How to Use Sales Orders in QuickBooks

Sales orders give you a way to manage the products and services you sell to your customers. You don't need to use sales orders with QuickBooks, but using a sales order provides you with several distinct advantages. Sales orders help you keep track of multiple orders that you can combine into a single invoice at a later date. You can also use a sales order when fulfilling a portion of a customer's order, or when you need to backorder an item. Using a sales order requires you to first create the sales order, then fulfill it, and finally create an invoice based on the sales order.

Complete the Sales Order

Click the "Customers" menu and select "Create Sales Orders." A blank sales order form appears. Remember, you must use a sales order from the beginning of the selling process. You can't import an invoice or sales receipt into a sales order after the fact.

Select the "Customer:Job" drop-down menu and choose an entry from the drop-down list. Once you select an entry, the name and address fields automatically complete with the information from the Customer:Job entry.

Select the "Date" field and choose the date for the sales order.

Select the first line in the "Item" column and input the name of the item you want to sell. Alternatively, you can select an item from your inventory.

Enter the quantity of items ordered in the "Ordered" field.

Click the "Save & Close" button to save the sales order.

Fulfill the Sales Order

Click the "Customer Center" button on the toolbar, choose the "Transactions" tab and select "Sales Orders." Select the sales order you want to use from the list.

Choose the "Print" menu and select "Print Pick List..." from the drop-down menu. Click the "Print" button and use the list to select the items from your inventory that you need to ship. If you don't have enough items in your inventory, then create a purchase order. To create a purchase order, you need to select the "Create Invoice" menu and choose "Purchase Order."

Select the "Print" menu and choose "Print Packing Slip..." from the drop-down menu. Review the print settings and click "Print." Place this slip in the box with your customer's order.

Choose the "Print" menu and select the "Print Shipping Label..." option. Review the print options and select the "Print" button.

Once packaged, add the shipping label to the box and take it to your local shipping facility.

Creating an Invoice

Click the "Create Invoice" menu and choose "Invoice."

Select the option to "Create Invoice For All of the Sales Order(s)" to add everything from your sales order to the invoice. Otherwise, select "Create Invoice for Selected Item(s)" and adjust the quantity in the "To Invoice" column to reflect the number of items you want to invoice. Enter "0" for any items you don't want included.

Click the "Save" button to save the invoice.

Warnings

  • Information in this article applies to QuickBooks 2014. It may vary slightly or significantly with other versions or products.

References

About the Author

Avery Martin holds a Bachelor of Music in opera performance and a Bachelor of Arts in East Asian studies. As a professional writer, she has written for Education.com, Samsung and IBM. Martin contributed English translations for a collection of Japanese poems by Misuzu Kaneko. She has worked as an educator in Japan, and she runs a private voice studio out of her home. She writes about education, music and travel.