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Managing Quotes, Sales Orders, and Invoices

This job aid contains step-by-step instructions related to managing quotes, sales orders, and invoices in MYOB Acumatica.

Creating a Sales Order

  1. Open the Sales Orders (SO301000) form.

    To open the form for creating a new record, type the form ID in the Search box, and on the Search form, point at the form title and click New.

  2. Click Add New Record on the form toolbar and in the Summary area, do the following:

    1. Select SO (Sales Order) as the order type.

    2. Select the customer in the Customer box.

    3. Check the date of the order in the Date box.

    4. In the Requested On box, specify the date when the customer wants to receive the order.

    5. In the Description box, provide a brief description for this sales order.

  3. On the Shipping tab, do the following:

    1. Check the date when the system schedules the shipment of this order in the Sched. Shipment box. By default, it is the Requested On date minus the lead days for this customer, if this is setup against the customer.

    2. Review the default shipping rule used for this customer in the Shipping Rule box. If needed, select another rule.

  4. On the Details tab, perform the following steps to add one item or multiple items to the sales order:

    1. Click Add Items on the table toolbar. The Inventory Lookup dialog box appears with a list of active stock items.

    2. In the line or lines with the items that you want to add, in the Qty. Selected column, specify the requested quantity of the items (measured in the default unit of measure shown in the UOM column).

      Check the item availability data (which appears in the columns to the right) for the selected warehouse and ensure that the specified quantity is available in the selected warehouse for each item added to the sales order.

    3. Click the Add & Close button at the bottom of the dialog box.

    4. In the added line or lines, do the following:

      1. Review the shipping rule in the Shipping Rule column. If needed, select another rule for particular item.

      2. Review the date in the Requested On column. By default, it is the Requested On date specified for the order. If needed, change the date for this item and if it complies with the line's shipping rule.

      3. Review the date in the Ship On column. By default, it is the Sched. Shipment date. Change the date for this item if needed.

  5. If needed, allocate specific items for this sales order in the Line Details tab.

  6. If needed, specify lot or serial numbers for specific items for this sales order.

  7. Click Save on the form toolbar to save the created order.

 

Creating a Sales Order with Allocations

  1. Open the Sales Orders (SO301000) form.

    To open the form for creating a new record, type the form ID in the Search box, and on the Search form, point at the form title and click New.

  2. Click Add New Record on the form toolbar, and in the Summary area, specify the following:

    1. In the Order Type box, select SA (Sales Order with Allocation) as the order type.

    2. In the Customer box, select the customer.

    3. If a particular project associates with this sales order, select the needed project in the Project box (where the X (Non-Project Code) appears by default).

    4. Change the date of the sales order in the Date box, which by default is the current date, if needed.

    5. In the Requested On box, specify the date when the customer wants to receive the order.

    6. In the Customer Order box, enter the reference number of the original customer document that the sales order references.

    7. In the External Reference box, enter the reference number of the sales order that the third-party application imported.

    8. In the Description box, enter a brief description for this sales order.

  3. On the Shipping tab, do the following:

    1. Review the date when the system schedules the shipment of this order in the Sched. Shipment box. By default, it is the Requested On date minus the lead days for this customer. Change the date if needed.

    2. Review the default shipping rule used for this customer in the Shipping Rule box and change it if needed.

  4. On the Details tab, perform the following steps to add one item or multiple items to the sales order with allocation:

    1. Click Add Items on the table toolbar. The Inventory Lookup dialog box appears with a list of active inventory items.

    2. In the line or lines with the items that you want to add, in the Qty. Selected column, specify the requested quantity of the items (measured in the default unit of measure shown in the UOM column).

      Notice the item availability data for the selected warehouse, which appears in the columns to the right.

    3. Click Add & Close at the bottom of the dialog box.

    4. In the added line or lines, review the following information:

      1. Review the shipping rule for the line. If needed, select another rule for this item.

      2. Review the date in the Requested On column. By default, it is the Requested On date specified for the order. Change the date for this item and if it complies with the line's shipping rule.

