<style>p { margin: 0; }span.fr-emoticon.fr-emoticon-img { background-repeat: no-repeat !important; font-size: inherit; height: 1em; width: 1em; min-height: 20px; min-width: 20px; display: inline-block; margin: -0.1em 0.1em 0.1em; line-height: 1; vertical-align: middle; } span.fr-emoticon { font-weight: normal; font-family: "Apple Color Emoji", "Segoe UI Emoji", "NotoColorEmoji", "Segoe UI Symbol", "Android Emoji", "EmojiSymbols"; display: inline; line-height: 0; } blockquote { border-left: solid 2px #5e35b1; color: #5e35b1; margin-left:0; padding-left:5px;}blockquote blockquote{ border-color: #00bcd4; color: #00bcd4;}blockquote blockquote blockquote{ border-color: #43a047; color: #43a047;} table.grid{ border-collapse: collapse;} table.grid td, table.grid th { border: 1px solid #ddd;} .fr-fic.fr-dib{ display: block; margin: 5px auto;}.fr-fic.fr-dib.fr-fir{ text-align: right; margin: 5px 0 5px auto;}.fr-fic.fr-dib.fr-fil{ text-align: left; margin: 5px auto 5px 0;}.fr-fic.fr-dii{ float: none; margin: 5px auto;}.fr-fic.fr-dii.fr-fil{ float: left; margin: 5px auto;}.fr-fic.fr-dii.fr-fir{ float: right; margin: 5px auto;}img.fr-dib.fr-fir { margin-right: 0; text-align: right;}img.fr-dib.fr-fil { margin-left: 0; text-align: left;}img.fr-dib { margin: 5px auto; display: block; float: none;}img.fr-bordered { box-sizing: content-box; border: solid 5px #CCC;}img.fr-shadow { box-shadow: 10px 10px 5px 0px #cccccc;}img.fr-rounded { border-radius: 10px; -moz-border-radius: 10px; -webkit-border-radius: 10px; -moz-background-clip: padding; -webkit-background-clip: padding-box; background-clip: padding-box;}</style><style>
p {
margin: 0;
}
span.fr-emoticon.fr-emoticon-img {
background-repeat: no-repeat !important; font-size: inherit; height: 1em; width: 1em; min-height: 20px; min-width: 20px; display: inline-block; margin: -0.1em 0.1em 0.1em; line-height: 1; vertical-align: middle;
}
span.fr-emoticon {
font-weight: normal; font-family: "Apple Color Emoji", "Segoe UI Emoji", "NotoColorEmoji", "Segoe UI Symbol", "Android Emoji", "EmojiSymbols"; display: inline; line-height: 0;
}
blockquote {
border-left: solid 2px #5e35b1; color: #5e35b1; margin-left: 0; padding-left: 5px;
}
blockquote blockquote {
border-color: #00bcd4; color: #00bcd4;
}
blockquote blockquote blockquote {
border-color: #43a047; color: #43a047;
}
table.grid {
border-collapse: collapse;
}
table.grid td,
table.grid th {
border: 1px solid #ddd;
}
.fr-fic.fr-dib {
display: block; margin: 5px auto;
}
.fr-fic.fr-dib.fr-fir {
text-align: right; margin: 5px 0 5px auto;
}
.fr-fic.fr-dib.fr-fil {
text-align: left; margin: 5px auto 5px 0;
}
.fr-fic.fr-dii {
float: none; margin: 5px auto;
}
.fr-fic.fr-dii.fr-fil {
float: left; margin: 5px auto;
}
.fr-fic.fr-dii.fr-fir {
float: right; margin: 5px auto;
}
img.fr-dib.fr-fir {
margin-right: 0; text-align: right;
}
img.fr-dib.fr-fil {
margin-left: 0; text-align: left;
}
img.fr-dib {
margin: 5px auto; display: block; float: none;
}
img.fr-bordered {
box-sizing: content-box; border: solid 5px #CCC;
}
img.fr-shadow {
box-shadow: 10px 10px 5px 0px #cccccc;
}
img.fr-rounded {
border-radius: 10px; -moz-border-radius: 10px; -webkit-border-radius: 10px; -moz-background-clip: padding; -webkit-background-clip: padding-box; background-clip: padding-box;
}
</style><style>
p {
margin: 0;
}
span.fr-emoticon.fr-emoticon-img {
background-repeat: no-repeat !important; font-size: inherit; height: 1em; width: 1em; min-height: 20px; min-width: 20px; display: inline-block; margin: -0.1em 0.1em 0.1em; line-height: 1; vertical-align: middle;
}
span.fr-emoticon {
font-weight: normal; font-family: "Apple Color Emoji", "Segoe UI Emoji", "NotoColorEmoji", "Segoe UI Symbol", "Android Emoji", "EmojiSymbols"; display: inline; line-height: 0;
}
blockquote {
border-left: solid 2px #5e35b1; color: #5e35b1; margin-left: 0; padding-left: 5px;
}
blockquote blockquote {
border-color: #00bcd4; color: #00bcd4;
}
blockquote blockquote blockquote {
border-color: #43a047; color: #43a047;
}
table.grid {
border-collapse: collapse;
}
table.grid td,
table.grid th {
border: 1px solid #ddd;
}
.fr-fic.fr-dib {
display: block; margin: 5px auto;
}
.fr-fic.fr-dib.fr-fir {
text-align: right; margin: 5px 0 5px auto;
}
.fr-fic.fr-dib.fr-fil {
text-align: left; margin: 5px auto 5px 0;
}
.fr-fic.fr-dii {
float: none; margin: 5px auto;
}
.fr-fic.fr-dii.fr-fil {
float: left; margin: 5px auto;
}
.fr-fic.fr-dii.fr-fir {
float: right; margin: 5px auto;
}
img.fr-dib.fr-fir {
margin-right: 0; text-align: right;
}
img.fr-dib.fr-fil {
margin-left: 0; text-align: left;
}
img.fr-dib {
margin: 5px auto; display: block; float: none;
}
img.fr-bordered {
box-sizing: content-box; border: solid 5px #CCC;
}
img.fr-shadow {
box-shadow: 10px 10px 5px 0px #cccccc;
}
img.fr-rounded {
border-radius: 10px; -moz-border-radius: 10px; -webkit-border-radius: 10px; -moz-background-clip: padding; -webkit-background-clip: padding-box; background-clip: padding-box;
