Overview
Once the sales order is approved, it is ready for fulfillment.
All the milestones of the sales order fulfillment are reflected in its state, regularly calculated by the system. That allows you to track the process through handy states.
At the beginning, prepayment, which is a financial condition prior to supply initiation, is controlled.
If all financial conditions are met, the material requirement is transferred for supply processing.
Shipping and invoicing controlling procedure can also be required.
All invoices issued as part of an order are monitored for timely payment.
If there are items in the order that are not relevant for shipment, they should be excluded.
The priority is managed to differentiate customer service for different customers.
As a result, sales orders are followed up, and their priority is updated.
Video guide
Follow up sales order progress flowchart
Paths
| Path | Sales → Sales management → Sales orders |
|---|---|
| In-app link EN code |
e1cib/list/Document.SalesOrder
|
| In-app link RU code |
e1cib/list/Документ.ЗаказКлиента
|
How to follow up sales order fulfillment statuses
1. Go to Sales, then click Sales orders under Sales management.
2. In the Sales orders list, open the Current status filter. The filter's status list allows you to track how sales order is fulfilled. The system automatically calculates the following order statuses:
- Placed and Pending approval related to the sales order before confirmation.
- Pending payment before supply. In some cases, the customer has to make an advance payment to start the supply process. This requirement is agreed with the customer, and defined in the payment terms.
- Ready for supply. The prepayment or advance payment is received. The sales person now must initiate supply of goods.
- Pending payment before shipment. In some cases, the customer must make a prepayment to start the shipment process. This requirement is agreed with the customer, and defined in the payment terms.
- Pending supply. The goods requested by the customer have been ordered but have not available yet.
- Ready to ship. The customer fulfilled the conditions for the shipment of goods. The goods are available at the moment. The sales person must initiate shipment from warehouse process.
- Shipping and invoicing. The warehouse employee is informed about expecting shipment. Firstly, the customer is receiving goods from the warehouse. Then, the sales manager is issuing customer invoice.
- Pending payment. Waiting for payment from the customer with reference to the invoice issued.
- Fulfilled. All goods have been shipped. The sales person must perform the closing procedure for the sales return request.
- Closed. All logistic and financial terms are fulfilled.
How to control prepayments
1. In the Sales orders list, select the order with Pending payment before supply or Pending payment before shipment state, then click Reports → Fulfillment status.
2. In the Fulfillment status report, find the Payment before supply or Payment before shipment in the Payment/shipment steps column.
3. Check Payment date.
4. Check Plan, Actual, and Overdue payment figures.
5. Notify the customer about overdue payment.
How to control goods supply
1. In the Sales orders list, select the order with Pending supply state, then click Reports → Fulfillment status.
2. In the Fulfillment status report, check the Goods items.
3. Check current supply Action.
4. Check Shipment date.
5. Escalate the resolution of supply difficulties.
How to control goods shipment and invoice issue
1. In the Sales orders list, select the order with Shipping and invoicing state, then click Reports → Fulfillment status.
2. In the Fulfillment status report, check Goods issue and shipping state, then check Invoicing state.
3. Escalate the resolution of difficulties with shipment and invoicing.
How to control invoice payments
1. In the Sales orders list, select the order with Pending payment state, then click Reports → Fulfillment status.
3. In the Fulfillment status report, check Payment after shipment state, then check Payment regardless of shipment state.
4. Check Payment date.
5. Check Plan, Actual, and Overdue payment figures.
6. Notify the customer about overdue payment.
How to mark obsolete sales order items
1. In the Sales orders list, find the order with Pending supply state, and with Due date in the past, and open it.
2. In the Sales order document, click the Goods tab, click the Supply forecast hyperlink.
3. In the Supply forecast form, find items with Supply state.
4. In the Goods tab, select items, click the Supply → Do not supply, then select the Cancellation reason column and choose the reason the item was cancelled.
5. Post the document.
How to update sales order priority
1. In the Sales orders list, open the required document.
2. In the Sales order document, select the High or Low priority for the order, and Post the document.
3. In the Sales order list, notice the high and low priority orders highlighted in the list.
4. Use the Priority filter to view sales orders with the high or low priority.