      3. Review the date in the Ship On column. By default, it is the Sched. Shipment date. Change the date if needed for this item.

    5. Click Save on the form toolbar.

  5. If needed, select the order line on the Details tab and click the Item Availability button on the table toolbar to review how the system allocates the quantities of the items for the order in the Inventory Allocation Details (IN402000) form, which opens.

  6. Specify lot or serial numbers for lot- or serial-tracked items, if any.

  7. Click Save on the form toolbar.

 

Creating a Quote from an Opportunity

  1. Open the Opportunities (CR3040PL) form.

  2. On the appropriate filter tab, click the opportunity based on which you want to create a quote. The Opportunities (CR304000) form opens.

  3. On the form toolbar, click Create Quote.

  4. In the Create Quote dialog box, which opens, do the following:

    1. In the Quote Type box, select Sales Quote.

    2. Select the Recalculate Prices check box if you want the system to recalculate the prices and discounts for the quote.

    3. Click Create and Review.

      The system closes the dialog box and opens the new sales quote with the Draft status on the Sales Quotes (CR304500) form. On the Details tab, the system has added lines for the stock items, which it has copied from the opportunity. Review and adjust the data on the form if needed.

  5. Click Save on the form toolbar.

 

Creating a Sales Order from an Opportunity

  1. Open the Opportunities (CR3040PL) form.

  2. On the appropriate filter tab, click the opportunity based on which you want to create a sales order. Make sure that the opportunity has the New, Open, or Won status.

    The Opportunities (CR304000) form opens.

  3. On the More menu (under Record Creation), click Create Sales Order.

  4. In the Create Sales Order dialog box that opens, do the following:

    1. In the Order Type box (the Sales Order group of settings of the Main tab), select SO.

    2. Select the Recalculate Prices check box if you want the prices to be recalculated for the new sales order.

    3. Select the Recalculate Discounts check box to recalculate the discounts for the new sales order.

    4. If the user selects a business account with the Business Account type in the opportunity, the system displays the Customer group of sections on the Main tab of the dialog box.

    5. Notice the default values of the email address and customer class for the customer that you will create based on the business account and change the values if needed.

    6. On the Attributes tab of the dialog box, which is shown only if the selected business account has not been extended as a customer, specify any missing values or update values for the attributes (if any).

    7. On the User-Defined Fields tab of the dialog box, which is shown only if the selected business account has not been extended as a customer, specify any missing values or update values for the user-defined fields (if any).

    8. Click Create and Review.

      The system closes the dialog box, extends the business account as a customer (if applicable), and opens the Sales Orders (SO301000) form with a new sales order. Make sure that on the Details tab, the lines contain the product data specified on the same tab of the opportunity.

  5. On the form toolbar, click Save and Close. The system closes the Sales Orders (SO301000) form and returns you to the Opportunities (CR304000) form.
  6. On the Relations tab, make sure that the system has added a row that holds the summary settings of the newly created sales order.

 

Creating an Invoice from an Opportunity

  1. Open the Opportunities (CR3040PL) form.

  2. On the appropriate filter tab, click the opportunity based on which you want to create an invoice.

    The Opportunities (CR304000) form opens. Make sure that the opportunity has the New, Open, or Won status. Before creating an invoice, you must associate the opportunity with a customer account.

  3. On the More menu (under Record Creation), click Create Invoice.

    1. In the Create Invoice dialog box, select the Recalculate Prices check box if you want the system to recalculate the prices for the new invoice.

    2. Select the Recalculate Discounts check box if you want the system to recalculate the discounts for the new invoice.

    3. Click Create.

      The system closes the dialog box and opens the Invoices and Memos (AR301000) form with a new invoice that contains many of the settings copied from the opportunity. Make sure that on the Details tab, the lines contain the product data specified on the same tab of the opportunity.

  4. On the form toolbar, click Save and Close. The system closes the Invoices and Memos (AR301000) form and returns you to the Opportunities (CR304000) form.
  5. On the Relations tab, make sure that the system has added a row that holds the summary settings of the newly created invoice.