How to create a sales order

You can create a sales order in Rackbeat in two different ways. The method that suits you best depends on your workflow.

You can also create a sales order based on an existing quote by converting the quote into an order. Here, we’ll focus on the step-by-step process of creating a sales order.

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Creating a Sales Order

This step involves registering the customer’s requirements and creating a base order to build upon. Once the order has been created, you’ll gain access to more details to fine-tune the setup and ensure proper order processing.

1. Go to the Sales tab and click on Orders. Here you’ll see an overview of all your sales orders, both active and completed.

2. Click the blue Create New button to start a new order.

3. Select the customer you want to create the order for. If the customer hasn’t been created yet, you can add a new customer during this process. Then click Create and edit.

4. Your order is now created and ready for setup. You’ll be redirected to the order details where you can customize and add further information.

Below, you’ll find an interactive guide you can click through. To view it in full screen, click the icon in the top right corner.

 

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Setting Up the Sales Order

The next step is to set up the sales order by specifying all the details related to the customer’s requirements, delivery terms, and payment conditions. This ensures a clear structure for the entire order process, from creation to delivery and invoicing.

1. Customer Information

The customer’s billing and delivery information is essential for proper order handling. These details must be accurate, as they form the basis for subsequent processes like delivery and invoicing.

• Check that the billing and delivery addresses are correct. If anything is missing or incorrect, you can edit them.

• Click Edit to update the addresses. A pop-up window will appear where you can enter new information.

• After ensuring everything is accurate, click Save changes to return to the order.

An interactive guide is available below. Click the icon in the top right corner to enter full-screen mode.

 

2. References and General Information

This section contains key references and conditions for the order. Here, you can enter important details that provide clarity for both you and the customer. The fields are designed for flexibility and customization.

• Our Reference: Enter the name of the employee responsible for the order. This makes internal contact easier.

• General Discount (%): Specify an overall discount rate for all products in the order. For example, a 10% discount will apply to all lines.

• Delivery Responsible: Define who is responsible for delivering the goods to the customer.

• Attention: Enter the customer’s contact person for this order.

• Their Reference: Add the customer’s internal contact person.

• Other Reference: A free text field for additional order-related information.

• Currency and Exchange Rate: Select the order’s currency. Note: the currency must be chosen before adding products, otherwise prices may be incorrect.

• Payment Terms: Specify the customer’s payment terms, e.g., 30 days net.

• Delivery Terms: Indicate how delivery should be handled using your predefined terms.

• VAT Zone: Ensure the VAT zone matches the customer’s location. If not specified, the order will default to the customer’s assigned VAT zone.

• Project: If the order is part of a project, link it to that specific project.

• Layout: Choose the layout for the order PDF.

• Attach PDF: You can attach additional documents such as technical specifications. These will be included after the Rackbeat-generated PDF in the same document.

• Show Payment Terms: Enable this to display payment terms at the bottom of the PDF.

• Show Customer Fields: If you use custom fields, enable this to display them on the PDF.

An interactive guide is available below. Click the icon in the top right corner to enter full-screen mode.

 

3. Notes

Notes can provide the customer with additional information about the order. Use this section to add specific details useful to both parties.

• Header: Add a short title that will appear above the note field.

• Order Date: Enter the order creation date. You can edit this if needed.

• Delivery Date: Specify the expected delivery date. If this changes after the order has been confirmed, a new confirmation must be sent.

• Note: Add any additional details or instructions to be displayed on the PDF.

An interactive guide is available below. Click the icon in the top right corner to enter full-screen mode.

 

4. Adding Products

To complete the order, you need to add products. Specify which products the customer should receive:

• Click Product Line:

  • Product: Choose the product to add.

  • Quantity: Enter the number of items.

  • Unit: Select the unit (e.g., pcs., kg, meters).

  • Price per Unit: Check or update the price.

  • Location: Specify the picking location if multiple are available.

  • Department: If using departments via integration with e-conomic, this field will appear. Select the relevant department for the product. Note: All product lines must be assigned to a department when departments are used.

  • Discount: Add a specific discount for this product line.

  • Text: The product name appears here; you can edit it as needed.

  • Quantity (in standard unit): This appears if you use the Unit Converter and have set up conversions. Learn more here: Unit Converter in Rackbeat

  • Delivery Date: Set the expected delivery date for this product line.

Alternatives:

• Text Line: Add a free text line.

• Add Product Bundle: Select a pre-defined group of products that are often sold together.

An interactive guide is available below. Click the icon in the top right corner to enter full-screen mode.

Review the Order

Make sure all details are correct before proceeding.

5. Confirming the Sales Order

Once the order is ready, confirming it ensures that all information is finalized and that the customer receives an official confirmation.

• Click Confirm.

• Choose whether to send the confirmation email to the customer immediately.

• You can enter multiple email addresses in the To, CC, or BCC fields. Separate them with commas.

Example:
support@rackbeat.com, info@rackbeat.com

• Click Confirm again to complete the process.

An interactive guide is available below. Click the icon in the top right corner to enter full-screen mode.

 

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Frequently Asked Questions

Can I reopen an order after confirmation?

Yes, as long as no shipment or invoice has been created. Go to Actions and click Reopen to make changes or updates.

What’s the next step after creating an order?

You can create a shipment or invoice by clicking Actions and choosing either Create Invoice or Create Shipment. This ensures accurate booking and tracking.

How do I add freight or services to an order?

Create freight or services as non-stock items in your product list and add them to the order. This allows for consistent invoicing.

Can I reorder my product lines?

Yes, you can drag and reorder product lines using the arrows on the left side.

When adding a product, I see a “Fields” tab in the pop-up – what is it?

If you have a premium subscription and use custom fields, you’ll see the “Fields” tab when adding products. Here you can adjust the custom field data specific to this order.

Can I add negative quantities to my order?

No, it is not possible to add negative quantities on product lines in quotes, orders, or purchase orders in Rackbeat. This must be handled on an invoice or through an inventory adjustment.