Check the progress of sales orders

You can check the progress of your sales orders to keep track of what you need to do to process the order. For example, you can see:

• When an order requires stock to be allocated, or when it has been allocated.

• When an order has been printed.

• When an order is ready to despatch, or has been despatched.
• When an order is ready for invoice printing, or an invoice has been printed.

Check progress from the Sales Order List

Use the Sales Order List to see details about each stage of the order process.

Open: Sales Orders > Sales Order List

Check the sales order progress in the following columns:

• Document status.

• Ready for allocation.

• Allocated.

• Ready for despatch.

• Despatched.

• Ready for invoice (printing).

• Invoiced

• Cancelled

How do I show these columns in the Sales Order List?

You can choose which columns are displayed in the list.

1. Select the menu in the column header, then select the columns button.

2. Select the columns to display. Most of these can be found in the Document group, except for Acknowledgement which is not grouped.

Sales order progress

You can check the progress of a sales order by checking the different statuses in the Sales Order List.

• Document Status (also shown as Order status when you amend or view an order).

  • Live: The order has been generated and is in the process of being fulfilled. Some invoices or credit notes still need to be posted for the order.

  • Completed: The order has been fully despatched and invoiced, or has been cancelled. Invoices and credit notes have been posted for the sales order, and the customer and nominal account balances have been updated.

  • On hold: The order has been put on hold to stop any further processing of the order. For example, the order has been queried because the customer has exceeded their credit limit.

• Ready for allocation.

  • Yes: Some items in the sales order have not yet been allocated.

• Allocated.

  • Part: Only some of the items are allocated, but some items still need to be allocated. The items have not yet been despatched.

    If you have chosen allocate stock automatically when items are entered on an order (set in Invoice and Order Settings), then it is useful to check for Part allocation to see when items were out of stock when the order was entered.

  • Full: All items in the order have been allocated. The items have not yet been despatched.

  Once an item is partly or fully allocated, it will also be set as ready for despatch. The Allocated status returns to being blank once all the allocated items have been despatched.

• Ready for despatch.

  • Yes: Some items in the sales order have been allocated and are ready to be despatched.
  • If none of the items in the order require despatch this will be blank.

• Despatched.

  • Part: Only some of the items have been despatched, but some items still need to be despatched.
  • Full: All items in the order have been despatched.
  • If none of the items in the order require despatch this will be blank.

  Once a order is partly or fully despatched, you can print invoices for the items that have been despatched.

• Ready for invoice (printing).

  • Yes: Some items on the sales order have been despatched (or do not require despatch) and are ready to have invoices printed.

• Invoiced.

  • Part: Only some of the items have been included in a printed invoice, but some items have not yet been invoiced.
  • Full: All items in the order have printed invoices.

  Once an item is partly or fully invoiced, it can be posted. If an order is not fully posted, its Status will still be Live.

• Cancelled.

  • Part: Only some of the items in the order have been cancelled, but not all of the items.

    For example, an order may only be Part cancelled if some items have already been despatched, or if you have deleted items (and record cancelled order lines) but haven't yet cancelled the order.

  • Full: All items in the order have been cancelled.

View and customise the Sales Order List

• To sort the list by a column, select the column heading.

  For example, you could group orders ready for allocation, or ready for despatch.

• You can set up search filters to only show particular items in the list.

  For example, you could only display orders ready to allocate, ready to despatch, or ready to post.

  For more information on filters, see Use a filter.

  Example filter - show sales orders ready for despatch

  To set up a filter to display sales orders that are ready to despatch, we want to show orders where Ready for despatch is set to Yes.

  1. Select the filter button in the Ready for despatch column.

  2. Set up the filter to only include Yes, and don't include (Blank).

  3. Select Apply.
  Example filter - show sales orders ready to post

  To set up a filter to display sales orders that are ready to post, we want to show orders where Invoiced is Part or Full, and the document status is Live (not completed).

  1. Select the filter button in the Invoiced column.

  2. Set up the filter to include Part and Full, and don't include (Blank).

  3. Select the filter button in the Document Status column.

  4. Set up the filter to only include Live and don't include everything else.
  5. Select Apply.