Sales

Overview

The Sales module of SalesPad Cloud allows you to create sales documents, plus manage all of your sales documents in one location. Dashboard reports are available in the Sales module; click here for more information.

To get started, click the Sales icon on the left-hand side of the screen.

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Sales Grid

Once you’ve opened the Sales module, you will see a grid displaying your existing sales documents. The Sales grid provides a variety of ways to quickly find sales documents and perform a variety of actions against either a single sales document or batches of sales documents.

To post a sales document from the Sales grid, simply open the Sales module, check the box next to the document you wish to post, and click the Post button. You can also forward (see Workflow) or allocate sales documents directly from the grid.

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Search for a Sales Document

There are several ways to search for a sales document. Before you begin your search, though, decide whether or not you want voided or posted sales documents to be displayed in your search results. Check the boxes just to the right of the search bar accordingly.

To search for a specific sales document by number, simply type the number (or partial number, if you don’t know the exact number) into the search bar located just above your grid.

You can also search each column in your grid. To reveal the auto filter row for your columns, click the gray ellipses found just below the column headers.

Enter your search criteria into whichever auto filter row is most useful for your particular search.

Certain sales columns, such as Doc Date, also offer dropdown options in the auto filter row.

If the column you’d like to search is not visible in your grid, click the Columns button in the upper right-hand side of the screen.

Clicking this button reveals the Edit Columns drawer. Check the boxes for columns you want visible and uncheck the boxes for those you’d rather not see.

The Reset Columns button in the Edit Columns drawer will restore your grid to its default view, and the Clear Column Filters button will clear any search criteria you have currently entered into the auto filter row.

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Create a Sales Document

Select a Sales Document Type (estimate, order, invoice, sales receipt, return, or refund) from the New Transaction dropdown in the upper right-hand corner of the screen.

Clicking on a Sales Document Type will bring you to the sales document window. In this example, an estimate (or quote) was selected. 

From here you can edit properties for this specific transaction by editing the various fields in the sales document window, such as Customer, Billing Address, Price Level, etc.

Once you've edited the properties for this sales document, you can add items, transfer the document, forward it through a Workflow, void it, or perform an action specific to your business. 

Note: Once you've selected a customer for your sales document, defaults for that customer, such as sales person, tax code, billing/shipping address, etc., are pulled from the customer card and added to your sales document. For more information on setting these defaults, please review our Customers module documentation.

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Batch Actions for Sales Documents

To batch allocate, post, print, transfer, or void sales documents from the sales grid, open the Sales module, check the boxes next to the documents you wish to transfer, and click the More Actions dropdown. Select the appropriate option.

Confirm that you want to perform the action selected in the pop-up that appears.

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Sales Document Actions

When a sales document is open, you can manage your sales document using the action buttons in the upper right-hand corner of the screen.

The Void button voids your transaction. The Transfer button transfers the current sales document to a different sales document to move the transaction process along. Available transfers for different transactions are determined in Sales Document Type.

The More Actions dropdown allows you to post, allocate, split, etc., depending on what stage your document is at. 

Make a New Payment

To make a new payment on a sales document, select New Payment from the More Actions dropdown.

If the New Payment option is not visible in the More dropdown, that is because your transaction is at a stage where payments are not applicable (i.e. an estimate does not have a New Payment option in the More dropdown). 

When you click the New Payment option, the New Payment drawer appears.

For a brief explanation of the different information fields in the New Payment drawer, click here:

New Payment

Transaction Amount - Allows you to enter the amount for the new payment

Payment Method - Selects from Cash, Check, or Credit Card payment options

Payment Date - Indicates the date for the new payment

Payment Ref Num - Allows you to assign a reference number to the new payment


 

Click Save when you've finished making your changes. Your new payment information will appear in the Payments tab of your sales document. 

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Split a Sales Document

Splitting a sales document allows you to create multiple sales document from a single parent document. Documents can be split based on backordered quantity, dropshipping, location, and fulfilled quantity.

To split a sales document based on one or more of these qualifications, select the Split Document option from the More Actions dropdown in the upper right-hand corner of the screen.

If the Split Document option is not visible in the More Actions dropdown, that is because the sales document you are working with is not able to split. As of this writing, refunds and sales receipts cannot be split. 

