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How to Create a Sales Order in QuickBooks Desktop

Introduction

Sales orders are an integral part of any business's sales and inventory management. They not only confirm a customer's purchase but also help in keeping track of your inventory. If you're using QuickBooks Desktop, creating a Sales Order is a fairly straightforward process. This guide will walk you through the steps to create a Sales Order in QuickBooks Desktop effectively.


Table of Contents

1. What is a Sales Order?

  • A Sales Order is a document generated to confirm a sale, detailing the items ordered, prices, terms, and conditions, but it doesn't include payment details.

2. Advantages of Using Sales Orders

  • Inventory Management: Helps in keeping track of items sold.

  • Customer Service: Allows for accurate and prompt fulfillment of customer orders.

  • Financial Planning: Assists in revenue and inventory forecasting.

3. How to Create a Sales Order: Step-By-Step

Step 1: Enable Sales Orders

  • Go to Edit > Preferences.

  • Choose Sales & Customers in the Preferences window.

  • Check the box for Enable Sales Orders.

"A screenshot showing the process of enabling Sales Orders in QuickBooks. Navigation goes from Edit to Preferences, and then to the Company Preferences tab under Sales & Customers."
"Enabling Sales Orders in QuickBooks through the Edit > Preferences menu."

"A screenshot showing the process of enabling Sales Orders in QuickBooks. Navigation goes from Edit to Preferences, and then to the Company Preferences tab under Sales & Customers."
"Enabling Sales Orders in QuickBooks through the Edit > Preferences menu."

Step 2: Access Sales Order Screen

  • Navigate to Customers > Create Sales Orders.

Step 3: Select Customer and Details

  • Select the Customer and Job from the drop-down menu.

  • Enter customer information like address, terms, and other details.

Step 4: Add Items

  • In the Items column, add products or services the customer is purchasing.

  • Enter the quantity and rate for each item.

Step 5: Add Notes and Additional Information

  • You can add notes for internal use or for the customer.

  • Additional information like shipping method, delivery date, etc., can also be added.

Step 6: Review and Save

  • Double-check all the details entered for accuracy.

  • Click Save & Close to save the Sales Order.

4. Converting a Sales Order to an Invoice

  • Once the goods or services have been delivered, you can convert the Sales Order to an invoice.

  • Go to Customers > Create Invoices.

  • Select the customer and choose the Sales Order you want to convert.

  • Click Create Invoice.

5. Troubleshooting & FAQs

  • Missing Items: If an item is missing in your list, make sure to add it to your Item List first.

  • Cannot Convert to Invoice: If you’re having trouble converting, ensure that all items are available in the inventory.

  • Changes in Sales Order: Changes can be made to the Sales Order until it is converted to an invoice.

6. Conclusion

Creating a Sales Order in QuickBooks Desktop is an organized and efficient way to manage your sales and inventory. It not only confirms customer purchases but also paves the way for effective inventory management and excellent customer service.


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