Creating a new Sales Order
This article gives guidelines for manually creating a Sales Order (SO) in Katana. If you are selling online, you can automatically sync your Sales Orders from e-commerce platforms (e.g. Shopify).
For multichannel sales, manually creating Sales Orders enables adding orders received by email or phone, for example, to Katana, and manage all orders from various channels in one platform.
Creating and delivering Sales Orders:
- Enables checking and managing Sales Items availability for customer orders;
- Triggers relevant inventory movements for products.
- Enables managing optimal stock levels in Katana as open Sales Orders will increase the "Committed" quantities for products, which is taken into account in calculating the "Missing/Excess" quantities (i.e. difference from optimal inventory levels) in "Inventory" list.
How to create a Sales Order?
You can create a new Sales Order by clicking on the global "+" sign and selecting "+ Sales order".
This creates a new Sales Order card with the following information.
General Sales Order info
Customer (required) - the name of the customer who is purchasing the product.
Sales order # (required) - the unique identifier for the Sales Order. This is auto-generated by Katana but can be edited manually if needed. Example: SO-1, SO-2.
Delivery deadline (required) - a date when the items included in the Sales Order are required to be delivered to the customer. Can be manually edited for each Sales Order. Marked red if at least one product required by the SO is not available, the Production deadline of a required product is later than the SO deadline or if the SO deadline has passed.
Created date (required) - the date of creating the Sales Order. The default value is set to today but can be changed manually if needed.
Ship from (only visible if you have added more than one Location to your account) - select from which Location the Sales Order is shipped. The Sales Items Availability will be shown based on the stock availability at the selected Location. Ingredients Availability and Production status are only displayed if you have chosen your production location. When the Sales Order is "Packed" or "Delivered" the stock movements are applied to the selected Location.
At least one item has to be added to each Sales Order. You can only add products to a Sales Order, you cannot add materials.
Item (required) - the name of the product you are selling. You can either select existing products and its variants or create a new product by typing in a product name and selecting "Create new: [product name]" from the drop-down list. Read more about Creating a new product. Note that the field value is a combination of Variant Code, Item name and Variant Option values (e.g. "[P-1] MyProduct / White").
Quantity (required) - the amount of the product you are selling. The Unit of Measure for the item can be set and edited on the item card. A maximum of 3 decimal places is allowed.
Price per unit (required) - for a product, it is the default sales price (excluding taxes) set on the product card. This can be manually edited on each Sales Order.
Tax % - the applicable Tax rate (e.g. VAT, GST) for the line item. Select a tax rate from the drop-down menu. You can manage default Tax rate, edit, create and delete Tax rates in Settings -> Tax rates.
Total price = Quantity * Price per Unit. A calculated field, cannot be manually edited.
Sales Items availability
Shows whether the required products for a Sales Order are "In stock", "Expected" or "Not available". Based on the status, you can take necessary actions accordingly. Read more about Sales Items availability.
If you have added more than one Location to your account, the Sales Items Availability shows the stock availability at the selected "Ship from" location.
The date below to the "Expected" status indicates the production deadline of a Manufacturing Order for the required product.
Clicking on the Sales Items availability status opens an Inventory Intel pop-up, which shows additional info about the inventory level of the specific product. You can conveniently check the "In Stock", "Expected" and "Committed" quantities of the product and see all the Sales Orders to which this product is booked. In the pop-up window, Sales Orders are ordered by priority (can be edited in the "Sell" screen) and the current Sales Order is highlighted in bold.
Ingredients availability shows the stock status for ingredients required for making the ordered products. Ingredient requirements for products are based on the Product Recipe / BOM, which could include both materials and subassemblies.
Ingredients availability status can either show "In stock", "Expected" or "Not available". Based on the status, you can take necessary actions accordingly.
On the Sales Order, this is especially relevant for businesses that are Making to Order and gives the user immediate information about the availability of ingredients required for making the products ordered by customers.
If any ingredients required to make the product are "Not Available", you can click on the Ingredients availability status on a Sales Order card to open a list of missing ingredients.
Read more about Ingredients availability.
You can click on the "+ Make" button in Production column on a Sales Order to create a Manufacturing Order for the required products. You have an option either to "Make in batch" or "Make to order".
Make in batch - if you want to make more of the products than the Sales Order requires.
Make to order - if you want to make the exact amount of products required for the Sales Order.
In both cases, a Manufacturing Order (MO) for the required products will be added to the "Schedule" in the "Make" screen. However, the characteristics of the MOs are different when you are either making in batch or making to order.
Read more about Making in Batch and Making to Order.
After creating the Manufacturing Order, the Production status will start showing whether the production for the required products is "Not started", "Work in progress" or "Done". You can click on the production status to navigate to the related Manufacturing Order.
The Production status will show "Not applicable" if:
- If you have added more than one Location to your account and selected on the Sales Order a "Ship from" location on with no Make possibilities (i.e. it's a sales location, not a production site).
- If you have disabled the "I make this product" option for the product on the product card. In this case, you have chosen to purchase the product from suppliers (not make in your own workshop) and the production status is not relevant.
You can add any comments to the Sales Order. For example, specific instructions to sales personnel, any fulfillment or delivery details, any reference numbers, references to the location of relevant files etc.
To insert a line break in the commenting field, click Shift + Enter.
Each Sales Order has a Delivery status, which can be changed in the "Sell" screen. Statuses trigger specific changes in the inventory.
Read more about Sales Order Delivery statuses.