Optimize your sales order cycle for HighTech

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my name is Brent stabiner with Logan Consulting this video today we will discuss and review the sales order process in business Central so we will start with a sales quote and go all the way through the invoicing step during that time I will be demoing the different um versions of warehousing that you can have uh no warehousing basic warehousing and advanced warehousing so for this video today I'm going to start with a sales quote and bring that all the way to an invoice there is no requirement in business Central to start with a sales quote you can start at an order or an invoice but I will start at a quote today just to show the data flow all the way through so I'm going to go ahead and create a new sales quote here and I'm going to enter in our customer here and once we've put our customer in here all of the setup information from that customer should come through address information ship to address payment terms Etc and down here um in the items I'm going to go ahead and select a lot controlled item that I had here's our lot track generic item and I'm going to start with the location code here being our no warehousing so turned off and then from there I will uh show the other layers as well so we're going to go ahead and enter quantity of 10 unit price 750 so I have our sales order sales quote right here ready to go from here you can go ahead and release that quote to indicate that it's finalized and then uh if you wanted to you could email that quote to a to your customer let's say it customer receives that quote they approve it so now we can go ahead and make it an order you can actually go straight to invoice but today I'm going to go to an order first so yes I'm going to convert the quote to an order doing this will archive the quote and creates a new order that I will click yes to open now that I have our sales order here opened uh all of the same information from the should have come through uh including the actual quote number so the quote here will be tied to the sales order and uh I won't make any changes to the quote uh to the order here so uh to so now we'll move on to the shipping step so let's say we emailed this out to our customer our C emailed the order confirmation uh and we've gone ahead and purchased this item we have it Inn and now we're ready to fulfill the order and ship it if you have warehousing turned off which is is this location code here uh this is best for smaller organizations they don't really have a warehouse uh they have a smaller staff you know the same people who order enters orders also creates the shipments um if that was the case then everything would still be managed right here in the sales order screen you could scroll over and and select your quantity to ship um I have it defaulting to the total of the order but uh if you were partially shipping you would update that quantity to ship right here uh I'm going to leave it alone and all you would have to do is go to posting and post you would select the shipment and the ship and you would be all set so managing it all in the sales order is very easy but let's say you do have a warehouse that has a staff and uh when that happens typically you your Warehouse uh employees and managers you would want to them to stay out of the sales order so if that was the case you might want to turn on either basic or Advanced Warehouse housing so I will start with basic here and think of basic warehousing as a one-step uh Warehouse transaction process so from the sales order I'm going to create one transaction and that transaction will manage the shipment so if I go to process here and we're since we're on basic we're going to create an inventory putaway SLP pick so uh I'm going to turn this off and create a pick here I'm going to also print the picking document and click okay now I have the picking list here that I will go ahead and print to a PDF here so this is the pick ticket that the warehouse employee would take and it would direct them where exactly that item is located uh if you were using you know shelves or bins and shelves that would show up here uh I'm not so um all it's just telling me is the location code right here and then there's a place for them to fill in the quantity that they actually picked here and they could turn that into their supervisor who could then manage the inventory pick so we have our one inventory pick activity created uh I can actually get to that pick uh that putaway document right from the order if I go to warehouse and then inventory putaway slpi lines and here is that pick document uh but um what's more likely is that you have someone managing a whole list of inventory picks so instead of going to the order first you can just go to your inventory pick screen and that will have all picks that have been created uh for sales orders so this one down here is the one that I just created and now you have an inventory pick documents that would indicate someone to go and actually pick those items um the quantity to handle that's how many you're actually going to pick uh uh and that is stayed at zero by default at first because it requires someone to actually enter in that quantity uh to confirm that it matches the 10 that's on this order uh because we are using a lot tracked item we have to actually select which lot that we're going to pick this from so I'm going to choose this 444 lot because it