}
</style><style>
p {
margin: 0;
}
span.fr-emoticon.fr-emoticon-img {
background-repeat: no-repeat !important; font-size: inherit; height: 1em; width: 1em; min-height: 20px; min-width: 20px; display: inline-block; margin: -0.1em 0.1em 0.1em; line-height: 1; vertical-align: middle;
}
span.fr-emoticon {
font-weight: normal; font-family: "Apple Color Emoji", "Segoe UI Emoji", "NotoColorEmoji", "Segoe UI Symbol", "Android Emoji", "EmojiSymbols"; display: inline; line-height: 0;
}
blockquote {
border-left: solid 2px #5e35b1; color: #5e35b1; margin-left: 0; padding-left: 5px;
}
blockquote blockquote {
border-color: #00bcd4; color: #00bcd4;
}
blockquote blockquote blockquote {
border-color: #43a047; color: #43a047;
}
table.grid {
border-collapse: collapse;
}
table.grid td,
table.grid th {
border: 1px solid #ddd;
}
.fr-fic.fr-dib {
display: block; margin: 5px auto;
}
.fr-fic.fr-dib.fr-fir {
text-align: right; margin: 5px 0 5px auto;
}
.fr-fic.fr-dib.fr-fil {
text-align: left; margin: 5px auto 5px 0;
}
.fr-fic.fr-dii {
float: none; margin: 5px auto;
}
.fr-fic.fr-dii.fr-fil {
float: left; margin: 5px auto;
}
.fr-fic.fr-dii.fr-fir {
float: right; margin: 5px auto;
}
img.fr-dib.fr-fir {
margin-right: 0; text-align: right;
}
img.fr-dib.fr-fil {
margin-left: 0; text-align: left;
}
img.fr-dib {
margin: 5px auto; display: block; float: none;
}
img.fr-bordered {
box-sizing: content-box; border: solid 5px #CCC;
}
img.fr-shadow {
box-shadow: 10px 10px 5px 0px #cccccc;
}
img.fr-rounded {
border-radius: 10px; -moz-border-radius: 10px; -webkit-border-radius: 10px; -moz-background-clip: padding; -webkit-background-clip: padding-box; background-clip: padding-box;
}
</style><p><strong>In this guide we will cover:</strong></p><p><strong>- Creating Sales Orders</strong></p><p><strong>- Processing Sales Orders</strong></p><p><strong>- Editing Sales Orders</strong></p><p id="isPasted"><strong>- Email Template for Sales Orders</strong></p><p><strong>- Sales Order Notifications</strong></p><p><strong>- Line Completions</strong></p><p><strong>- Sending Order Updates to Users </strong></p><p><br></p><p><br></p><p><strong>Admin Guides:</strong></p><ul><li><a href="https://usehalo.com/halopsa/guides/1845/" rel="noopener noreferrer" target="_blank"><strong>Items and Stock Control</strong></a></li><li><a href="https://usehalo.com/halopsa/guides/1858/" rel="noopener noreferrer" target="_blank"><strong>Sales Orders</strong></a></li><li><a href="https://usehalo.com/halopsa/guides/1458/" rel="noopener noreferrer" target="_blank"><strong>Quotations</strong></a></li></ul><p><br></p><p id="isPasted">After a quote has been accepted the next stage is to create a Sales Order from the Quote. Sales Orders are used to process the order, allowing you to raise invoices and purchase orders for the order and consign the items on the order for example. Once created, on the right hand side of the Quote you will be able to navigate to your newly created Sales Order.</p><p><br></p><p><strong><span style="font-size: 14pt;">Creating Sales Orders</span></strong></p><p>Sales orders can be created off the back of an accepted quote using the 'Create Sales Order' button. This will create a single sales order, copying over the lines and the end user on the quotation. </p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjBjZjQ4YjI1LWI3YWYtNDZmYS04ZDdkLTg1M2RjOTgxYzUyYSJ9.bRBYZ5CzvG_EOe4x1jSnsvZiWD4NxmhsjW9urfh6nm8" class="fr-fic fr-fil fr-dib" width="1209" style="width: 1211px; height: 512.964px;" height="513"></p><p><strong><span style="font-size: 10pt;">Fig 1. Create sales order from quote</span></strong></p><p><br></p><p>You can have each line of the quote linked to a different customer, resulting in multiple sales orders being created, one for each customer. This allows you to invoice different customers for the different line items. This is done using the 'Customer' field against quote lines. The customer chosen here will be the customer a sales order and then invoice will be created for. </p><p><br></p><p>They can also be set to create automatically when a quote is accepted by the user. This functionality is enabled using the setting 'Automatically create Sales Order when Quotation is approved' found under Configuration > Quotations > Approvals. </p><p><br></p><p>They can also be created manually (standalone) in the Quotes and Orders module. </p><p><br></p><p><strong><span style="font-size: 12pt;">Tracking Changes to Sales Orders</span></strong></p><p>A "Change History" tab will be available against sales orders. This will show all changes made to the sales order, useful for auditing. </p><p><br></p><p><strong><span style="font-size: 14pt;">Processing Sales Orders</span></strong></p><p>The screen below shows what a sales order will look like upon creation. Here you can complete actions either shown in the top bar or from the lines, which allows for these lines to be marked as complete. A more in-depth explanation of line completion is further down this guide.