Allocating a Service Job that uses existing inventory to a Sales Order

In this article, we will walk through how to allocate a service job using existing inventory for a sales order. This process involves creating a sales order, selecting inventory items, and linking a service job to the order to streamline fulfillment.

You may refer to this tutorial for a step-by-step guide on how to Allocate a Service Job that Uses Existing Inventory to a Sales Order: https://www.youtube.com/watch?v=98epPiquSf4

Step 1: Create a New Sales Order

1. Open the left navigation menu and click on the Wholesale Accounts option.
    

2. Select the Orders tab.
   
   
   

3. Click the Add Sales Order button to open the Sales Order details section. 

   • Here, you can edit any necessary details. For this example, we will keep the default settings.

The different fields are as follows:

Create Sales Order From: Specifies the source of the sales order, such as from stock or a special order.

Sales Order Name: A unique identifier for the sales order, usually including the date or a specific order reference.

Sales Person: The name of the person responsible for managing the sale or customer interaction.

RTV: Stands for "Return to Vendor" and indicates any costs associated with returning items to the vendor.

Customer: The name of the client or business for whom the sales order is being created.

PO #: The Purchase Order number provided by the customer for reference.

Buying Group: The purchasing group the customer is part of, if applicable.

Requested By: The person who initiated the request for the order.

Requested By Phone: Contact phone number of the person who placed the order.

Requested By Email: Email address of the person who placed the order.

SO Date: The date when the sales order was created.

Request By/Due Date: The date by which the customer has requested the order to be fulfilled.

Bill To: The billing address or entity responsible for payment.

Ship To: The shipping address or location where the order will be delivered.

Payment Terms: Specifies how and when payment is due, such as "Due on receipt" or "Net 30 days."

Classification: Defines the type of order (e.g., Invoice, Credit, etc.).

Tracking Number: A tracking number for shipment monitoring, once the order has been dispatched.

Ship Via: The preferred shipping method or carrier for delivering the product (e.g., UPS, FedEx).

Notes: Any additional comments or special instructions related to the sales order.

4. Click Next in the top right corner to proceed. 

Step 2: Add Products to the Sales Order

1. In this section, select the products to add to the Sales Order:

   • You can scan items with a barcode scanner, select them manually, or upload a spreadsheet using the Select From Excel or CSV button.

2. Once you've selected the items, click Next. 

Step 3: Finalize Sales Order Details

1. In this section, make any additional edits to the sales order: 

   • Adjust descriptions, change unit prices, apply discounts, or modify item quantities as needed.

2. When satisfied with these selections, click Complete to finalize the order. 

   • After completing, an Action wizard will appear suggesting further steps. For this example, ignore it by clicking Continue.

3. Confirm that the sales order was created successfully by checking that it appears at the top of the Orders tab. 

Step 4: Process the Sales Order

1. To process the Sales Order, click the three-dot button located in the last column of your orders grid.

2. Select Process Sales Order.
    
   
   

Step 5: Allocate the Service Job

1. In the Sales Order Line section, locate the Allocation column on the right side of the screen. 

   • You’ll see zero values in each allocation entry as no items are yet allocated.

2. Find the Service Job line (it should be third in the list) and click the zero beside it. 

   • To link the job to the Sales Order, click Create or Link Job.

   • In the context menu, select Create a new job.

3. In the new dialog box, populate the Notes field and click Create Job Now.

4. The newly created job will now appear linked to the Sales Order. 

   • Click Continue to close the window, and you’ll see a “1” near Service Job in the Allocation column, indicating successful allocation.

Step 6: Complete and Verify Allocation

1. Once everything is set in the allocation section, click Finish to complete processing the Sales Order. 

2. Verify that the Item Details column shows “On Job,” indicating the Service Job has been correctly allocated. 

              Note: If you do not see the On Job statement, click on the +  sign located beside Processed     

3. To further confirm, go to the Jobs tab, where the newly created job linked to your Sales Order should appear at the top. 

Troubleshooting

If you encounter any issues while trying to Allocate a Service Job that Uses Existing Inventory to a Sales Order, please reach out to  Flawless POS customer support for technical assistance.