Sales orders in Leadnote with delivery tracking

A sales order records what a customer has ordered and tracks it until delivery. You can create one from scratch, convert a quote into one, and later convert it to an invoice.

Create a sales order

1. Open Sales Tools and choose Sales Orders, or use the Sales Orders tab on a lead.
2. Click New Sales Order.
3. Search for the Customer Name. The customer must be a lead you can see.
4. Enter a Sales Order Title, a short name that helps you find the order later.
5. Optionally enter a Sales Order Value, choose the Sales Order Stage and Sales Order Assign To. Adding line items later replaces the value with the line total.
6. Save. Leadnote assigns the order number and opens the order.

To create an order from a quote, open the quote, choose More actions and then Convert to sales order. The quote's lines, addresses, tax and discount settings are copied. See Create a quote.

The order page

The order page opens with the order number (generated automatically), title, date, stage and the person it is assigned to. You can also set the Requested Delivery Date, the Committed Delivery Date and the Rush Order flag. The Order Segment section lets you choose a region, branch and division. See Sales organisation.

Users Involved lets you add colleagues who should be able to open the order. The account owner is always involved. Click Update to save your changes. Leadnote warns you if you leave with unsaved changes.

An order created from scratch calculates tax per line, using the Tax % column, and has no additional costs. An order converted from a quote keeps the quote's tax group, discount and additional costs. The totals show Subtotal, Discount, Tax, Round off and Order Total.

Stages

The default order stages are New, Pending, Approved, Processing, Shipped, Delivered, Completed, Cancelled and On Hold. Each has a colour and SLA days, which is how long an order should normally stay there. An Account Owner or Manager can add, rename, reorder and delete stages and choose the default under Settings, Create & Manage Stages. A stage that still has orders in it cannot be deleted.

Record shipped quantities

On Line Items, the Fulfilment section shows Ordered, Shipped Qty and Remaining for each line.

1. Update the order first if you have unsaved changes.
2. Enter the shipped quantity for each line. It cannot be more than the ordered quantity.
3. Click Save Fulfilment.

The order shows Fulfilment pending, Partially fulfilled or Fulfilled. When every line is fully shipped, Leadnote moves the order to the Shipped stage if it is still at an earlier stage. It does not move an order that is already Delivered or later.

Share a tracking link

Open the Order Tracking tab. You get an Order Tracking Link that you can copy, open with View, or send with Share via WhatsApp or Send via Email. Edit the message template before you share it.

The public page shows the order number, your company name, the customer, the list of stages with the current one marked, the shipping status (not shipped yet, partly shipped or fully shipped), the tracking number and the committed delivery date. Anyone who has the link can open it, so share it only with the customer. Email and WhatsApp messages go through your messaging setup. See PDF and sharing documents.

Print an order

Print / Preview opens the printable order with your company name and address, the customer, the lines and the totals. The logo, signature and template settings belong to the Quotes and Invoices settings and do not apply to sales orders.

Convert to an invoice

Click Convert to Invoice on the order page and confirm with Create Invoice. The line items, addresses and references are copied to a new invoice, and the order number and date go into the invoice's References tab. See Create an invoice.

The order list

The Sales Order Management list has summary tiles per stage, a field search (order number, title, customer organisation, name, email or phone), and filters for stage, user, order date and requested delivery date. A row is flagged Delivery Date Overdue when the requested date has passed. The row menu has Edit / View, Clone and Delete.

Who can use sales orders

Account Owners and Managers see every order. Other users see orders they created, are assigned to, or are listed under Users Involved. L1 Users can create and edit orders by default, and L2 Users can view them. The Account Owner can change this in the permission matrix.

The mobile app lists sales orders, shows their lines, shipped quantities and delivery dates, and can share the tracking link. You create and edit orders in the web app.