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjAxOTIzZDM1LTE1NTQtNDkyNS1iYmJiLTliM2ZlOWRiMzhiZCJ9.6zRrBqdJDF6_di6zGD7jUwR188NzNdxUz04P3RldBU0" class="fr-fic fr-fil fr-dib" width="1213" style="width: 1215px; height: 647.129px;" height="647"></p><p><strong><span style="font-size: 10pt;">Fig 2. Options available on a Sales Order</span></strong></p><p><br></p><p><strong><em>Note: From version 2.242+, Total Gross will also show in the totals calculations at the bottom right of the sales order.</em></strong></p><p><br></p><p><strong><span style="font-size: 12pt;">Sales Order Actions</span></strong></p><p>Various actions are available on a sales order, used to process the order. Lets break down the actions available.</p><p><br></p><p><strong>Preview Print </strong></p><p>Shows a preview of the PDF version of the sales order.</p><p><br></p><p><strong>Generate PDF </strong></p><p>Generates a PDF of the sales order (based on the PDF template chosen in the sales order details). This PDF will be saved and a link to it will be available in the sales order details. </p><p><br></p><p><strong>Send </strong></p><p>Will draft an email (based on the sales order email template) to the end user of the sales order. A PDF of the sales order will be generated and attached to the email automatically. </p><p><br></p><p><strong>Order Items</strong></p><p>Allows you to raise a purchase order for all the items on the sales order. When used the pop-up shown in figure 4 will display. </p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImE2NTQ1MjFjLWE0M2UtNDQ2Mi1hZTg1LTgyZmVmZDk2Yzg2YiJ9.8nSbsxbkeKsG4QSr2p3P7MECPyEvoOjq-uGxor6bSNE" class="fr-fic fr-fil fr-dib" width="610" style="width: 612px; height: 453.298px;" height="453"></p><p><strong><span style="font-size: 10pt;">Fig 4. Order Items from sales order</span></strong></p><p><br></p><p>You will see you will be given an option to create a purchase order for every item on the sales order, even if the items are in stock. The quantity will default to the quantity on the sales order and the supplier will default to the default supplier for that item (this is set against the item). If you would not like some of the items to be added to a purchase order, simply change the quantity to 0. </p><p><br></p><p><strong><em>Note: The 'Remove all' button will change all the item quantities to 0. </em></strong></p><p><br></p><p>You can also choose, using the 'Purchase Order' field whether to create a new purchase order for these items, or to add these items to an existing purchase order with this supplier. </p><p><br></p><p>Once saved a purchase order will be created, with a link to it available against each line item on the sales order. The propertied of the products (such as the SKU) on the sales order will be inherited by the PO created from this sales order. </p><p><br></p><p><strong>Reserve Items </strong></p><p>Allows you to reserve items you have in stock for this sales order. When items are reserved they will remain at the stock location but they will be marked as reserved so will not be able to be reserved/consigned for other orders. </p><p><br></p><p id="isPasted">If you do not have the option to reserve items ensure you have this enabled, under Configuration > Items and Stock Control, then check on the setting "Allow reserving of Items/Assets". This option will only be available if you are also tracking stock in Halo. </p><p><br></p><p>When this action is used you will need to choose which stock location you would like to take items from to be reserved for this order, and how many you would like to take. The quantity given for the product line, determines the maximum number of products that can be reserved for that line, preventing agent reserving more products than needed. </p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjBhNWY1ZmJiLTM3ZmItNDg5OC04YWQ3LTcwNTE3ODkxNTRhOCJ9.W0O-25oumQiqBhxU0k1w7e7irjhGOwdMYmJ1On2wrMk" class="fr-fic fr-fil fr-dib" width="1220" style="width: 1222px; height: 293.431px;" height="293"></p><p><strong><span style="font-size: 10pt;">Fig 5. Reserve items for a sales order</span></strong></p><p><br></p><p>Once you have reserved items for an order a 'Cancel Reservation' action will be available to allow you to cancel the reservations made. </p><p><br></p><p>If you choose a stock location that does not have enough stock of the item to reserve, you will be unable to reserve items for the line and will be informed of this. </p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjM3MDIzMWVkLWNiNTEtNGRhMC1hODA0LTY2MGVjM2RiNTQ3NCJ9.Du904c4lE9hTMdW_0lpjsTTKPcHuBAzatdJN6vkcRro" class="fr-fic fr-fil fr-dib" width="1213" style="width: 1215px; height: 319.134px;" height="319"></p><p><strong><span style="font-size: 10pt;">Fig 6. Reserving items when stock too low</span></strong></p><p><br></p><p><strong>Consign Items</strong></p><p>Allows you to consign