After you select Split Document, the Split Document window will appear. Select your split option(s) from the list on the left-hand side of the screen.

Based on which boxes you check, your parent sales document (in this example, an order with backordered items), will split into multiple sales documents. You will see a preview of this on the right-hand side of the Split Document window.

When you've finished indicating your split options, click Split Document in the bottom right-hand corner of the screen.

Your parent document will now be marked as historical and split into however many documents you created in the Split Document window. Click Done to exit the Split Document window. 

New sales documents created as a result of the split will have a document number based off of the parent document number. They will include a decimal followed by an additional number.  

Split documents are numbered based on when quantity can be fulfilled. Split documents with fulfilled quantity are numbered first, and split documents with backordered quantity will be numbered last. Documents split based on location or dropship criteria will be numbered between fulfilled quantity and backordered quantity documents (if applicable). 

Documents created as a result of a split are not placed into a new Workflow batch automatically, but remain in the parent document's workflow batch. You must manually place the document into a different workflow using the Workflow Batch dropdown on the sales document. 

To view all documents associated with a split, click the Links tab on any of the documents involved. You will see the parent document (grayed out because it is now historical) and any other split documents. The Links tab does not show the document you are currently viewing, only the additional documents associated with the split.

To combine split invoices back into a single invoice, simply select the individual invoices in the sales document grid and choose the Combine Invoices option from the More Actions dropdown.

Note: The intention for this functionality is for someone that splits an order multiple times, and invoices those orders separately, can combine all the invoices back to 1 and send it to the customer. It does NOT support grabbing random invoices for a single customer and combining them into 1.  The Invoices must have originated from the same original order. 

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Create a Partial Invoice

Creating a partial invoice allows you to proceed with an order while still waiting on line items to fulfill, by taking your parent order and splitting it into an invoice for fulfilled quantity and a separate order for remaining quantity.

To create a partial invoice from an order, open the order and click the Transfer button in the upper right-hand corner of the screen.

In the window that appears, indicate the quantity you want to invoice for each line item. The default option is to invoice all available items. If you adjust Quantity to Invoice but then decide you want to revert to invoicing all available items, clicking the Max All button will update that information for you.

Note: Items from your order that not available to invoice (such as backordered items) will not appear in this window.

Click Generate Invoice in the bottom right-hand corner of the screen. 

You will be redirected to the invoice for the fulfilled items. Your parent order is now marked as historical, and another order has been generated for your remaining line items. To view these sales documents, open the Links tab on your invoice. 

Since it is now a split document and therefore historical, the parent order will be grayed out (but still clickable), and the order generated from the split will be numbered based off of the parent document's number. 

The invoice generated as a result of partial invoicing will be placed into the first invoice Workflow batch. The order generated will remain in the parent order's workflow batch. If you need it to go to a different workflow batch, you must manually move it using the Workflow Batch dropdown on the sales document.

Note: Line items that have been shipped will have a quantity of 0 on the historical order.

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Link to an Existing Purchase Order from a Sales Document

If you create a sales document that has items that need to be purchased, and you know there is a purchase order for those items that you want to link this document to, simply check the box next to the line items you want to link and click the Link Selected button. The advantage to doing this is your line items will allocate and fulfill when the linked PO is received and that receipt is posted.

The Attach Sales Line to Purchase Order window will appear. Check the box for the Sales Line Item you want to link to a Purchase Order, and the POs window will auto-populate with open purchase orders that have matching items available. The PO must be a status of 'Open' and have the items on it for it to be linkable.

Click the orange Link Qty box and indicate how many items from the purchase order you want to link to your sales document. Click Save in the lower right-hand corner to link the documents.

The purchase order will now appear in the Linked Purchase Orders tab of your sales document.

Receive the purchase order and post the receiopt to fulfill the line items on your sales document. 

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Create a Return from a Posted Invoice

To create a return from a posted invoice, select Return Document from the More dropdown in the upper right-hand corner of your invoice.

Note: When a return is created in SalesPad Cloud, if money is going back to the customer, a refund receipt will be created in QuickBooks Online when the return is posted in SalesPad Cloud. If a return is created in SalesPad Cloud and the money is not going back to the customer, a credit memo is created in QuickBooks Online when the return is posted in SalesPad Cloud. Refunds created in SalesPad Cloud are created as refund receipts in QuickBooks Online.

