Creating a sales order (SO) in Katana allows you to efficiently manage customer orders, track inventory, and streamline your sales process.
If you sell online, you can automatically sync your sales orders from ecommerce platforms (e.g., Shopify).
For multichannel sales, you can manually create sales orders and manage them all from one platform.
Creating and delivering SOs:
Enables checking and managing Sales items availability for customer orders
Triggers relevant inventory movements for items
Allows you to manage optimal stock levels because open Sales orders increase the Committed quantities for items, which are involved in calculating the Calculated stock quantities in the Inventory tab.
Creating a sales order
Step 1: Initiate a new SO
Access the global create menu or head to the Sell screen:
Click on the global + Create button located at the top of the screen and choose + Sales order.
OR open the Sell screen and click + Sales order.
Either action will open a new SO card where you can input order details.
Step 2: Enter customer information
Customer:
Begin typing the customer's name. If the customer exists, select them from the dropdown. If not, you can create a new customer directly from this field.
Customer reference #:
An optional field to input a reference number provided by the customer for tracking purposes.
Sales order #:
Auto-generated by Katana but can be edited to match your internal numbering system.
Delivery deadline:
Set the expected delivery date. The date will appear in red if:
One or more items are unavailable.
The production deadline is later than the delivery deadline.
The delivery deadline has passed.
Created date:
Defaults to the current date but can be manually adjusted if needed.
Currency:
Select the currency for the order. By default, it uses the currency set in your Settings. Multicurrency options are available on Standard, Professional, and Professional Plus plans.
Billing and shipping addresses:
Specify the billing and shipping addresses. By default, these fields populate with the customer's saved addresses, but can be edited as necessary.
Ship from:
If multiple locations are set up, choose the location from which the order will be fulfilled. This selection affects inventory availability and stock movements.
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.
If the items on the order are coming from more than one location, this field will read Multiple locations
Step 3: Add line items
Each SO requires at least one line item.
Item:
Select an existing product or create a new one by typing the item name and choosing Create new "item name" from the dropdown.
Quantity:
Enter the quantity being sold. The unit of measure can be set and edited on the item's card.
Price per unit:
Input the sales price per unit, excluding taxes.
Discount:
Apply a discount percentage to the line item if applicable.
Tax %:
Select the appropriate tax rate from the dropdown menu.
Total price:
This field auto-calculates based on the quantity, price per unit, and any discounts applied.
Step 4: Manage the SO
Inventory impact:
Open SOs increase the Committed quantities for items, affecting the Calculated stock levels in the Inventory tab.
Production planning:
Depending on item availability, you may need to create manufacturing orders (MOs) to fulfill the SO.
Tip: Utilize KAI for automated SO creation
If you frequently receive orders via email, consider using KAI, Katana's AI-powered Sales Assistant, to automatically create SOs from emails. This feature can streamline your order entry process.
Deleting line items
Delete a line item from an order:
Find the '+' icon a the end of the row, click on it, and select Delete.
Cost summary
At the bottom of an SO, you'll find the order's subtotal (tax included), shipping fee (tax excluded), plus tax, and full total.
You will also see Total units if all of the items on the order use the same unit of measurement.
Additional info section
Add comments to any SO, such as specific instructions to sales personnel, fulfillment or delivery details, reference numbers, references to the location of relevant files, etc.
To insert a line break in the comments, press Shift + Enter. You can also add hyperlinks here by just formatting them in a standard 'www.something.com' format.
SO line attributes and metadata
Add additional customization details to a SO line item.
For each attribute, you can add:
Name
Value
If you make a product using the Make-to-Order functionality, these labels are displayed on the MO. These attributes can be added and edited before an MO is created.
Line item attributes can also be imported from ecommerce platforms such as Shopify, WooCommerce, and BigCommerce—read more. However, only attribute values can be edited.
Names for line items that have been imported from ecommerce platforms cannot be edited. However, edits done on a SO in Katana don't sync back to the ecommerce platforms.
Your feedback is invaluable. Let us know your thoughts on this article or anything in Katana you'd like to see improved: [email protected]