the items for the sales order, consigning them in Halo will remove them from your available stock. If you are consigning a serialised asset, this will move the asset from it's current site to the site of the end user, however, if you do not want them to be moved to this site you can choose another site for the item to be consigned to. This is set against each line using the field 'Consignment Site'. </p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImFkYTIxMzI1LWNhZWMtNGRmZi1hODI1LTA4MmE2ZGU0ODQ0NCJ9.dNoDbjzPUDbTAKM6MGfQnBCVSdtEY1yHkklp7iDlVjs" class="fr-fic fr-fil fr-dib" width="1043" style="width: 1045px; height: 529.421px;" height="529"></p><p><strong><span style="font-size: 10pt;">Fig 7. Choose consignment site</span></strong></p><p><br></p><p><strong><em>Note: If manually entering an address as the consignment site for an item linked to a serialised asset, the asset will still be moved to the site of the end user after consignment. But the entered address will be used for the consignment note.</em></strong></p><p><br></p><p>When using a different consignment address for one or more lines, the purchase orders created from these lines will split by address when the purchase order is being delivered direct to the user. That is, a purchase order will be created per supplier, per consignment address. </p><p><br></p><p>Only items marked as 'consignable' will be able to be consigned. </p><p><br></p><p>When consigning items you will need to choose which stock location to take the stock from and the quantity you are taking from this location. If consigning a serialised asset you will also need to select exactly which asset you are sending out for this order, this will determine which asset is moved to the user's site and which item will have it's stock quantity updated. </p><p><br></p><p>If you have reserved items for the order, these reserved items/assets will automatically be selected when consigning. </p><p><br></p><p><strong>Clone</strong></p><p>Allows you to create a clone of this sales order for a chosen end user. Useful if another customer/user requests the same order as this one. </p><p><br></p><p><strong>Create Invoice</strong></p><p>Allows you to raise an Invoice for the lines on the sales order. When used this will provide you a few options for how to invoice this sales order - such as the entire order or a percentage. If invoicing a percentage, an option will show to append an additional phrase to the long description of the invoice lines.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjEzM2M2MDJkLWQ4ZGQtNDdlZi04ZTExLTUyOGNjZTQ4MzE0ZCJ9.e-GC-P-4f5LzXQ__CsfcuWEvDQG98d7eudXXmIMMi8w" class="fr-fic fr-fil fr-dib" width="600" style="width: 602px; height: 438.587px;" height="439"></p><p><strong><span style="font-size: 10pt;">Fig 8. Create Invoice for the order</span></strong></p><p><br></p><p>Once the invoice is created a link will be available against the sales order. </p><p><br></p><p>The manufacturer and supplier SKU of the product on the SO will be inherited by the invoiced created, these SKUs are set against the product itself. If SKU is not set against the product, instead only on the SO line, the SKU will be inherited by the invoice from v2.240+. </p><p><br></p><p>From v2.232.1+, you can prevent the creation of Invoices from Sales Orders with zero value lines. To do this you will need to enable "Do not invoice Sales Order lines with zero value" in Configuration > Sales Orders.</p><p><br></p><p><strong>Add Recurring Invoice</strong></p><p>This is only available when at least one product on the sales order line, is set to be a recurring product. This is done at Item/Product Level by ticking on the "Is a Recurring Product" setting in the details tab of a product (Products > *Click into the Details Tab* > *Check on the setting "Is a recurring product").</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjUyZTMzNTIyLWY5OWUtNDU4YS1hOWY4LWYzNTJmZWM3NDYwMiJ9.O1MAqw5lD93GS5AAjuiVg6tDMqMfgcXlJyffh6a6rvU" class="fr-fic fr-fil fr-dib" width="894" style="width: 896px; height: 474.512px;" height="474"></p><p><strong><span style="font-size: 10pt;">Fig 9. Mark Item as a recurring product</span></strong></p><p><br></p><p>When this action is used, you will be able to choose whether to add the recurring products on the sales order to an existing recurring invoice this customer has, or whether to create a new one. </p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImM3MDBiODIxLWFjZTQtNDkwMS1hMzQ0LWY4ODAwNDZiMjA0ZSJ9.FXBvL2uT0B4frV5ZMp5uJe8QY6XNiUMFd1Fb2exkAT4" class="fr-fic fr-fil fr-dib" width="613" style="width: 615px; height: 329.464px;" height="329"></p><p><strong><span style="font-size: 10pt;">Fig 10. Create recurring invoice</span></strong></p><p><br></p><p>If 'Merge to existing lines if matched' is selected, if the same products on the sales order are already on the recurring invoice selected, rather than being added as new lines the quantity of the existing lines on the recurring invoice will increase for these products. </p><p><br></p><p>By default, groups/bundles on the sales order will not transfer to the recurring invoice by default, you can enable this functionality under Configuration > Sales Orders > 'Include Sales Order Group/Bundle Lines when using the "Add Recurring Invoice" button'.