Indicate the quantity you want to return in the Return Items window. To override the unit price, enter the new unit price in the Unit Price Override column. Select a Reason for your return from the Reason dropdown, and the Return Type in the Return Type dropdown (to review how to create different Return/Sales Document Types, please visit our Sales Document Type documentation). Enter any discount amount or percentage in the appriate fields, and, to add a shipping charge, check the Return Shipping Amount box below the Return Type dropdown and enter a shipping amount in the box below. Record any notes you want associated with the return in the Return Notes field below the Return Shipping Amount field.

If you've selected a reason for the return, make sure you click the Apply Reason button to apply the reason to the return.

Click Create Return in the lower right-hand corner to create your return.

You will be redirected to the return.

Once you've created the return, you may make changes to it. Add/remove lines, change pricing, change Location on the line item level, etc. 

If you do not want items to be returned to inventory at your selling Location, create a separate Location specifically for returns. By doing this, you are able to inspect the returned items and determine whether or not you want to transfer them back into your selling inventory.

Note: Line items on a return will not allocate or fulfill because the item was allocated and fulfilled prior to the return stage. 

Click the Links tab to see a link to the invoice you created the return from. 

If you add the Qty Returned column to your original invoice (click here to review how to customize a grid), you will see the quantity returned for line items on that invoice.

Note: Inventory levels will not be updated until the Return or Refund has been posted. 

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Create a Customer from a Sales Document

To create a new customer straight from a sales document, simply start typing the customer's name in the the Customer field, then select the Create Customer option when it appears in the dropdown below the Customer field.

The Create Customer drawer will appear. Fill out whatever information you want to put in for the customer at this time, then click Save to close the document and return to your sales document. For more information on creating customers, please review our documentation.

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Sales Line Actions
Apply a Line Item Discount

To apply a discount percentage to a single line item in a sales document, make sure the Discount Percent column is visible in your grid. It's also helpful to have the Discount column visible as well. Click the Columns button in the upper right-hand corner of your sales document grid and check the boxes for Discount Percent and Discount. 

Type the discount percentage you want to apply to the line item into the Discount Percent field. The Discount field will auto-populate with the dollar amount discounted based on the percentage you just applied.

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Manually Reprice Sales Line Item

To manually reprice a sales line item, select the Unit Price cell and type in the new price.

To reset the Unit Price cell based on the sales document's Price Level, check the box for the item and select Reprice Line from the More Actions dropdown.

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Line Item Hint

To quickly view quantity and vendor information for a line item on a sales document, click the Hint icon on the far right-hand side of your sales document grid. This hint gives you helpful information to take into account when creating sales documents, and it displays the current margin for this sales line, as well as the sales line status (allocated, backordered, or fulfilled). 

Note: If you do not see the Hint icon, open the Columns editor, which is located just above the upper right-hand corner of the grid, and check the box for Line Item Hint (this box will be at the top of the list).

Note: Quantities displayed reflect quantity statuses for the location assigned to this sales line. 

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Add an Item to a Sales Document

To add a line item to your sales document, click the New Line button in the Line Item tab. Select your line item either by typing the item number into the line item box or clicking the arrow to select the item from a list of your items.

Once you have selected an item, you can change the quantity, description, UofM (unit of measure), and more by clicking on and then editing the information found in the corresponding column. Remember, every grid in SalesPad Cloud has customizable columns. If you don't see the column you want to edit or wish to hide columns, click on the Columns button on the far right-hand side of your grid. 

If you have serialized or lot-tracked items on your sales line, click the Eye icon in the line's Qty or Fulfilled column.

The Serial/Lot Picking window will appear. In the Available section, navigate to the serial/lot number you want to assign to this line, then click the Up Arrow to add the item to the Fulfilled section.

If you do not see the expected serial/lot numbers or bins in the Available section, check that you are searching the correct Location.

If you need to switch Locations, close the Serial/Lot Picking window and change Locations on your sales line. 

Once you've fulfilled your serial/lot-tracked items, close out of the Serial/Lot Picking window and procede with your transaction.

To link backordered line items to a purchase order or to delete line items, check the box for the item(s) you wish to link or delete and click the corresponding button.

