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Creating and Managing Sales Orders
Creating and Managing Sales Orders

Create a Sales Order

Brenda Beckham avatar
Written by Brenda Beckham
Updated yesterday

Creating Sales Orders is one of the most exciting moments of your business!  This is where you will begin to see all of the results of your hard work come together! Whether your customers call you, walk into your retail store or visit your Showroom/eCommerce store online, a Sales Order will be generated to show what items they want to buy from you.  

For all Sales Orders,  you will manually enter them into Uphance using the instructions in this document unless the orders are coming in through your eCommerce store.  If they are coming in through your eCommerce store, those will automatically be fed into Uphance by your customers.

In general, a sale represents a single purchase transaction with a customer. Typically you will have one sale per customer per season.

How to Create a Sales Order

Sales created in Uphance start their existence in the DRAFT state (even those coming in from your eCommerce store).  And, you will have to "Confirm" the state before the sale is final.  In this state, you will add products to build your tentative customer order. 

To create the DRAFT Sale:

1. Select Order Management >> Sales Order from your left, main vertical menu

2. Click the Actions button at the top right corner and click New Draft Sale

3. Upon clicking, a popup modal would appear. Type your customer's company name.  If the customer is already set up in your company contacts database, a drop-down list for you to select from will appear when you start typing the name of the customer.  

If it is a new customer, you can update the contact information on the next screen.

Select the Season for the product they want to purchase from, specify the Channel (Currency/Price List) and the Warehouse you will fill the order from. Then click the Create Sale button.

How to Add Products to Your Sales Order

Once you've created a new draft sales order, the next step is to add products to it and set your payment term. The process is simple:

When you are done, you can proceed to confirm the order.

How to Add an Attachment to Sales Orders

Uphance allows you to add attachments to your sales orders. This could be a PDF document, a spreadsheet, or an image.

The best way to go about this is to set up automatic attachments for your emails. You can learn how to do that here.

But if you prefer to do so manually, simply click the attachment icon on the Sales Order and upload the attachment.

If the attachment was uploaded successfully, you can easily access it by clicking the attachment icon again. You can either download or delete it.

How to Copy a Sales Order

There are times you just want to copy and duplicate a customer's order rather than create it from scratch.

This feature will also come in handy if you have a set of customers who order similar items each time they make a purchase. Using the order copy feature will save you the trouble of manually creating the orders for each time they come in.

First, locate the order you wish to copy. Next, click the Make a copy link.

The copied order will contain the same information as the original one. However, the order number will change.

All you have to do now is to confirm the order and ship it to your customers.

How to Locate a Sales Order

The Sales Order list allows you to search for customer orders by customer name, customer "tag", order date or other filters.

To open sales orders, navigate to Order Management >> Sales Orders

Sorting

You can sort orders based on Customer name, Season, Brand, Order number, Status, Order date, Start ship date, and Cancel ship date.

The sort feature is on a toggle meaning that if you click the column heading once it will sort ascending and if you click it again it will sort them descending. These are the fields that you can sort:

  • Customer Name - Sorts customer orders by customer name from A-Z or from Z-A

  • Season - Sorts your product's Seasons by Season name from A-Z or from Z-A

  • Order Number - Sorts your Sales Orders by number from smallest to largest or largest to smallest

  • Order Date - Sorts your Sales Orders by order creation date from the most current or listing the oldest first

  • Start Ship Date - Sorts your Sales Orders by the date they should be shipped with the dates closest to the current date or with the older dates listed first.

Search

Use the Search feature to Filter your order list for a specific customer name or sales order number. You can also search using order tags.

Filtering

Use filtering to search for your order based on any number of these attributes: Seasons, sales status, channels, agents, brands, source of order (manual, Shopify, etc.), order and ship date, payment terms, and originating warehouse.

Season

The "All Seasons" drop down menu allows filtering of Sales Orders by a particular Sales Order's Season. These are "Sales Order" seasons not "Product" seasons as you may have a Sales Order with products from multiple Product Seasons on one Sales Order. The Sales Order Season is the Season listed at the top of the Sales Order as shown in the Blue box below.

Note: if your Sales Order is in the wrong season, you can change that by clicking on that Sales Order Season and selecting a different one.

Sales

The "All Sales" drop-down menu allows filtering of Sales by multiple options. The default is "All Sales". However, if you click on the drop-down menu, you will see the additional options as illustrated in the image below.

The benefit of using these filters is that you will be able to gain additional insight into the status of your orders that may help you make business decisions on the next steps to move them forward through the process.

For example, you may want to use the Not Yet Invoices filter to get a list of Sales Orders that you need to create invoices for, or the Awaiting Shipment filter for orders that haven't been shipped yet. You may want to use the Awaiting Payment filter to see the sales orders that have not been paid for.

The Unconfirmed Sales may be a reminder to complete a task (e.g. call the customer for a billing or shipping address) so that you can Confirm the order.

The Confirmed & Open may be a reminder to follow up on a Production Order for fulfilment.

Channels

The Season, Sales and Agents filters allow you to select one item from each of the menu options. However, the All Channels drop-down menu allows you to select multiple pricing Channels. Select your intended channel by clicking the checkbox next to it. Keep in mind that you can select multiple channels at once.

Stylist/Sales Agents

You may want to see all Sales Orders for a particular Stylist. Use the All Stylist drop-down menu to select the stylist you want to filter for.

Locating Customer Sales History

You can also see the Sales History for a particular customer by bringing up your customer's profile Customer Relationship >> Customers. Scroll down a bit to the Sales History section. There, you will see all the customer's orders. Click on the Order number to bring up that particular order.




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