</p><p><br></p><p>When saved you will be taken to the new recurring invoice screen in which you can configure the recurring invoice, the recurring products from the sales order will be added automatically. Once complete a link to the recurring invoice created will be available against the sales order. </p><p><span style="font-size: 10pt;"><br></span></p><p><strong><span style="font-size: 12pt;">Sales Order Line Actions</span></strong></p><p>As well as the actions available at the top of the sales order, actions can be carried out per sales order line. This can help you process the order further including creating projects, contracts and recurring invoices. </p><p><br></p><p>To see the actions available for each sales order line hover over the three dots in the 'Actions' column against the sales order. </p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImZlMTUxZjEwLTcyZjQtNGRmZi04MjA5LWQ3YjkyNGViMWQwNiJ9.p_5uxZzwDqSrC2wVfGNEp-YG2ISl9hTFJUbaizVccaw" class="fr-fic fr-fil fr-dib" width="1215" style="width: 1217px; height: 504.491px;" height="504"></p><p><strong><span style="font-size: 10pt;">Fig 11. Actions for sales order lines</span></strong></p><p><br></p><p>If you would like line actions to display as buttons rather than a list toggle the setting 'Line action display behaviour' under Configuration > Sales Orders. When this is set to 'Display actions as buttons' not all available actions will appear, only the most relevant actions will appear. Once these have been completed the next required action will appear. Project actions will always be available. </p><p><br></p><p>The actions available for each line will depend on what the line item is used for/represents therefore how it is configured. </p><p><br></p><p><strong>Create PO</strong></p><p>This action allows you to create a purchase order for this line only. Creation occurs in the same way as when using the 'Order Items' button against the sales order, except only this line item will be added to a PO. </p><p><br></p><p><strong>Create Project/Add to Project/ Add to Project and Create Child</strong></p><p>This action allows you to create a project ticket from the sales order, the ticket created will then be linked to the sales order. This action will only be available when a project template is linked to the item. </p><p><br></p><p>For more information on how to use this action/functionality checkout <a data-fr-linked="true" href="https://usehalo.com/halopsa/guides/2035" id="isPasted" target="_blank" rel="noopener noreferrer">Creating a Project From a Sales Order</a>.</p><p><br></p><p><strong>Add Recurring Invoice</strong></p><p id="isPasted">This action allows you to create a recurring invoice for this line only. Creation occurs in the same way as when using the 'Add Recurring invoice' button against the sales order, except only this line item will be added to a recurring invoice. This action will only be available on lines that are marked as a recurring item. </p><p><br></p><p><strong>Create Contract</strong></p><p>This action allows you to create a contract from the sales order line. This is only available when the item is marked as a contract. For more information checkout <a data-fr-linked="true" href="https://usehalo.com/halopsa/guides/2641" id="isPasted" target="_blank" rel="noopener noreferrer">Create a Contract from a Sales Order</a>.</p><p><br></p><p><strong>Mark as Complete</strong></p><p>This marks the line as completed, impacting where the sales order appears in the Quotes and Orders module. For more information on this see the 'Line Completions' section of this guide. </p><p><br></p><p><strong><span style="font-size: 14pt;">Editing Sales Orders</span></strong></p><p>Agents with at least "Read and Modify" access to sales orders will be able to edit the order. Editing involves changing the values on the order, such as the line item details, the end user, the assigned agent, etc. </p><p><br></p><p>Access to sales orders is determined by the "Sales Order Access Level" permission. </p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImM3MjI3NTZhLWE3NzAtNDA3Yi1iMTAxLTFiNGNjYjgxZDZjNyJ9.jyn4_ZMg2FPERQ8MFu00_dIhPpPjED03cHN1BwRsVtw" class="fr-fic fr-fil fr-dib" width="517" height="197"></p><p><strong><span style="font-size: 10pt;">Fig 12. Sales Order Access Level</span></strong></p><p><br></p><p>When editing an order you can change the details of each line on the order as well as the overall order details. </p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjFjNzZmYzM0LWE2NmQtNGIzNS05M2VlLWViMGUyMjM2MWNhZiJ9.UaNWFpbq_hpf4cA2OwqsqBC78_Im2-gkrRpn0GaehVc" class="fr-fic fr-fil fr-dib" width="945" style="width: 947px; height: 730.377px;" height="730"><strong><span style="font-size: 10pt;">Fig 13. Editing Sales Order Line</span></strong></p><p><br></p><p>An agent will need to have permission to edit invoices in order to edit the price of a line item on a sales order.