has 100 quantity and then I'm going to go ahead and autofill the quantity to handle you could also type it in here um and it will 10 and then everything is still managed in here you go ahead and post the shipments and that will actually take the inventory out of the item out of your inventory so that is with basic warehousing turned on but let's uh what you might see uh with Advanced warehousing you might have need a more granular approach to your Warehouse documents you know maybe the same people that manage the people that manage the ship you know going out from the dock to the whatever truck might come pick it up uh those aren't the maybe those aren't the people that are actually picking uh items maybe you have specific Pickers that go ahead and do that for you well in that case you would want a an advanced warehousing turn on so I'm going to go ahead and copy that same sales order that we just created and and think of advanced warehousing like a two-step uh process so instead of having everything in that inventory pick document where we're going to do is create a warehouse re a warehouse shipment document um and from that we are going to create a warehouse pick so I'm going to update my location here to Advanced confirm that I still have a price here's my price yes so yep we got our $7,500 so um again we can release this document because it's been finalized by the customer we've gone ahead and purchased the items we're ready to fulfill the order so instead of creating a inventory putaway SLP pick we're going to create a warehouse shipment so now it tells us one Warehouse Shipment has been created now from here um we have the ability to create a pick so now that we have our warehouse shipment document you may have a shipping manager managing these creating the documents then someone can then that person can go ahead and create a pick they could even assign it into a specific warehouse employee I'll go ahead and print the document and now we get our picking list that you could hand to your picker there it's going to be the same as the inventory pick one and now it tells us the so here's our picking list and now um varies same exact document and now we have uh a warehouse pick document created but now if we go to Warehouse Pi here is our pick document and this is where your Pickers in the warehouse would would this is the document in the screen that they would work from uh we're going to open this and one thing we have to do is select a lot because this is a lot track number our lot tracked item so um here's our Lot number list I'm going to select and our 10 is filled in because our our shipping manager confirmed we have 10 on hand and entered that we're going to pick 10 uh so after we pick our lot we just go ahead and register the pick which means now this those 10 items in that lot are assigned to this Warehouse shipment but our warehouse pick document disappears because it's been registered and now we have our warehouse shipments and you can see the document status has updated to completely picked indicating that the pick has been registered for all items um and now we have our quantity to ship is 10 here we can go ahead and post that shipment and click okay once that shipment is posted whether you're using basic or Advanced warehousing the quantity shipped now will show up on the sales order and if we scroll down here scroll over to the right we will see that our quantity two ship has moved to quantity shipped and that 10 here is actually a hyperlink and I can click on that and it'll take me right to the warehouse documents related to that 10 uh the quantity of 10 that was shipped so here's our sales shipment line and that is tied to those that were house shipment we created so when it comes to shipping those are the the different ways we can manage uh fulfilling sales orders uh once the sales order is fulfilled uh we're ready to invoice it uh we can come into the sales order and go ahead and post that um we can go ahead and just post the invoice document right from the sales order uh but maybe um what you do is uh maybe you invoice your customers once a week or maybe if a customer has you know multiple orders you'll go ahead and invoice them together so you don't have to invoice one by one uh these two orders that we just invoiced we can actually uh that we just shipped we can in uh put on one invoice uh so um I can go to the sales invoice screen here create a new invoice and just like a sales order you would fill in your customer number here and all the same setup information from the customer would come through and then once though that information loads I would come down here to the lines and tell it I want to get my shipment lines right here and all the shipments that haven't been invoiced yet for this customer will show up in a new screen and these last two I'm going to go ahead and select these are the two that I just did and now I have an invoice for both shipments that you see here both had the same quantity and you see different location codes there and now I have an invoice for both shipments and from here I could go ahead and you know send out uh I could go ahead and post and send the invoice so I could email that invoice to the customer and post the invoice which would then close out uh the sales orders so this video today we showed you how to walk through uh sales quote all the way to invoicing your customer uh with uh with showing how the different levels of warehousing works