Sales Orders

HandiFox allows users to create Sales Orders, orders issued to customers and specified items or services including their price, quantities, terms and conditions.

Creating Sales Orders

Customer Orders screen

HandiFox allows creating sales orders in the app and sending it to QuickBooks.

1. On the app, go to Main → Sales.
2. Fill in the name of the customer you want to create a sales order for and choose it in the list.
3. Tap Customer Orders, then New to create a sales order.
4. Tap Find and choose all the items you want to create a sales order with.
5. Tap Add.
6. Fill Qty and Rate columns with data if it is needed.
7. Tap Save.

To apply Price Rules and Volume Discounts to Sales Orders, please see Applying Volume Discounts and Price Rules on Handheld Device).

Note: The information string above the grid gives the information about the chosen item: Description – sales description U/M – unit of measure abbreviation ("NONE" is shown if U/M Set is not defined). The user is able to change the U/M by long-tapping on the U/M field. Qty and Rate values for the item will be recalculated based on the selected unit of measure.

Creating new Sales Order

If handheld synchronizes for the first time after HandiFox initialization and downloads the Sales Order and unit of measure's conversion ratio is changed for a Sales Order's item in QuickBooks then “[NONE]” is shown as unit of measure. If the handheld synchronizes for the first time after HandiFox initialization and downloads the Sales Order and unit of measure set is changed for a Sales Order's item in QuickBooks then unit of measure’s abbreviation is shown in brackets. If Sales Order is already present on the handheld and unit of measure set or unit of measure's name, abbreviation or conversion ratio are changed for a Sales Order's item in QuickBooks then unit of measure name is shown in brackets.

To change the Unit Of Measure for items in Sales Orders, open Sales Order, tap the Edit button and tap U/M data. Use the drop-down menu to choose a Unit of Measure and tap the OK button.

BO – back ordered quantity (difference between ordered quantity and invoiced quantity, equals 0 if the ordered quantity is less than the invoiced quantity). If the sales order and the linked invoice are created in QuickBooks, then after editing the invoice on the handheld, the back-ordered quantity is not changed. Invoiced – invoiced quantity. If the sales order and the linked invoice are created in QuickBooks, then after editing the invoice on the handheld, the invoiced quantity is not changed. Total field, shown at the bottom of the Items page, is calculated based on the order items’ Qty, Rate and taxes.

Starting from Handifox 7.1.0.0, it is possible to edit the date. To do so, long-tap the date in the top-right corner of the screen and choose a new date.

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Changing Bin Location for Items

If necessary, you can change the bin location for items on the Sales Order. This option is available if your Quickbooks has Advanced Inventory and Track Bin Locations is enabled there. See Bins for more information.

1. Long-tap the item and select the Change Bin option. The Change Bin screen will open.
2. This screen lists all bins that the current item is present in. You can force it to show the full list of bins by checking Show All Bins at the bottom of the screen.
3. Highlight the desired bin and tap Select.

It is also possible to select multiple bins and specify the quantity for each of them separately. To do this, long-tap the item and select Edit. On the opened screen you will be able to define item quantities per bin location (use the "Tap here to add line" button at the bottom to add bins on the list).

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Edit Item Screen

Edit Item screen

• Scan button allows looking for items using a scanner
• QOH: shows the number of units that are physically located in the warehouse at the current time.
• BO: shows the number of backordered items.
• Inv: shows item's invoice status.
• Tax: shows tax rate.
• U/M: shows unit of measure type.
• Quantity field: shows item quantity.
• Rate field: shows item rate.
• Bin: shows bin status for the item (assigned/unassigned).
• Prev.: shows the previous rate.
• Hide Details button allows hiding the details about the item on the screen.
• Base Price: shows base price before applying a price level.
• New Price: shows new price after applying a price level.
• Serial or Lot Numbers field allows assigning serial or lot numbers to the item.

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Reviewing and Editing Sales Orders

HandiFox allows editing sales orders on the handheld device.

Edit Sales Order screen

1. In the mobile app, go to Main → Sales.
2. Fill the name of customer you want create sales order for and choose it in the list.
3. Tap Customer Orders, then Edit to create sales order.
4. Make all the changes needed. Edit Qty and Rate columns with data or add new items by tapping Find and Add.
5. Tap Save.

HandiFox only allows editing open orders.

Starting from Handifox 7.1.0.0, it is possible to edit the date. To do so, long-tap the date in the top-right corner of the screen and choose a new date.

Change Bin screen

Quantity Change screen

Item Location Every item on the order can get a bin location where the items will be taken from. You can change that location if necessary. Long-tap the item and select the Change Bin option. Open the full list of bins by checking the Show All Bins checkbox. Tap on the desired bin to highlight it and then tap Select.

You can select multiple bins and specify a quantity for each of them separately. 1. Long-tap the item and select Edit. 2. Enter the quantities per bin location (use the link at the bottom to add bins on the list).

