
2. If a vendor will supply the customer directly, select Dropship order.

The external reference must be unique within the project. The dropship setting identifies the delivery method; it does not create a purchase order.

Complete the totals and notes

Do a check of Total units and Order total.

Use these controls if the order needs additional amounts or instructions:

Control	Use
Add tax	Enter the tax percentage.
Add shipping	Enter the shipping charge.
Add a discount	Enter the order discount percentage.
Special instructions	Enter instructions for packing slips and confirmations.
Internal notes	Enter notes that are not shown to the customer.

Do a check of Order total after you change an amount.

Save the order

Save and open sets the order status to Open.

Select the action that matches the next step:

• To keep the order for later changes, select Save as draft.
• To create an open order, select Save and open.

Convexity closes the form after a successful save. The sales order list shows the saved order.

1. Find the order in the sales order list.
2. Confirm the customer, sales order number, total, and status.

Creating the sales order does not reduce on-hand stock. Shipment is a separate step.

Create an order from an existing order

Duplicate a sales order

Use Duplicate to start a separate order with details from an existing order. The original order stays unchanged.

1. Open Sales.
2. Find the original order in the sales order list.
3. Open More order actions for that order.
4. Select Duplicate.
5. Do a check of the customer, addresses, items, quantities, warehouse, currency, and representative.
6. Set Order date and Requested ship for the new order.
7. Enter the other details that the new order needs.
8. Do a check of the prices and totals.
9. Select Save as draft or Save and open.

The new order gets a new sales order number when you save it. The original external reference is not copied.

Prices are calculated again for the copied catalog items. The original tax, shipping charge, order discount, and commission override are not copied. Buyer details, payment terms, special instructions, Cancel by, and Ship method also need another check. Internal notes are copied.

Reuse past order lines

Use Reuse to add lines from a past order to the current draft. The current lines stay in the draft.

1. In the sidebar, open Past sales order under Reuse.
2. Find the past order.
3. Select the order.
4. Do a check of the added items and quantities.
5. Do a check of their prices before you save the draft.

The copied lines get new prices for the current order. Selecting the same past order again adds its lines again.

If you cannot save the order

The save action is unavailable

Do a check of each order line:

• The line has a description.
• The quantity is greater than zero.
• The unit price contains a value of zero or more.

At least one line must contain order details. If you entered a commission percentage, confirm that the order has a representative. The percentage must be from 0 to 100.

If you used the Size/color grid, the variant quantities must agree with any locked line quantity.

An item has no price

1. Do a check of the selected Price list.
2. If the price list has no price for the item, enter the agreed selling price in Unit Price.
3. Do a check of the line amount and Order total.

The external reference already exists

1. Do a check of External reference under Defaults.
2. Enter a reference that is not used by another sales order in the project.
3. If the reference is unnecessary, clear the field.

Convexity shows a save error

The form stays open if the save fails. Read the error message before you try again.