Note: To enable SKU or UPC item entry, click the More Actions button on upper right-hand corner of the line item grid and check the corresponding box.

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Add an Item-less Line

To add an item-less line to your sales document (such as a special promotion or a money-back reward for a loyal customer), click the New Line button and leave the Item # column blank. Give your item a description and enter a line price and quantity. If you want your item-less line to apply a credit to the sales document, enter a negative number in the Qty column. In the example below, the customer is receiving ten dollars back as a reward for purchasing ten items. 

To convert an item-less line to an item, check the box next to the line and select Convert to Item from the More Actions dropdown.

The Create Item drawer will open. Continue with the item creation process. Please reference our Inventory documentation for more information on how to create an item.

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Create a Purchase Order from a Sales Document

If you create a sales document with backordered line items, you can create a purchase order for those items directly from the sales document. The advantage to doing this is your line items will allocate and fulfill when the linked PO is received and that receipt is posted.  

To create a purchase order from a sales document, check the box next to your backordered items and click Purchase Selected in the upper right-hand corner of your sales document grid. 

Confirm the purchase order date in the window that appears, then click Purchase to create the purchase order. 

You will be redirected to the purchase order. Please refer to our Purchases documentation to learn more about working with purchase orders. 

To quickly access the linked purchase order from the sales document, click the Linked Purchase Orders tab. 

By default, SalesPad Cloud will create a standard purchase order. If you want to create a dropship purchase order instead, check the box in the Dropship column. Dropshipping a sales document line will set the unit cost on the purchase order line to what it was on the sales document.

Notice the little link icon next to the line item that has been linked to a purchase order. This is a visual indicator to you that this line item is linked to another document (the purchase order). 

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Bundles and Pre-Assembled Bundles on Sales Documents

Bundles and pre-assembled bundles (once adjusted into inventory) can be added to a sales document like any other inventory item. 

Modifying the quantity of a bundle on a sales document will updated the quantity of the components as well, updating their quantity based on the quantity set in the component tab of the bundle parent item. If components are added or subtracted, bundle parent item price is adjusted to reflect this.

In the example above, the White T Shirt Package bundle has a unit price of $0.00, which means that the price of the bundle is determined by the sum of the components. Deleting the selected line would therefore deduct $14.00 from the total price for the customer. 

When printing or emailing a sales transaction that includes a bundle, you have the option to include components and component pricing (this is the default option). Unchecking the box will hide components and/or component pricing.

When a bundle or pre-assembled bundle transaction is posted, the components are adjusted in or out of inventory, and corresponding journal entries are made in QuickBooks Online.

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Print or Email a Sales Document
Print a Sales Document

To print a sales document, click the Print button next to the transaction header.

Choose a Report to print from the list on the left-hand side of the screen.

A preview of the report you selected is visible on the right-hand side of the screen. Click Print in the lower left-hand corner and follow your local computer's prompts to choose a printer and print your report. 

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Email a Sales Document

To email a sales document, click the Email button next to the transaction header. 

Choose a Report to email from the list on the left-hand side of the screen. 

Click the Next button.

Choose whether or not you want to use an email template, then, if using a template, select that template from the Email Template dropdown. 

If you select an email template, the email will load in the preview window, and you will not be able to make changes to the body of the email. If you're not using a template, type your email into the Email Body field.

Once the body of your email is ready, give your email a subject (the document number is the default subject) and enter the "from" information. To quickly fill in the From Email and From Name field, choose either From Current User or From Created By field from the Fill Email Form dropdown. Otherwise, choose the Free Type option (selected by default), and free type the "from" information.

Enter the recipient's email address in the Recipients field. You can also cc or bcc recipients, if necessary. The report you selected on the previous screen will be attached to your email as a PDF download. 

Click Email in the lower left-hand corner when you are ready to send your email. 

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Sales Document Tabs

The bottom of each sales document contains tabs that utilize the following features: Line Items, Linked Purchase Orders, Payments, Interactions, Audits, Alerts, and Notes. Additional tabs will be visible if certain integrations are enabled (Resources and ShipStation Shipments).

Note: Any grid that appears inside a tab is searchable and customizable just like your main Inventory grid.

