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Recording a sales order

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Helpful Hint!

If you are completing the Sage 50 Practice Set, sales orders are to be recorded in the Sales Orders window and the invoice created when the merchandise is delivered.

One of the first steps in the sales cycle is receiving an order from a customer. In general, there are two ways this information can be recorded. The first way is to immediately create a sales order and then to create the related sales invoice when the items are to be delivered. Alternatively, if the items are to be delivered immediately, the second way is to not create a sales order and to just create the sales invoice for the sale.

The method chosen does have consequences as to when Sage 50 records the information from the sale into the general ledger accounts. The general ledger accounts are updated when the sales invoice is saved, not when the sales order is saved. When the sales order is saved, Sage 50 records the sales order information into the sales order journal. Entries in this journal are not posted to the general ledger accounts. It is only when the related sales invoice is saved that the general ledger accounts are updated and the sales order is updated to reflect the number of items shipped. You can learn how to record the sales invoice in the Sales transactions page in this learning center.

Sales orders are useful if, for example, you do not have the merchandise on hand to fulfil an entire order from a customer straight away. You can use the sales order functionality in Sage 50 to track how much of the merchandise you have delivered and how much is still on order. This topic shows you where and how to enter sales order information in Sage 50.

To record a sales order in Sage 50, open the Customers & Sales Navigation Center. Click on the Sales Orders icon and select New Sales Order from the list of options presented.

Select New Sales Order

This displays the Sales Orders window where you can enter the details of the sales order into Sage 50. The following screenshot and reference table show step-by-step instructions on how to enter a sales order into the Sales Orders window in Sage 50. Note that each step is assigned a reference number to help you identify the appropriate field or icon in the screenshot.

The Sales Orders window with reference numbers

Sales Orders window
Step Sage 50
field or icon
1 Customer ID Select the customer who has ordered the goods.
2 Bill To,
Ship To
These fields are automatically populated when you select the customer. You can accept these default terms or change the Ship To details if required.
3 Date Click the calendar icon to select the date of the sales order.
4 Ship By Click the calendar icon to select the date by which the goods are required to have shipped.
5 SO No. If you leave the SO No. field blank, Sage 50 will automatically assign a sales order number to your sales order when the sales order is printed. However, if you are completing our Sage 50 Practice Set, you are not asked to print sales orders. Instead, you are advised of the sales order number to use, so you should enter that number into the SO No. field.
6 Various Enter the customer's purchase order number in the Customer PO field if known. The other fields are automatically populated when you select the customer. You can accept these default terms or change the details if required.
7 Quantity Enter the number of the first item ordered.
8 Item Enter the Item ID of the item of inventory ordered.
9 Description When you select the item of inventory using the Item field, Sage 50 automatically populates this field with the longer description of the item of inventory. Read this description to check that you have selected the correct item.
10 GL Account,
Unit Price,
Sage 50 automatically populates these fields with the default information specified when that item of inventory was set up. You can either accept the default information or enter any changes directly into the appropriate field. Note that if you change the unit price, Sage 50 automatically calculates the new Amount of the item. Alternatively if you change the total amount, Sage 50 will calculate and update the Unit Price.
11 New sales order row You can enter additional items of inventory ordered by repeating steps 7 to 10. If additional rows are required, select the Row icon at the top of the Sales Orders window and then select the Add icon.
12 Sales Tax Select the sales tax applicable to the sale. In the example above, the sales tax selected is GAGWINN. Once the sales tax has been selected, Sage 50 automatically calculates and displays the sales tax on the sales order.
13 Sales Order Total Sage 50 automatically calculates the total value of the sales order.
14 Save icon Once you have entered the information in the Sales Orders window, remember to review your entries and click the Save icon to record the sales order.
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