Create / Edit Sales Order

This section will cover how to create new and edit existing sales orders on Spitfire. Under the Sales Order tab, pressing the Create Order heading will direct you to the correct page.

Create Sales Order

Once you have arrived on the Sales Order Management page, you will be able to create a new order by typing in the customer name in the top search bar, or creating a new customer by typing in the name in the bottom search bar.
Pressing the button will allow you to progress to the next stage.
Next, there will be a summary of details that are associated with the existing customer. These details can be changed by selecting any of the options from the drop-down menus.
Again, pressing the button will allow you to progress to the next stage.
In this next stage, there will be the option to change any of the details currently stored on the customers account.

Billing

Under the tab you will be able to change the following details:

First Name
Update the customers first name here.

Surname
Update the customers surname here.

Postal Code
Update the postal code of the customers billing address here.

Company Name
Update the company name of the customer here.

Address Line 1
Update the first line of the customers billing address here.

Address Line 2
Update the second line of the customers billing address here.

Town/City
Update the town or city of the customers billing address here.

County
Update the county of the customers billing address here.

Country
Update the country of the customers billing address here, by selecting from the drop-down menu.

Telephone
Update the telephone number associated with the customers billing address here.

Save as New Invoice Address
For Yes select Green or for No select Red.

Contact/Email to send Order Confirmation to
Update the email address to send order confirmation to here, by selecting a saved contact from the drop-down menu. If you would like to create a new contact, use the next section.

Alternatively, enter a new Email Address
If you would like to add a new email address to the customer account, which will be used to send order confirmations to, enter it here.

Default Payment Method
Update the default payment method for the customer here. You will be able to select an option from the drop-down menu.

Currency
Update the currency that the customer uses here. You will be able to select an option from the drop-down menu.

Quote Expiry
Enter here a date for the quote expiry, by selecting the correct date from the pop-up calendar. This is only required if you are creating a Quote.

Delivery

Under the tab, you will be able to update the following details:

Details are Identical to the Billing Section
For Yes select Green or for No select Red.

Copy Details from the Billing Section
For Yes select Green or for No select Red. If you select yes here, the details will be copied from the billing section, however you will be able to change them.

First Name
Update the first name associated with the customers delivery address here.

Surname
Update the surname associated with the customers delivery address here.

Postal Code
Update the postal code of the customers delivery address here.

Company Name
Update the company name of the delivery address here.

Address Line 1
Update the first line of the delivery address here.

Address Line 2
Update the second line of the delivery address here.

Town/City
Update the town or city of the delivery address here.

County
Update the county of the delivery address here.

Country
Update the country of the delivery address here, by selecting the correct option from the drop-down menu.

Save as New Delivery Address
For Yes select Green or for No select Red.

Telephone
Update the telephone number associated with the delivery address here.

Send Delivery Notifications To
Update the contact of who to send the delivery notifications to here. Select an existing contact from the drop-down menu.

Alternatively, enter a new Email Address
If you want to add a new email address for delivery notification to be sent to, enter it here. This new email address will be saved to the customer record.

Delivery Method
Update the delivery method here, by selecting the appropriate option from the drop-down menu.

Drop-Ship this Order
For Yes select Green or for No select Red. Selecting this option means the delivery paperwork will be plain label.

Send Whole Order Direct
For Yes select Green or for No select Red. Selecting this option means that the order will be send direct during purchasing and all local stock will be ignored.

Do Not Send Direct
For Yes select Green or for No select Red. Selecting this option means the order will only be sent from the warehouse.

Do Not Auto Part Ship
For Yes select Green or for No select Red. Selecting this option means the order will not be automatically part-shipped.

Part Ship
For Yes select Green or for No select Red. Selecting this option means items will ship when available.

Order Items

Under the heading you will be able to change any of the following details:

Search Product By SKU
Enter the SKU of the item you would like to search by here.

Search Previously Ordered Items
This section will allow you to select any previously ordered stock from the drop-down menu. To use previously charged price tick for yes, or leave blank for no.

Search Customer Own Stock
To search the customer own stock, select the appropriate option from the drop-down menu.

Add Quantity
Enter the number of items you would like to add to the order here.

Add Product
Press the button to add the items to the order. One you click Add Product, you will then be able to amend the price.

Delivery Charge and Delivery Cost
At the bottom of the page you will be able to amend the Delivery Charge. This is how much you are charging the customer for delivery. You will also be able to amend the Delivery Cost. This is how much the delivery costs you. Entering this will allow you to calculate any profits made from the delivery.

Details

Under the tab you will be able to update the following details:

Private Order Comments
Enter here the private comments associated with the order. These comments will not be visible to the customer.

Public Order Comments
Enter here the public order comments associated with the order. These comments will be displayed on the Order Acknowledgement and also the Customer Delivery Notes.

Order Method
Enter here the method that the order was placed, by selecting the appropriate option from the drop-down menu.

Order Source
Enter here the appropriate order source.

Origin Site
Enter here the origin site associated with the order.

Sales Rep
Select the name of the appropriate sales rep from the drop-down menu.

Order Group
Select the order group from the drop-down menu.

Stock/Call-Off Order
For Yes select Green or for No select Red. Selecting this option means that the Customer will not be sent this order until it has been called off.

Payment

Under the heading, you will be able to update the following information:

Special Order
For Yes select Green or for No select Red. This is where the cost price has been negotiated as a one-off or the items need manual purchasing.

No PO Reference Required
For Yes select Green or for No select Red. Only select this option if the customer doesn't need a PO reference.

Customer PO Reference
Enter here the customer purchase order. This is required to release orders paid on account.

Payment History
This will display the payment history relating to this specific customer.

Admin

Under the heading you will be able to view and edit the following details:

Site Order No
This will display the site order number if applicable.

Site Customer ID
This will display the site customer ID if applicable.

Order Date
This will display the order date in the format of YYYY-MM-DD HH:MM:SS.

Import Date
This will display the import date in the format of YYYY-MM-DD HH:MM:SS.

Order Created By
This will display the name of the sales rep that created this order.

Order On Hold
For Yes select Green or for No select Red.

Negative Margin Hold
Select the appropriate option from the drop-down menu.

Incomplete Address Hold
Select the appropriate option from the drop-down menu. Manually authorizing without fixing the address WILL cause the delivery scan to fail.

Below Minimum Order Hold
Select the appropriate option from the drop-down menu.

Amazon Hold
Select the appropriate option from the drop-down menu.

Credit Hold
Select the appropriate option from the drop-down menu.

Send Email Order Confirmation Now
For Yes select Green or for No select Red.

Quote Stage
Select the appropriate option from the drop-down menu.

Quote Date
This will display the date that the quote was created, in the format of YYYY-MM-DD HH:MM:SS.

Quote Expiry Date
This will display the date that the quote will expire, in the format of YYYY-MM-DD HH:MM:SS.

Draft Order
For Yes select Green or for No select Red. This will be green until the order is released, or if you want to keep it as a quotation.

Top Products

This section will show you the top ordered products for that customer. There will also be the option to add any of these products to a new order by selecting the quantity under the Add Qty heading and then pressing the button.

Email History

Under the heading the following details will be given:
Section to be updated.

Audit Trail

Under the heading the following details will be given:
Section to be updated.

Save

Once all details have been updated or input correctly press the button to save changes, the button to release the order, or the button to cancel the order.

Edit Existing Orders

To edit any existing orders, please click here to be taken to the List Orders page. You will be able to filter for the relevant order, then you will have the option to edit any details by clicking the Order Ref box and then selecting View/Edit.