</p><p><br></p><p>Admin agents can update the item linked to the sales order line using the drop down "Product" field at the bottom of the page when editing the line. Changing this will not update related records such as stock or invoices.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjJiYmY2YTc1LTU0ZTUtNGZlYS1iM2EzLWI4NDU4MzY0NDhhMSJ9.S0Q7hYPVZLbnpn1IzaJUv2DyJHiLfvV-A_IRuP6uAVM" class="fr-fic fr-fil fr-dib" width="771" style="width: 773px; height: 341.956px;" height="342"></p><p><strong><span style="font-size: 10pt;">Fig 14. Update product linked to line</span></strong></p><p><br></p><p>On older versions, you will need to delete the line and add re-add this to change the linked product. </p><p><br></p><p><strong><span style="font-size: 12pt;">Restricting Who can edit Sales Orders</span></strong></p><p>You can restrict which Sales Orders can be edited based on their status. For example, you may want to prevent anyone from being able to edit sales orders that have already been invoiced to avoid discrepancies between the SO and the invoice. </p><p><br></p><p>This is configured per sales order status. Head to Configuration > Sales Orders > Sales Order Statuses > select a status.</p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6Ijk2NDM5ZWQ3LTBkMGItNGJiMi1iNzg1LTMwM2M0OTdlODI3OCJ9.UsTPU0fWKJrMLYUDAdRv9WKB_V-tSgcqtLT9UkTamhk" class="fr-fic fr-fil fr-dib" width="795" style="width: 797px; height: 521.454px;" height="521"></p><p><strong><span style="font-size: 10pt;">Fig 15. Sales Order Status</span></strong></p><p><br></p><p><strong>Disable Editing when this status is selected</strong> - Enable this to prevent agents editing the invoice after an invoice has been created for the sales order. </p><p><strong>Disable Editing when this status is selected unless Agent has Invoice Edit permissions </strong>- Enable this to prevent agents editing sales order lines with this status, unless the agent has permission to edit invoices too. This will only prevent editing of the lines, not the overall sales order details. </p><p><br></p><p data-pasted="true">From v2.234.1+, you can prevent all non-admins from editing any Sales Order lines which have been fully invoices by enabling the "Lock SO lines after they are fully invoiced" checkbox in Configuration > Sales Orders.</p><p><br></p><p data-pasted="true"><strong><span style="font-size: 12pt;">Update Table Values</span></strong></p><p>If looking to update the values shown in the table view on the sales order, you can use the "Update Table Values" button. </p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6Ijc0NDllNDU2LWMyOTUtNGM0Mi05ZmFlLTRmZWJmMTQ2MTMxOSJ9.A3f5BE_tgfGl59sxy9DCs0bK0XkNi_4xdSbKg7UjGxk" class="fr-fic fr-fil fr-dib" width="1115" style="width: 1117px; height: 607.584px;" height="608"></p><p><strong><span style="font-size: 10pt;">Fig 16. Update Table Values</span></strong></p><p><br></p><p>As of v2.232.1+, discounts can also be edited using this methods. </p><p><br></p><p><strong><span style="font-size: 14pt;">Email Template for Sales Orders</span></strong></p><p><span style="font-size: 11pt;">The email template used when sending out sales orders is called 'Sales Order. This can be found under Configuration > Email > Email Templates. </span></p><p><span style="font-size: 11pt;"><br></span></p><p><strong><span style="font-size: 14pt;"><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImNlNDdjYmE4LWQ2YTUtNDQ5Mi05ZDg0LTM5ZTYzNmYwNzg3OSJ9.-D8WdFg3Ge0ISEZlw0Eeof7onhav2V5UJAyGbePws8o" class="fr-fic fr-fil fr-dib" width="993" style="width: 995px; height: 208.885px;" height="209"></span></strong></p><p><strong><span style="font-size: 10pt;">Fig 17. Sales order email template</span></strong></p><p><br></p><p><strong><span style="font-size: 14pt;">Sales Order Notifications</span></strong></p><p>Notifications can be triggered based on sales orders being created, updated or deleted. </p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImE3ZTJmZjcxLWQ5ZmEtNGM5My1iMWQ3LTlhNzRhM2IyZWM4YiJ9.3_xereePhs274QcfzdGR2UGUdc4AkqYQ2RZ0_KGyFMg" class="fr-fic fr-fil fr-dib" width="738" style="width: 740px; height: 592.925px;" height="593"></p><p><strong><span style="font-size: 10pt;">Fig 18. Notification triggers for sales orders</span></strong></p><p><br></p><p>These are useful for notifying sales agents and/or managers to changes to sales orders. For example, if you would like your sales manager to be notified of any sales orders raised for a particular user (perhaps as they are an important user). </p><p><br></p><p>When configuring a notification you can add criteria to the