1
Click + New Sales Order
The button is at the top right of Sales Orders. The row of buttons above the table filters the list by status and by where the order came from.
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Create a sales order
Use this when a customer has placed an order and you need to record it.
2
Type the customer in Customer
Type the first letters of the name. Matching customers appear below the field. Click one. A Change link replaces the field after you pick.
3
Choose the Contact
Pick the person at the customer who placed the order. The list shows the customer's contacts.
4
Check the Order type
Leave Automatic to let your rules choose. Point at the i to read what a type does: it sets the numbering, the PDF layout and how lines are priced.
5
Type the Customer PO
Enter the customer's own purchase order number. It stays with the order and is searchable in the list.
6
Set the Requested date
Pick the day the customer wants the goods. Each line also has its own Wanted by date.
7
Search the catalog
Type a product name or code in Search the catalog to add a line and click the product. + Add line next to it adds an empty line you type into.
8
Fill in the line
Each line has QTY, UNIT, UNIT PRICE, DISC. % and TAX %. The line total and the order Subtotal, Tax and Total update as you type.
9
Open More
This opens Ship to, Ship-to address and Notes. Ship to is filled in from the customer, so change it only if the goods go elsewhere.
10
Click Create order
The bar at the bottom says Unsaved changes until you save. Create order saves the order and gives it a number such as SO-0002. Cancel leaves without saving.
Open an order and follow it
Use this to see where an order stands and what is left to do.
1
Click Confirmed (4)
The buttons above the list filter by status: Draft, Confirmed and Cancelled. BPMSquare and ERP separate orders made here from orders that came from the ERP.
2
Click Open →
Each row shows the order, customer, ERP NO., total, expected delivery and status. Click Open → at the end of a row.
3
Read the progress bar
The bar across the top goes Draft, Confirmed, Delivered, Invoiced, Paid. Delivered, Invoiced and Paid fill in when your ERP reports them.
4
Click the Lines tab
It lists each item with quantity, unit price, discount and line total. The number in the tab is the count of lines.
5
Click the Availability tab
For each line it shows what was asked, what is confirmed and the result, for example "14 days late" or "Short by 80". Refresh checks again.
6
Click Documents and files
Document flow shows the sales order, then its Delivery and Invoice as they appear. Upload file and Add link keep the customer's PO or a drawing with the order.
7
Read the pricing line
The line under the customer name says where the prices came from. It reads Internal pricing when the pricing engine and price lists set them. An order made from a standard quote adds its number, for example "as quote SQ-2026-0017".
8
Click Confirm order
A Draft order has this button at the top right. Confirming moves the order to Confirmed. The ... menu has Edit details, Cancel order and Delete.
Send an order and see its ERP number
Use this to give the customer a copy and to pass the order to your ERP.
1
Click PDF
The row of buttons at the top right sends or shows the order. PDF makes the order document.
2
Click Email
Use it to email the order to the customer.
3
Click WhatsApp
Use it to send the order on WhatsApp. It is greyed out on some orders; the i next to it explains why.
4
Click the ERP tab
This tab holds everything about the order in your ERP: the ERP number, checks, invoices, deliveries and a log of every transfer.
5
Click Send to ERP
Check with ERP beside it tests credit, price and stock first. Send to ERP sends the order. On this order it is greyed out because the customer is not in the ERP yet; the page says to sync customers from the ERP first.
6
Read the ERP line
After the order is in the ERP, one line shows the ERP name, the ERP number and Open in Dynamics. ERP NUMBER and ERP STATUS are below it, with Refresh to read the status again.
7
Read the Transfer log
Every send is listed with the time, who sent it and the result: Already sent, Failed with the reason, or the ERP number.