  • Line Items Tab - See Add an Item to a Sales Document for details on this tab
  • Linked Purchase Orders Tab - Shows any purchase orders linked to this sales document
  • Payments Tab - Shows any payments on this sales document; click New Payment to make an additional payment
  • Interactions Tab - Keeps a record of communications involving this transaction; click New to add an interaction
    • For a brief explanation of the different information fields in the Create Interaction drawer, click here:

Create Interaction

Subject - Allows you to give a subject line for this interaction

Notes - Provides a space to record notes on the interaction

Starts On - Indicates when the interaction starts

Ends On - Indicates when the interaction ends

All Day Event - Indicates whether or not the interaction is an all-day event

Remind On - Allows you to choose a date for a reminder from SalesPad Cloud (this appears as a notification in the upper right-hand corner of the screen)

Interaction Type - Assigns the interaction to an Interaction Type , such as Email, Phone, In-Person, etc.

Assigned To - Allows you to assign the interaction to a company user

Contact Person - Indicates the contact person for this interaction

Location - Indicates the location for this interaction

Completed On - Indicates the completion date

Is Complete - Indicates whether or not the interaction is complete


 

  • Audits Tab - Audits transaction activity
  • Alerts Tab - Allows you to create alerts that appear when this sales document is accessed; click New Alert to add an alert
    • For more information on creating an alert, click here:

Alerts

To create a new alert, click the New Alert button and type the alert information into the New Alert drawer that appears.

After clicking Save in the New Alert drawer, check the box next to your alert and click the Activate button to activate your alert.

Your alert is now visible as a banner beneath the document header.

Once the alert is no longer in effect, check the box next to the alert and click the Mark as Deleted if the alert was dismissed, or click Approved if the alert was resolved. Clicking either button will cause the alert banner to go away.


 

  • Links Tab - Shows any additional sales documents linked to this sales document (such as split documents)

  • Notes Tab - Displays notes associated with this transaction; you can add more notes by clicking in the notes field and typing your information
  • Tracking Info Tab - Displays tracking information for documents shipping via ShipStation
  • Resources Tab - Displays and manages resources associated with this sales document

  • ShipStation Shipments - Shows any ShipStation shipments associated with this sales document

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QuickBooks Online Integration Notes

For a complete summary of QuickBooks Online integration details, click here.

SALES INVOICE/SALES RECEIPT/SALES RETURN/SALES REFUND RECEIPT

These transactions will be sent over to QuickBooks Online only when posted. The user will see a copy of the SalesPad Cloud document in QuickBooks Online, but all line items, even if they are inventory-tracked items in SalesPad Cloud, will be marked as non-inventory. The transaction journal enty for these transactions will typically be debiting Cash or Accts Receivables and crediting Sales. There should not be any entries for Inventory or Cost of Goods Sold for these transactions. To handle those entries, SalesPad Cloud sends over a corresponding journal entry for Inventory and COGS, either decreasing or increasing your inventory value based on the type of transaction that has been posted (Sales vs. Return/Refund).

CUSTOMERS/ITEMS/VENDORS

SalesPad Cloud does not sync every customer, item, or vendor to QuickBooks Online. We only sync this data once the customer, item, or vendor appears on one of the transactions mentioned in this document. For example, a new customer that has been added to SalesPad Cloud will not sync to QuickBooks Online until a sales invoice or receipt has been posted for that customer.

PAYMENTS/DEPOSITS

Payments in SalesPad Cloud will be synced with QuickBooks Online when attached to a posted sales transaction, at which point they will be reflected on that sales transaction within QuickBooks Online. Deposits, when saved, will sync a journal entry to QuickBooks Online debiting the undeposited funds account and crediting the SalesPad Cloud deposit account (unless the setting has been changed to a different account in SalesPad Cloud). Once the sales transaction that the deposit is associated with has been posted, there will be an additional journal entry for the deposit that debits the deposit account and credits the receivables accounts.

Returns/Credit Memos/Refund Receipts

When a retun is created in SalesPad Cloud, if money is going back to the customer, a refund receipt will be created in QuickBooks Online when the return is posted in SalesPad Cloud. If a return is created in SalesPad Cloud and the money is not going back to the customer, a credit memo is created in QuickBooks Online when the return is posted in SalesPad Cloud. Refunds created in SalesPad Cloud are created as refund receipts in QuickBooks Online.

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Tutorials

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