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FTrack allows you to create new Sales Orders for your customers or convert existing quotes or opportunities into orders. Each order includes a set of line items listing the products that the customer is purchasing. FTrack also enables you to attach and send enclosures with orders. You can add a letter, a copy of a quote, or any other file to an order.
The Order form includes tabs that you use to enter a customer's billing and shipping information, create a line item list of products that the customer orders, and enclose supplementary documents to an order.
Use the Line Items tab to create a list of the products that the customer will purchase. Use the Documents tab to add additional documentation to the order. Once an order has been created based on a quote, you cannot add a copy of the quote as an enclosure. When you close a sale for which you have not already created a quote, you can generate an immediate order.
Once you have delivered the order, FTrack allows you to generate one or more invoices to be sent to the customer until the total mount of the order is invoiced. FTrack provides you at any moment the real state of your accounting relationships with your customers and the real balance.
There are six ways that an Administrator can add Sales Orders from the main menu:
| • | From the main menu: File>New>Sales Order |
| • | From the main menu: File>Open>Sales Orders. FTrack will open the Sales Orders list window. Then use the push button {New} |
| • | From the Organizations form top menu: Actions>Add Sales Order. |
| • | From the Persons form top menu: Actions>Add Sales Order |
| • | From the Sales Opportunity form top menu: Actions>Add Sales Order |
| • | From the Quotes form top menu: Actions>Add Sales Order |
| • | The Quote "Code" is the only required field. |
| • | There are four ways to View and Edit existing Sales Orders: |
| • | From the main menu: File>Open>Sales Orders. FTrack will open the Sales Orders list form so the user can filter records using the standard procedures or edit any record doing double click on it |
| • | From the Left tree view option panel: Doing double click on any of the following icons: Sales Orders or My Sales Orders |
| • | From the Organizations form: On tab Sales Orders, select one item and do double click on it |
| • | From the Persons form: On tab Sales Orders, select one item and do double click on it |
| • | From the Sales Opportunity form: On tab Sales Orders, select one item and do double click on it |
| • | From the Quotes form: On tab Sales Orders, select one item and do double click on it. |
To Delete existing Sales Orders, edit the one you want to remove and use top menu option: File>Delete.
The following figure shows an example of sales order details form:
The information managed in this form is:
| o | Code: Identification code for the quote generated by FTrack. |
| o | Organization: Organization that receives the order. |
| o | Summary: The short description of the order. |
| o | Sales manager: FTrack user (often a sales manager) responsible of the order. |
| o | Open Date: Date of creation of the order. |
| o | Contact: Person from the customer who receives the quotation. |
| o | Department: Department of the sales manager. |
| o | Quotation: If the sales order is generated from a quotation, the quotation code is displayed. |
| o | Sales Opportunity: If the sales order is generated from a sales opportunity, this field displays the sales opportunity code. |
| o | External Code: Other code. |
| o | State: Status of the order. It can be one of the following: |
| o | Billing Address and Contact information for sending the invoice. |
| o | Invoice to: Company to which the invoice must be sent |
| o | Contact: Person to whom the invoice must be sent |
| o | Payment Term: See lookup tables for more information. |
| o | Discount per Quick payment: Discount to apply if the customer pays quickly. |
| o | Payment Type: See lookup tables for more information |
| • | Delivery: Address and contact information for sending the purchased product. |
| o | Contact: Person to whom the products will be delivered. |
| o | Mode: Type of delivery. See Lookup tables for more information |
| o | Delivery Date: Date when the product is delivered to the customer |
| o | Transporter: Organization responsible of the delivery to the customer. |
| • | Comments: More information about the order |
| • | Products: List of products included in the order. Doing double click on any of them FTrack will open the Sales order product details form. The following figure shows an example of sales order product detail form. Also the following information is displayed: |
| o | Gross Amount: Total list price for the products offered |
| o | Discount: Total discount applied. |
| o | Final price: Fin al price for the order. |
| o | Total Paid: Total amount paid by the customer of the order. |
| • | Invoices: List of invoices sent to the customer to pay the amount of the sales order. Doing double click on any of them to open the related invoice detailed form. See Invoices for more information. |
| • | Documents: List of documents of any kind related to this order. Doing double click on any of them, the related document form will be displayed. |
| • | Mails: List of mails sent related to the order. Doing double click on any of them, the related mail form will be displayed. |
| • | Phone calls: List of phone calls done or received related to the order. Doing double click on any of them, the related phone call form will be displayed. |
The actions that can be performed from the quote details form are:
| o | Organization: This option will open the organization details form for the related organization. |
| o | Sales Opportunity: If the order was generated from a Sales Opportunity, this option will opens the related Sales Opportunity details form. |
| o | Quotation: If the order was generated from a quotation, this option will open a the associated quotation details form. |
| o | Add Product Detail: This option will add a new product detail to the order. |
| o | Start Delivery: Change the state of the order to Delivery in Progress. After this action, the order cant be changed. |
| o | Set as Delivered: Change the state to Delivered. If a order is delivered then invoices can be sent to the customer. |
| o | Add Invoice: This option generates a invoice for the order. |
| o | Archive: Archive the invoice. |
| o | Add Document: Ftrack will generate a new document and link it to the order. |
| o | Send Email: FTrack will open mail form with the address of the primary contact so the user can fill it and send it. |
| o | Add Phone Call: Ftrack will generate a new phone call and associate it to the order. |
Sales Orders can include several detail lines. The following picture shows an example of sales order detail:
The information managed by this form is:
| • | Product: Product included in the quote. |
| • | Quantity: Number of units included. |
| • | Description: Description of the product included. |
| • | Family: Family of the product included |
| • | Summary: Additional information for the line detail |
| • | Price: List price for the product |
| • | Discount: Discount applied (amount or percentage) |
| • | Tax: Tax rate to apply (amount or percentage) |
| • | Final price: Final price for the product. |
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