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thanks for joining us here at Brandel consulting in this video we're going to take a look at the sells order screen at a deeper level than some of the previous videos I can see why a lot of people gravitate towards this screen it's very central to the entire system so I think it's important to understand the features on the screen so to create a new sales order of course we go to the top left hand corner and click new the whole screen lights up select a customer and enter a product now we've seen this before but in a previous video we didn't really look at this too much notice there is a tiny little pop-up here when we are short on inventory but there's the secret little button that many of you may not have seen I'm going to click on that and this takes us to the inventory screen and also tells us what other orders this part number is on notice the location groups that tells us the activity for this part number in different location groups a lot of useful information here I'm going to go ahead and click Add it anyway and keep going notice on the right hand side we can delete this part we can edit this part as well if we click edit it opens up a world of possibilities that we can choose from we can schedule the date that we first see this to ship we can change the price or select a different pricing rule we can select the the cost and look at the different costing layers that make up the cost for this part we can of course see what's in inventory and notice that this exact same screen pops up that we saw earlier there's a reason for this fishbowl keeps giving this available to you this same areas available from the parts the product screen the inventory screen and it's important to understand what these numbers mean on the top left hand corner on hand means that you own it okay and it shows you the quantity that you have user rights to see so I have a user that has user rights to these two warehouses middle field in Salt Lake City so it's showing me what's on hand in those two warehouses allocated is your demand if we're on the sells order screen we're probably in the sales order mentality and it even shows us in this little tool tip that pops up when I hover over it that the demand is allocated to a sells order notice we can also have demand allocated to other things like a purchase order work order that's the quantity that will be decreased once one of those orders is fulfilled the not available section means it's in a quarantine area or an inspection area and basically it's in a location that has sellable unchecked so when you get the pop-up here when you get the previous pop-up let me exit out of this remember when we added a part I'm just going to put a huge amount on here and we added the part oh I need to get gonna get higher quantity we'll put a huge quantity add a part that were short on okay so when we get this pop up here and we select this button this will show us why we got the pop-up notice I'm trying to add 100,000 and there's only 100 available so the available for sale amount is your quantity on hand subtract allocated so this is something from another order looks like a transfer order is allocating it subtract not available which we don't have anything in quarantine so that's fine and then plus dropship which is probably a subject for another video so obviously we don't have enough we you know we only have a hundred available and we're trying to sell a hundred thousand now what's coming in or we've purchased 100 so we're getting a hundred in and that's still not enough but that's good to know that we have an outstanding purchase order if you engage in a conversation with your customer and it's important to them to get it right away but you don't have enough then you may want to disclose to them how many you have so you don't piss them off so this this is a quick and easy way to say we have this many and even we have some available in a different warehouse we could ship you okay we have some coming in on a purchase order this empowers the sales rep to understand what they can sell how they can make the customer happy right and if the customer is okay with waiting for it you'll notice that it tells us the lead time of the last purchase order that came in notice right here it says lead time zero days that lead time will update as soon as I receive this outstanding purchase order in this test environment so really helpful really helpful stuff here and I got to this screen just to show you I'll go ahead and click Add anyway I got to this screen from a lot of different ways you can go back to it by clicking edit inventory and then this info balloon here the only difference between these two is this one tells us what the next order and this one tells us what the breakdown is in each location group remember a location group is a building with an address okay so that's good that's that's useful information let's let's look at something else so in the previous video I took a payment I went to payments and I put in a credit card number this crazy long test number and put in the information but when if you tried to do this previous video you may have gotten some pop-ups different things may have happened for you and that's because I have this setting turned on off start quick fulfill and also when I click process I don't get a pop-up saying we need to print anything so let me tell you where those settings are you go to tools module options and you'll notice here there's a whole list of settings for this cells order start fulfillment wizard after taking a payment is unchecked okay if that was checked then it would act like it was going to this quick fulfill wizard right here which brings you directly to picking and as you quickly fulfill it as if it's almost a counter sale then the other thing I had turned off is printing right here notice it