table below the trigger field to set what criteria the sales order must meet to trigger the notification. In the figure 19 example a notification will be triggered each time a Sales order is moved into the status 'Ready to Invoice', agents in the finance team may wish to subscribe to this notification so they can be informed each time an invoice needs to be raised. </p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6Ijc3MzYxYzI5LTQ2YTYtNGZiNi05YTY2LWQ0NDIwZTU1YTE4NiJ9.BDvj9Rl9zTZrFVeSF3MHNDuQ0w1lg-f5fTkL1k9GrNI" class="fr-fic fr-fil fr-dib" width="1219" style="width: 1221px; height: 398.133px;" height="398"></p><p><strong><span style="font-size: 10pt;">Fig 19. Sales order notification example</span></strong></p><p><br></p><p>For more information on configuring notifications see our article <a data-fr-linked="true" href="https://usehalo.com/halopsa/guides/891" target="_blank" rel="noopener noreferrer">here</a>. </p><p><br></p><p id="isPasted"><strong><span style="font-size: 14pt;">Line Completions</span></strong></p><p>Sales order lines can be completed either manually or via actions against them. Sales orders containing lines that require completion will be shown in the "Requires Action" section of the "Sales Orders" area, allowing agents to easily track which orders require work done against them. Only once all lines are complete will the sales order be removed from this area.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjQ1ZjQzZDU2LTZlOWEtNDFiZi04YjBlLWIwYzMzZDdmZTdjYSJ9.cXRGPttWZXAsmm_p0-5m6pTlRZITyWvsts62tl3JXlI" width="266" height="283" class="fr-fic fr-dii"></p><p><strong><span style="font-size: 10pt;">Fig 20. Requires Action section</span></strong></p><p><br></p><p><strong><span style="font-size: 12pt;">Line Actions Display</span></strong></p><p>Line actions can be displayed either as a dropdown or as buttons - dropdown is recommended here to show all available actions neatly, and will be the display method used in this example.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImQ2MTI0M2E1LTExODgtNDY5MC1hYmI2LWVhM2Y2ZjJhN2U3NSJ9.ADlobIQYrgayrlHvuFWsC_FdEGg-w8Z4TxKwd0D2tGs" width="274" height="126" class="fr-fic fr-dii"></p><p><strong><span style="font-size: 10pt;">Fig 21. Line action display</span></strong></p><p><br></p><p>When viewing a sales order, hovering over the dropdown will show the list of available actions on the line. Since this is a recurring item, there is the option to add this to a recurring invoice however other non-recurring items will not show this option.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImNlN2QyNmJlLTQ1OTQtNGNkNS1hYTk0LThlNDI3NDE0ODk4YiJ9.uEhtvovAnk7E_aD-6GA8Fro7lSAZ7k7nsrvG3omxpSg" width="1189" height="403" class="fr-fic fr-dii"></p><p><strong><span style="font-size: 10pt;">Fig 22. Actions available on a sales order</span></strong></p><p><br></p><p><strong><span style="font-size: 12pt;">Status Change</span></strong></p><p>Sales Order lines can have actions against them to complete, which can be used to change the status on the sales order. In Configuration > Sales Orders, you can select a status in the dropdowns. The first status will be used when the sales order has been invoiced but actions not completed, and the second status is after full completion.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjU3YzdlYzExLTYzYWUtNGNiMy1iY2E3LTc0NmY1NWQyOTMxNiJ9.boIL-94lRi8PYIj7Ef5nw-d-xLwp5lF9rjtEcPSydAk" width="1213" style="width: 1215px; height: 79.1531px;" class="fr-fic fr-dii" height="79"></p><p><strong><span style="font-size: 10pt;">Fig 23. Sales Order statuses based on line completion</span></strong></p><p><br></p><p><strong><span style="font-size: 12pt;">Manual Completions</span></strong></p><p>Sales order lines will be marked as complete automatically if no line actions are available, however, if you are using only some of the options you can then mark the line as complete manually. This can be done in two ways, the first being the "..." dropdown shown here.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjQzYjBlN2UzLTM1MzQtNDk1Yy1hZjBjLWQ4NTIxODVhZTFmNiJ9.NujMjHLmdVhqaowur_aKyYH8mOenF_DzIBVWPjAWJoU" width="1189" height="403" class="fr-fic fr-dii"></p><p><strong><span style="font-size: 10pt;">Fig 24. Marking a line as complete manually</span></strong></p><p><br></p><p>This can also be done by editing the line, and scrolling to the bottom.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjM2NDNlN2U0LWNmYjgtNDI1NC05MjBkLWI4YmY1NjUzMTMzMiJ9.mOUFctTjAZPSzmEx99UnzDMDEmVMCevzB1zHX5v6l9M" width="427" height="61" class="fr-fic fr-dii"></p><p><strong><span style="font-size: 10pt;">Fig 25. Manual completion when editing the line</span></strong></p><p><br></p><p>Manual completion can also be made mandatory regardless of actions against the line. This can be useful for when actions are completed externally, but you still wish to track their completion within Halo. To enable this, go to Configuration > Sales Orders > Processing Sales Order Lines section, and enable the below.