> For the complete documentation index, see [llms.txt](https://kb.bevica.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://kb.bevica.com/documentation/guides/sales/working_with_sales_orders-1.md).

# Working with Sales Orders

Create, release, ship, and invoice sales orders in Bevica.

Use Bevica sales orders to record and manage your customers' demand. They are useful for a number of reasons: to let customers know what to expect and when, give greater visibility/control over costs, and help manage budgets and cash flow.

This article goes through the process of creating and completing a basic stock sales order.

{% hint style="warning" %}
**Prerequisites**

Customers, items, and locations setup.
{% endhint %}

### Creating a Sales Order

Sales Orders are typically created from the Sales List or an existing Sales Order, but can be created from the Customer Card/List and some Role Centres.

Unless created from the Customer Card where the Customer No. is selected automatically, clicking **New** will present you with a blank Sales Order page. The cursor rests on the **Customer No.** field, then select the customer by either typing its name or using the lookup and searching. Once found, the sales order is given its unique number and Bevica populates the order with default information from the Customer card; e.g. **Sell-to** address details, **Location Code**, **Salesperson Code**, **Shipping Agent Code**, **Currency Code**, **Shipment Method Code**.

Any information can be changed if necessary.

{% hint style="info" %}
If the Customer has a **Ship-to Code** set or **Recurring Sales Lines** set to Automatic, they are triggered at this point.
{% endhint %}

### Selecting an Alternative Delivery Point

There are a number of ways you can enter an alternative delivery address. Selecting the **Ship-to** field you will be asked to select one option:

* **Default (Sell-to Address)** This is the default and sets the Ship-to details to the Customer address. This delivery point can only ever be Duty Paid.
* **Alternative Shipping Address**. Here you can select from Ship-to Addresses created against this customer. The Ship-to itself holds default information and is copied to the order overwriting those already there, e.g. **Duty Status**, **Location Code**, **Shipping Agent Code**, **Shipment Method**.
* **Custom** Where you want to enter a one-off address select Custom. The ship-to address fields in the **Shipping and Billing** FastTab are editable. These details can only ever be Duty Paid.

{% hint style="info" %}
To process any **Duty Free** sales document you must first create a Ship-to Address set to Duty Free with the appropriate additional HMRC details.
{% endhint %}

The following date fields can be used to help manage the sales order process:

| Field Name              | Field Purpose                                                         | Note                                                                                    |
| ----------------------- | --------------------------------------------------------------------- | --------------------------------------------------------------------------------------- |
| Posting Date            | Defaults to today's date when the order is created                    | Will become the Invoice date when the order is Shipped and Invoiced.                    |
| Document Date           | Defaults to today's date when the order is created                    | Is used to calculate the Due Date.                                                      |
| Order Date              | Defaults to today's date when the order is created.                   | This date is used to find and calculate prices                                          |
| Due Date                | Is calculated using the **Document Date** and **Payment Terms Code**. |                                                                                         |
| Shipment Date           | Defaults to blank.                                                    | Use this field or **Requested Delivery Date** to manage when orders need to be planned. |
| Requested Delivery Date | Defaults to blank.                                                    | Use this field or **Shipment Date** to manage when orders need to be planned.           |

It is not necessary to populate or maintain all these fields, typically just **Shipment Date** or **Requested Delivery Date** are manually changed at this stage.

Other useful Sales Order fields:

| Field Name            | Field Purpose                                                             | Note                                                                                                                                 |
| --------------------- | ------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------ |
| Posting Description   | Defaults to the order type and number.                                    | The text in this field is copied to the Posted Sales Invoice, Customer Ledger Entry, and G/L Entry **Description** fields.           |
| External Document No. | Use this field to record your Customers Purchase Order number.            |                                                                                                                                      |
| Order Source          | A list you can define to help filtering and reporting on sales documents. | The field is copied to posted documents.                                                                                             |
| Work Description      | Is populated from 'Sales' comments on the Customer and Ship-to records.   | This text appears on the Sales Order, Sales Credit Memo, Sales Invoice, Posted Sales Invoice and Posted Sales Credit Memo documents. |

### Adding Sales Order Lines

Sales order lines can be created by:

