This article provides some guidelines for manually creating a Sales order (SO). If you are selling online, you can automatically sync your Sales orders from e-commerce platforms (e.g. Shopify).
For multichannel sales, Katana allows you to manually create your Sales orders and manage them all 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
Allows you to manage optimal stock levels because open Sales orders will increase the Committed quantities for products, which is added into the calculation of Missing/Excess quantities in the Inventory tab.
Create your first Sales order
You can create a new Sales order by clicking on the global "+" sign and selecting + Sales order. This will create a new SO card.
General Sales order info
Information you will find with the SO card:
The name of the customer who is purchasing the product.
Customer reference #
The customer reference number on an SO is a unique identifier provided by a customer to link the order to specific records or transactions, making tracking and communication easier.
*Sales order #
The unique identifier for the SO. This is auto-generated but can be edited if desired. Example: SO-1, SO-2
A customizable date for when Sales Order items need to be delivered to the customer. The date will be in red if at least one product is unavailable, the Production deadline of a product is later than the SO deadline, or if the SO deadline has passed.
The creation date of the SO. By default, it will match the day it was added, but can be manually adjusted if needed.
Here you can choose which currency the order uses. By default, this will be the currency set in your Settings. (Users on the Advanced, Professional, and Enterprise plans can use multicurrency).
The address is connected to who will be paying the order. Set to the customer billing address by default.
The physical address where the order is delivered. Set to the customer billing address by default.
Ship from (Only visible if you've added more than one Location to your account)
This field lets you select which Location the SO is shipped from. The Sales items availability is shown based on the stock availability of the selected Location. Ingredients Availability and Production status are only displayed if you have chosen your production location. When an SO is Packed or Delivered, the stock movements are applied to the selected Location.
* = Required fields
At least one item needs to be added to each SO. Only products (not materials) can be added to a SO.
The product being sold. You can select an existing product and its variants or create a new product by typing in the product name and selecting Create new "product name" from the dropdown. Read more about creating a product.
Note: The field value is a combination of Variant Code, Item name and Variant Option values (e.g. "[P-1] MyProduct / White").
The discount percentage applied to a sales order line item.
Amount of product being sold. The Unit of measure for the item can be set and edited on the item card. Katana allows a maximum of 5 decimal places.
*Price per unit
The editable default sales price (excluding taxes) for a product.
A non-editable calculated field showing the (Quantity x Price per Unit [excl. taxes]) minus any Discount
The applicable Tax rate (e.g. VAT, GST) for the item. Select a tax rate from the dropdown menu. Adjust the Default Tax rate and edit, create and delete Tax rates from Settings screen > Tax rates.
* = Required field
Sales items availability
The Sales items availability column shows you if the required products for a SO are In stock, Expected or Not available. Based on the status, you can decide which actions to take next.
Read more about Sales items availability.
The Ingredients availability column displays the stock status for ingredients required in making the ordered products. Ingredient requirements for products are based on the Product Recipe / BOM, which could include both materials and subassemblies.
The Ingredients availability status can display either In stock, Expected or Not available, which you can use to decide your next actions.
This column is especially relevant for businesses that are Making-to-Order as they give the user immediate information about the availability of ingredients required for making the products ordered.
Read more about Ingredients availability.
Click on the + Make button in the Production column on a SO if you want to create a Manufacturing order (MO) for the required products. You can choose either to Make in batch or Make to order.
Make in batch - if you want to make more products than the SO requires.
Make to order - if you want to make the exact amount of products required for the SO.
For both, a MO for the required products will be added to the Schedule tab in the Make screen, but the characteristics of the MO are different when you are making in batch vs. making to order.
Read more about Making in batch and Making to order.
After creating an MO, the Production status will show whether the production is Not started, Work in progress, Done or Blocked. Click on the production status if you want to navigate to the related MO.
The Production status will show Not applicable if:
- If you have added more than one Location to your account and the Sales Order's Ship from Location has no Make possibilities (i.e. a sales location instead of a production location).
- You didn't checkmark the I make this product option for the product, meaning you have chosen to purchase the product from suppliers, and the production status is not relevant.
You can add comments to any SO, such as specific instructions to sales personnel, fulfillment or delivery details, any reference numbers, references to the location of relevant files, etc.
To insert a line break in the comments, press Shift + Enter.
Sales order line attributes and metadata
You can add additional customization details to a SO line item.
For each attribute you can add:
If you choose to make a product using the Make-to-Order functionality, these labels are also displayed on the MO. These attributes can be added and edited before a MO is created.
Line item attributes can also be imported from e-commerce platforms such as Shopify, WooCommerce, and BigCommerce. Read more about these. Only attribute values can be edited. Names for line items which have been imported from e-commerce platforms cannot be edited. However, edits done on a SO in Katana don't sync back to e-commerce platforms
Each SO has a Delivery status which can be changed from the Sell screen. Status updates trigger specific changes in the inventory.
Read more about Sales order Delivery statuses.