said credit card receipt copies zero this will turn your credit card receipt off I mean it's good to have that on if you're in counter sales and you're you're doing a POS transaction but if you're creating a sales order and that's not something you want it have turned on so I had it turned off in my preview video so think about what think about what settings are best for you and your company play around with this in a practice file try a different setting if the software does something you don't expect or don't want it to do don't don't be discouraged there's probably a setting for it and there's probably a different way to do it different default settings the sells order screen and fishbowl is probably the most robust screen from a feature standpoint it probably has more features than any other screen in the software so chances are you're setting that you need is probably there if you look for it so let's take a look at another way to add inventory you saw me add inventory here but look at these little tabs up on the top left-hand corner I'm going to click on this one and notice it pulls up my product tree now I don't have a product tree set up for this demo but you may have product tree categories and you can actually search and select products from there and also we have this search area that has a more robust way of searching and adding products if I select a product from this list it will add it to this screen over here then finally another way to add products to the sells order screen is click this green plus sign and that allows us to add a miscellaneous sale and miscellaneous credit discounts and even a custom work order which is something that comes up in my world quite a bit recent feature added about a year ago I made this video January 3rd 2019 this was made a year or two ago we have the ability to add notes so a lot of a lot of neat things here we'll say note now if you're in a practice environment and you can relax and play around and click on all these things and see what they do probably the funnest thing to see is how the transaction flows over to QuickBooks probably the most important thing also to test so let's look at that on this sells order we have a price and you'll notice when I double clicked on one of these lines and looked at the cost you'll see we have a cost so when we ship this this will create an invoice in QuickBooks with with a credit to that cost in the inventory on the inventory account this is mapped to and a debit to the cogs that this is mapped to so this is a NBA let's go look at the accounts that this is going to hit when we ship this we'll go to materials parts NBA double click click on accounts and here's something interesting my asset account says wrong fishbowl mapping now I did this on purpose because I want to map each one of my accounts excuse me map each one of my parts to a specific account so before I ship this sales order I want to make sure that my accounting is mapped correctly that all of my parts are mapped correctly before I send them to QuickBooks and I have another video that shows how to make sure that fishbowl is set up right so everything will flow over to QuickBooks correctly make sure you see that video so let's just fix this one part for this video and and so we can sure it goes over to QuickBooks correctly so I'm gonna look for the asset account that I want there's inventory asset inventory finished goods power inventory and materials inventory so this is an anchor an anchor base it's not the finished pool cover it's a replacement part so I'm going to select the anchor base cost of goods sold is probably good enough for me just the general cost of goods sold account okay so that's set that's ready to go I'm gonna click Save so if that's setup right this will flow over to QuickBooks right let's look at another QuickBooks related thing down here under class I may need to shrink my okay I shot my screen so you can see this class drop down there that's better so I'm gonna select the class extended warranty installation manual pool custom pool that's a manual pool system so because I'm selling a replacement part see what does this say would you like the current items to be updated to the new class okay now this is noteworthy the sells order itself can be assigned to a class and the lines can be assigned to a different class so I'm going to click No so we can look at that here are the classes for the lines right here I can select a different class for the anchor base let's say it says manual pool systems down here let's say this is the manual pool system but this one the pool cover we're going to put that under the automatic pool system so we have a sales order with the manual pool systems as a class on the order then different classes on lines and we're going to see how that flows over to QuickBooks now to ship this out we can do this a couple different ways we can go to picking and shipping or we can use quick fulfill since I was just talking about quick fulfill a couple minutes ago let's use quick fulfil so we're gonna go there and it says oh dear we don't have enough of this part so our transaction is only going to include the a NBA which is the manual pool system class but it's not going to include the pool cover darn I kind of wanted the pool cover let's go buy it or a cycle count it into the system so I'm going to click cancel its the popo FG we'll go to purchasing and select a vendor let's see who do I want lips pull supply that sounds good we're going to buy the poco poco pool cover hmm there's a lot of pocos I'm gonna I'm gonna buy that one and that one and that one just to make sure we get it 5 50 of those 20 of those and 10 of those and just go over here and do something you should never do and that's click fulfill alright go back to the sales order back to quick fulfill and now we've got our pool cover oh then we pick it will go