* using **Recurring Sales Lines**, see [Customer Favourites / Wine List](/documentation/guides/sales/customer_favourites.md) and [How to work with recurring lines](https://docs.microsoft.com/en-gb/dynamics365/business-central/sales-how-work-standard-lines)
* using **Sales Line Worksheet**, see [Sales Line Worksheet](/documentation/guides/sales/sales_line_worksheet.md)
* entering manually by selecting the **Type** of line you want to create. The most used options are:

| Option      | Option Purpose                                                          | Note                                                                                                          |
| ----------- | ----------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------- |
| Comment     | Allows you to enter free text that appears on the sales order document. |                                                                                                               |
| G/L Account | For a misc. financial value.                                            | On Invoicing posts directly to the G/L account.                                                               |
| Item        | Lets you select an item code to track quantities in inventory.          | The Unit of Measure selected on the item line will determine if the user is able to enter a decimal quantity. |
| Resource    | For a misc. financial value.                                            | On Invoicing posts using the posting setup on the Resource card.                                              |

When an item is added to a sales line Bevica searches for the appropriate Sales Price and Sales Line Discount.

As well as the Customer itself and the item on the line, the following fields on the sales order are used to find the most appropriate price and line discount:

* Customer Price Group
* Unit of Measure
* Duty Status
* Currency Code
* Order Date, used to filter price Starting and Ending Dates.
* Quantity, if prices have been created with quantity breaks

Prices can be changed manually or set to zero.

For more information on managing Bevica sales prices see [Sales and Purchase Price Lists - New Pricing Experience](/documentation/guides/pricing-costs-and-charges/sales_and_purchase_price_lists_-_new_pricing_experience.md).

{% hint style="success" %}
It is possible to change the **Customer Price Group** on the sales order header and lines manually. The change needs to be made before adding any lines if you are changing the field on the header or before you enter a quantity if you are changing the line.
{% endhint %}

### Completing Order Entry

When you have finished entering the order you release the order by selecting the **Release** option on the order ribbon. Many fields on the sales order cannot be amended whilst the order is at **Released** status.

At this point you may want to prepare the sales order document using the **Print/Send** option on the order ribbon.

{% hint style="success" %}
As part of releasing the sales order, Bevica will:

Run a credit check. This may result in the order being **Credit Held**, this means it cannot be **Shipped** or **Invoiced**. For more information on managing Bevica credit checking click [here](/documentation/guides/sales/credit_held_orders.md).

Check for **decimal quantities** on item lines. An error will be displayed if a decimal quantity has been used on an item line for a unit of measure which is not ticked as Disable Item Qty. Decimal Check.
{% endhint %}

### Amending a Completed Order

Any order can be amended multiple times prior to shipping and invoicing its lines. To amend a **Released** order you open the order by selecting **Reopen** on the ribbon in the **Release** section. This sets the **Status** field to Open.

### Posting an Order

Sales Order can be Shipped and Invoiced as one operation or separately. The **Location Code** on the Order determines the process necessary to post the order. One of the following options will apply:

* The order can be posted from the Sales Order.

  On the sales order ribbon click **Posting**. Select the appropriate option and OK. This is typically used for basic or third-party warehouses.
* The Order can be posted via an Inventory Pick.

  Where the Location has been set up with Inventory Warehousing, i.e. the warehouse is managed directly by us with bins, we need to create a separate document to confirm where the stock has been taken from. On the order ribbon, Actions tab, Warehouse section click **Create Inventory Put-away/Pick**.

  On the report request form that appears tick **Create Invt. Pick** then OK. This creates a Warehouse Inventory Pick transaction that now needs to be registered. This is typically used for simpler storerooms/warehouses where bins are used.

In all cases, it is recommended that sales orders are not part shipped/invoiced. Any remaining quantities are removed from the original order and added to a new order if necessary.

### Posted Sales Shipment

When a Sales order is shipped it creates a **Posted Sales Shipment**. This is an archive of the sales order at the point it was shipped. From this document's page, select **Navigate** on the ribbon to see what other records Bevica has created. Most commonly: **Item Ledger Entries** and **G/L Entries**.

### Sales Order Archives

At any point in the lifecycle of a sales document, it can be archived. This takes a snapshot of the current state of the order and saves it for reference.

A sales order can be manually archived at any point using the **Archive** button on the order ribbon, Actions, Functions.

A sales order can be automatically archived on deletion by setting the appropriate fields in **Sales & Receivables Setup**, Archive fasttab.

See more information here [How to Archive documents](https://docs.microsoft.com/en-gb/dynamics365/business-central/across-how-to-archive-documents)


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