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Price Level screen

Applying Price Level To apply a price level to an item, long-tap it and select Apply Price Level entry from the pop-up menu. ! The “Apply Price Level” entry is disabled if there are no Price Levels associated with this item. The Price Level dropdown list is filled with price levels: Base Sales Price All Fixed % - price levels configured in the system “Per Item” - price levels where item's custom price is defined Current Rate field shows the current item's rate. New Rate field shows the item's rate after applying price level. ! Only active price levels are displayed in Select Price Level.

To remove price rules, go to Main → Sales, type customer name in Look for customer field, tap Customers/Open Orders. Choose any Order consisting of items you want remove price rules for. Tap Edit button, tap Pencil button and uncheck Price Level checkbox in Price Adjustments field.

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Pick/Pack Sales Orders: You can pick/pack items by tapping on Pick or Pack button on the Customer Orders screen (see Picking and Packing Sales Orders).

Unit of Measure screen

Select Unit of Measure The user is able to select a unit of measure from the unit of measure set assigned to the inventory item. Qty and Rate values are recalculated based on the selected unit of measure. When the screen opens, the U/M currently selected for the item is highlighted. The following information is shown: U/M Set Name Base Unit Name Abbreviation

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Printing and Emailing Existing Sales Orders

You can print Sales Orders from the handheld device.

Print Sales Order screen

1. In the app, go to Main → Sales.
2. Fill the name of the customer whose sales order you want to print and select it from the list.
3. Tap Open Orders and then tap the context Menu button at the top right corner ().
4. Tap Print and choose the number of copies you need.
5. Choose a printer in the top left corner and tap Print Sales Order.

or

1. In the app, go to Main → Sales.
2. Fill the name of the customer whose sales order you want to print and select it from the list.
3. Tap Open Orders and then tap the context Menu button at the top right corner ().
4. Tap Print and choose the number of copies you need.
5. Choose a printer in the top left corner and tap Print Sales Order.

You can send Sales Order via e-mail from the mobile app on your device.

1. In the app, go to Main → Sales.
2. Fill the name of the customer whose sales order you want to print and select it from the list.
3. Tap Open Orders' and then tap the context Menu button at the top right corner ().
4. Tap Print and then Email .
5. Fill the Email field with the e-mail address you want send the sales order to, fill Subj field and empty field if it's needed. Tap Send.

or

1. In the app, go to Main → Sales.
2. Fill the name of the customer whose sales order you want to print and select it from the list.
3. Tap Open Orders and then tap the context Menu button at the top right corner ().
4. Tap Print and then Email.
5. Fill the Email field with the e-mail address you want send the sales order to, fill Subj field and empty field if it's needed. Tap Send.

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Cloning Sales Orders

HandiFox allow users to clone open sales orders for different needs.

1. In the mobile app, go to Main → Sales.
2. Fill the name of customer you want create or edit sales order for and choose it in the list.
3. Tap Open Orders button and long tap it.
4. Tap Clone Sales Order
5. Change the data in the screen if it is needed and tap 'Save.

or

1. In the mobile app, go to Main → Sales.
2. Fill the name of customer you want create or edit sales order for and choose it in the list.
3. Tap Customer Orders button and long tap it.
4. Tap Clone Sales Order.
5. Change the data in the screen if it is needed and tap Save.

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Printing Sales Orders

HandiFox allows users to print Sales Orders on the computer.

Transactions to Pick/Pack screen

1. In QuickBooks, go to File → HandiFox → Open Transactions to Pick/Pack.
2. Choose Sales Order in the Transaction Type section.
3. Check any sales orders in the list.
4. Click Print List and then click OK on the Print screen.

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Saving Sales Orders Report

1. In QuickBooks, go to File → HandiFox → Open Transactions to Pick/Pack.
2. Choose Sales Order in the Transaction Type section.
3. Check any Sales Order in the list.
4. Click on Print List.
5. Check the Print to File checkbox and click on OK.
6. Choose the folder you want your report to be saved in and click on OK.

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Closing Sales Orders

1. In the mobile app, go to Main → Sales.
2. Fill in the name of the customer you want to close the sales order for and choose it in the list.
3. Tap Customer Orders and choose any sales order you need to close.
4. Tap Edit and check the Closed checkbox.
5. Tap Save.

or

1. In QuickBooks, go to File → HandiFox → Open Transactions to Pick/Pack.
2. Choose Sales Order in the Transaction Type section.
3. Click on Close SO and then on Yes.

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Invoicing Sales Orders

1. In the mobile app, go to Main → Sales.
2. Fill in the name of the customer you want to invoice sales order for and choose it in the list.
3. Tap Customer Orders button and choose any sales order you need to invoice via checking it.
4. Tap the Invoice button, then tap Save.
5. Fill in your name in the Customer Name field and tap Enter Sign.
6. Sign in the white box and tap OK.
7. Tap Save.

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