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjJhYzM3YmUzLTgyNzMtNDA4Mi1hMTA4LTNlMTUxMjEwYzEzYyJ9.1pDITB8y1bagWIhbrQl0xFtegR1fXWrFTV5_vWj4l54" width="313" height="26" class="fr-fic fr-dii"></p><p><strong><span style="font-size: 10pt;">Fig 26. Mandatory manual completion.</span></strong></p><p><br></p><p><strong><span style="font-size: 12pt;">Showing Line Completion</span></strong></p><p>In Configuration > Sales Orders, you can enable the below checkbox to show a checkmark at the side of a sales order line when it is completed either via an action, or manually marked as completed.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjI5NTg4MDQ2LWRjNmUtNGFhYy05NmM0LWVkN2U0ZDY3MTQyMyJ9.iseuMMisFI-ac2wNAgGSY1GVIYqTBcuwao05ZqFm_ac" width="600" height="61" class="fr-fic fr-dii"></p><p><strong><span style="font-size: 10pt;">Fig 27. Enabling completion check marks</span></strong></p><p><br></p><p>It will then show a green tick next to a line once it is complete.</p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImRmMTQ0NzY2LWE2ZWMtNDQ1My1hNDVhLWM0NjM5YTE2ZDhjMCJ9.4Z_plE3guec8WhWCalmwXA-mlXIkB_-Goe1eDJKXDxE" width="874" height="379" class="fr-fic fr-dii"></p><p><strong><span style="font-size: 10pt;">Fig 28. Completed sales order line</span></strong></p><p><br></p><p><strong><span style="font-size: 14pt;">Sending Order Updates to Users</span></strong></p><p>For each sales order created, a linked ticket can be created automatically to be used for communications with the user. Particularly useful for sending the user updates on the status and delivery of their order. </p><p><br></p><p>This functionality is primarily used for communication purposes. To have tickets created for tracking the configuration of items and more complex order processing checkout <a data-fr-linked="true" href="https://usehalo.com/haloitsm/guides/2035" id="isPasted" target="_blank" rel="noopener noreferrer">Creating a Project From a Sales Order</a>.</p><p><br></p><p>To have a ticket created automatically for each SO head to Configuration > Sales Orders and set "Create a Ticket using the following Ticket Template when a Sales Order is created". This field will need to contain a ticket template that you would like to be applied to the created ticket, this will control the properties of the ticket that is logged. </p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6Ijc2YjhjNzRiLTliYzMtNDI2Yi1hMzk5LTJhYWQ4NGRkYTI3MSJ9.skmAvmB0j_v7DTKiVkJcqg7LerTOMN1DcGxOn_2sqxI" class="fr-fic fr-fil fr-dib" width="659" style="width: 661px; height: 445.888px;" height="446"></p><p><strong><span style="font-size: 10pt;">Fig 29. Create a Ticket using the following Ticket Template when a Sales Order is created</span></strong></p><p><br></p><p>Once this is set, each time a sales order is created, a ticket will be logged. A link to the logged ticket will become immediately available against the sales order. </p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImI4ZDQxOGUzLWZjMmQtNGYzMi1hZjVkLWYwMjA1ODFmMjBmNSJ9.82tMUhn-zEYihj8EUtPn1pr1aCUXbthHUWHhRoSPCU0" class="fr-fic fr-fil fr-dib" width="1201" style="width: 1203px; height: 634.575px;" height="635"></p><p><strong><span style="font-size: 10pt;">Fig 30. Link to communication ticket against sales order. </span></strong></p><p><br></p><p>The ticket logged will be assigned to the end user of the sales order, the rest of the ticket properties will be determined by the template chosen. </p><p><br></p><p>A link to the related sales order will not be available against the ticket. However, the variable $-ORDERID can be added to the ticket template, to pull through the ID of the associated sales order. In this example, the variable has been added to the template as part of the default summary.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImFlMGI0ZTA1LThlNzQtNGNjYS1iNTM4LWE3ZThkYzkzZTdhMCJ9.KM1wSTpd4QyajLIAL36XavWCFhc-udwNYAsMW32-vhc" class="fr-fic fr-fil fr-dib" width="763" style="width: 765px; height: 441.073px;" height="441"></p><p><strong><span style="font-size: 10pt;">Fig 31. Defaulting ticket summary to contain the linked sales order ID</span></strong></p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjBlMWY4YWZmLWNmN2ItNDY5YS1hMTRkLTk5NDc5NjA4YjQzMiJ9.yqJKAsIgb-jVCxQpuDBWtZBbhEocIf1J_jcCBtmXzfI" class="fr-fic fr-fil fr-dib" width="587" height="285"></p><p><strong><span style="font-size: 10pt;">Fig 32. Communications ticket with summary containing linked sales order ID</span></strong></p><p><br></p><p>This ticket can then be used to provide updates to the user regarding the status of the order, including delivery information. Particularly useful for providing tracking and courier information to the user. </p><p><br></p><p>Keep in mind you will need to close off the sales order and ticket independently, the ticket will not auto-close with the sales order. </p>