through picking and our notes ok sure we'll leave our notes there click finish now we're ready to export this to QuickBooks this is an exciting time especially if you have a practice environment that you're working in you'll connect to a practice copy of your QuickBooks file is the best way to get started with fishbowl is to have a practice fishbowl and a practice QuickBooks so we'll click on accounting accounting integration then click well first of all let me get out of my QuickBooks okay so I've got got my QuickBooks here I'll pull that back over then I'll click export now this is when the magic happens the bottom right hand corner fishbowl Nexis boots up and starts performing its magic and you can actually see it happen right here you'll see it sent over some bills that's the purchase order I just received I must have done something to customers not sure what I didn't do it in this video but here's my invoice from that sales order item receipts and some other things payments that's right we received a payment so that'll go over and we get to see all of that so that'll be awesome I'll pull click ok I'll pull my QuickBooks over if it'll let me seems kind of stuck okay I have my QuickBooks here pulled it over from my other screen and it's highlighted in orange so I know this is the practice file it's not the live file that'll give me some peace of mind then we'll take a look at the sales order we just did it was sales order number 55 there's several different ways to look at your transactions and QuickBooks if I go to the top left hand corner click Edit in QuickBooks select find I can search for fishbowl related transactions under the Advanced Search tab I'll scroll down to memo that's where I want to be LM and memo there we go and notice in a previous search I put in a work order number this time I can put in excels order number click find and it narrows it down a little bit but if we want to narrow it down even more we can add the prefix FB so I'm going to add the prefix FB : select find and now you'll see that the memo is starting to show fishball transactions we've got sales order 55 showing up quite a few times a lot of journal entries were created from that sells order a payment when we received a payment so we've got invoices and a journal entry all from this sales order we pulled over so let's go take a look at the invoice first and then we'll look at the general journals in the payment here's the invoice that the sells order created and notice we have a class there's the class from the line each individual class from the line and then we also have a class for the entire order I'm looking for there it is here's the class for the entire order now if we take a look at the journal entries for this for this sells order we'll go to reports transaction journal and we can see the journal entries that this created we have an be a wrong fishbowl mapping still which has me concerned because I thought I'd change that and saved it before we shipped it we may have to try that again the class that came over nicely and the item that it's connected to so we've got our part number our poco and our a MBA okay so that's a fun exercise to do in your own system when you first start using fishbowl is create a sales order connect it to QuickBooks export it over and see if everything's going over correctly you'll see that I thought I had that part mapped correctly but something went wrong so I want to try it again and make sure it's it's going to be right and then let's take a look at the other transaction we have we have the invoice journal entries and I think I see what's going on here is we're looking at price not cost and I know what happened so I'm going to take you and show you what went wrong let's go take a look it's the product mapping because this is our a our and our ap our income or excuse me this is our income and our AR right here and yeah there's our income and these are supposed to be or no this is our AR and these are supposed to be our income so we have our income account math wrong and our income account is the product so we'll go to fishbowl and I'll just double click on that and so it has a link to the product I'll go to the product under details or excuse me let's see Oh yep details income account mapped wrong we want that map to sales one of our sales account there's the income account that's what we want that map to ok that's that's beautiful we'll want to do that for all of our parts so we can do that by exporting and importing I'll show you that on another video now let's look at the general earn journal entry for Dunning's pool we'll go to customer customer Center Dunning's pool and boy we've got a lot of different dining pools I think it was the Kern store nope let's take a take a quick peek it was o cattle tunes store number 608 I will look up cattle stands store number 608 right here under Dunning's pool depot and we have an invoice and then a journal entry this is your debit and credit to cogs and inventory this is the one I did map correctly before we did this so we'll see that at debit cogs credited the asset debit cogs and then hope there's one part that I forgot to map individually so that one was I think a finished good type part and it would probably would have credited from asset finished goods inventory so and then finally here's our payment that we took before we processed the sells order there's our payment paying against that right there so I hope you had fun in this deeper dive into the sells order screen and notice we only touched on maybe one fourth of the features there's so many others to discover so remember have fun with it you can't have fun in the live file learning in live file so create a practice file play around with all the buttons export to QuickBooks take a look and see how everything flows over so hope you enjoyed this video and don't worry there'll be more