Options and tricks for your sales orders
- Access Sales
- Click on Sales Orders
In the following article we explain the following tips & options:
- Attach files to your orders
- Duplicate an order
- Write notes & messages on your orders
- Check the edition history of your orders
- Export your order list
- Convert a sales order into another document
- Group concepts in a sales order
1) Attach files to your orders
- Click on a line of the order to open the PDF viewer
- Click on the drop down button, located next to the Send button.
- Click on [Attach files] button
Attach files in the email: When you attach a file to the order it will be sent along with the PDF of the order when sending the order by email. (Activate this option in Settings and click on Send emails ).
Types of files accepted: You can attach files with the following file types PDF, JPG, PNG, XLS, XLSX, ZIP, CSV, GIF with a maximum volume limit.
2) Duplicate an order
- Click on a line of the order to open the PDF viewer
- Click on the drop down button at the top, this is located to the right of the Send button
- Click on the Duplicate option
Duplicate order: Save time by duplicating orders! If you click on the drop-down to the right of each line of the order you will see the option to duplicate. A new order with the same information but a new order number will be generated so the invoice will not be duplicated.
- Duplicate: A new order will be created in edition mode with the same information but with a different order number
3) Write notes & messages on your orders
- Click on a document line item to open the PDF viewer
- Click on the [conversation] button at the top, next to the Details button
- Write the message and add a note, once you've done this, all you need to do is click Send 😊
- Communicate with your client by messages: Each time you write a message within the message feature within a document the client will receive an email with the information and a "link" to answer you from their customer portal.
- Message: In Holded you can write comments on the orders that you have previously created and they will be visible to the client
- Notes: You can write notes that only users of your company's account can see
Yellow and white notes: For differences between messages and notes you will see that the notes appear in yellow and the messages in white.
4) Manage who can modify your orders
- Click on a line item to open the PDF viewer
- Click on the button with the [conversation] logo at the top, next to the Details button
- Check the Edit History in the upper left
Check who has modified the orders: When you access you can check the user and the date the order was edited
- Edited by: the name of the user who created or edited the order will appear
- Date: the date and time in which the order was created or edited will appear.
Date and time: You can check the date and time a document has been edited to check who and when you made changes to the order.
5) Export your orders
- In the list of sales orders, click on the upper right drop-down (to the right of Calendar)
- Select the Excel or PDF option
Tip: Filter by Pending + Expired Segment and export your pending orders to keep track of orders that have not been cashed.
- Import: Download the template to import a list of sales orders
- Excel: Download the sales order list to Excel
- PDF: Download the sales order list to PDF
6) Convert a sales order into another document
- Click on a line of the order to open the PDF viewer
- Click on the [Convert] button in the Documents section
- Click on "Invoice", "Credit note", "Pro forma", "Waybill", "Purchase Order"
Tip: This feature will allow you to create new documents with the same information as the sales order created so you do not have to do it "manually".
- Invoice: When converting into an invoice, the accounting entry will be recorded in the accounting.
- Sales receipt: When converting a sales receipt, the accounting entry will be recorded in the accounting.
- Proforma: The pro forma will be related to the sales order.
- Air Waybill: When converting both documents will be related and you can check it in the PDF viewer right section of "Origin" .
- Purchase order: The purchase order will be related to the sales order.
7) Group concepts in a sales order
- Click on a sales order to open the PDF viewer
- Click on the drop down button, to the right of the Send button
- Click on "Edit"
Tip: Sometimes when creating an order you may want to include several lines under the same concept or you may simply want to add a description for the concepts shown below it.
- To do this, go to concept and write *t*: When typing * t * the separators of the columns will be removed and you'll be able to write information related to the corresponding concept .
- Add the lines that will be included under this concept: Click on add line and it will automatically be included in the concept. In case you want to add a concept outside this group, you must rewrite *t* so that it is grouped in another section. You'll be able to add as many lines as you like under the separated concept
- Once you've added all the concepts you'd like, click Save
Total amounts: After following this process and when viewing the PDF, you'll see that the lines will be grouped under the same concept and the total amount of the grouped lines will appear in the total column.
Add lines outside the grouping: In case you want to add a line below and outside the grouping you should repeat the process (write *t* on the line and add lines below) so that it's separated from the previous grouping.
Now you know everything about sales orders in Holded!