Sales orders are created automatically in Tradevine from Shopify sales or Trade Me sales. You can also manually create a sales order at any time.

Adding a sales order

There are a couple of ways to create a new Sales Order:

1. From the Sales menu select Add Order.
2. From your Sales Orders screen select the Add Sales Order link from the bottom of the list of sales orders.

Enter or edit customer, address and order fields

Only the Customer, Shipping Date and at least 1 product line are required to create a Pending sales order.

Customer

Select the person or organisation you are creating the Sales Order for, if the customer does not exist in the drop down options, then select the green icon to add a new customer.

NB: you can search this field for existing customers based on full or partial matches on name or email address.

Email customer

This link enables automatically when the customer has an email address. The link will open a blank email addressed to the customer. 

Billing Address

You can select an existing Billing Address. Add a new Billing Address by selecting the green icon, if the address doesn't appear in the drop down list.

Shipping Method

Choose the Shipping Method required for your sales order.

 

 

If you select Collection as your shipping method, then you won't be able to enter a Shipping Address or a Ship to name.

Ship to

This allows you to specify a recipient name that may be different from the customer's name. This is not available for collection type orders.

Shipping Address

You can select an existing Shipping Address or add a new Shipping Address by selecting the green icon. The Shipping Address can be the same as the Billing Address, just select the Same as Billing checkbox.

Shipping Date

Is a mandatory field, which should default to today's date. You can change this for future dated deliveries.

Payment Method

Choose between Cash, Bank Transfer, Credit Card, Cheque, Escrow, Other, PayPal or EFTPOS.

Terms

Defaults to Immediate. When sales orders are created for a customer, the payment method is defaulted from the payment method on the customer record.
Note: sales orders with a payment method other than Immediate, are able to progress to the shipment stage, even though payment has not been flagged on the sales order.

Payment Received

This flags the order as paid and has to be completed if you want to Confirm and progress the order. If the payment Terms are not immediate then it is possible to progress the sales order for the shipment and mark the Payment Received checkbox as paid at anytime, including after the goods have been shipped and the sales order has been completed.

If you are integrated with Xero, then you do not need to select this checkbox, as we will automatically retrieve any full payments made within Xero the next time we poll Xero for updates (approx every 5mins).

Ref

Useful for adding in any payment reference details.

Customer Reference

Complete any customer references you need for the order. This field can still be edited when the sales order has been completed.

NB: for Trade Me sales this field is automatically populated with the Purchase reference number. For Shopify sales the field is populated with the Shopify order number.

Manual Approval

If you have opted to Manually Approve Sales Orders in your Trade Settings or some products are flagged as requiring manual approval, you will need to confirm the manual approval, before continuing.

Enter the taxes, products and pricing

By default we provide three product rows ready for use.

Add more product lines by selecting the Add New Line(s) link. Delete product lines by selecting the X icon, at the end of the product line. Alternatively, just remove or change a product by selecting the X icon next to the product name.

Product Lines

Use can manually add up to 100 product lines to the order, but each product can only be listed once. If you need to, you can apply different tax rates to each product line on the sales order. You can also override any price, with your own including $0.00, but not a negative amount. You can tab between fields and lines if you don't like your mouse. Any unused/blank lines will be ignored when you create/update the order.

Product

Select the product you are selling by either typing in the product code, name, or by selecting the search icon on the right hand side of the product name or by scanning in the barcode.

You can also search on partial matches and a shortlist of potential products should be displayed.

UOM

This will default to the UOM (Unit of Measure) saved against the product.

Quantity

Type in the quantity of the product you are selling.

Notes

Add in any specific notes in relation to the line, for example any packing instructions.

Sell Price

This will be defaulted from the product information stored against the product but can be changed on the order. If you make a change to the Sell Price, this will not update the default Sell Price stored against the product.

Tax Rate

This will be defaulted from the tax rate information stored against the product but can be changed for each product line on the order. If you make a change to the Sell Price, this will not update the default Tax Rate stored against the product.

Trade Metrics

Tradevine displays the trade metrics so that you can make business decisions based on the latest information.

Cost of Goods

Visible when the Trade Metrics panel is expanded out. Totals the cost of the goods for all the products on the order using FIFO (First In First Out).

Gross Profit

Visible when the Trade Metrics panel is expanded out. The difference between the sub total (excl tax) and the total cost of the goods.

Gross Margin

Visible when the Trade Metrics panel is expanded out. Percentage difference between the total cost of the goods and the sub total (excl tax). The calculation is: (cost of goods / sub total (excl tax)) – 1

Average Markup

Visible when the Trade Metrics panel is expanded out. Percentage difference between the sub total (excl tax) and the total cost of the goods. The calculation is: (sub total (excl tax / cost of goods)) – 1

Pay Now balance

Anytime you receive a sale from Trade Me and the buyer paid using Pay Now then the amount received so far will be displayed below the Grand Total.

Notes – Order Notes (Public)

Add any notes you want displayed on the order and visible to the customer on the printed PDF.

If this was a Trade Me sale and the buyer has left a message for the seller then the content of the message will be displayed in the public notes.

Any additional details from Shopify Apps like gifts etc will be added to the public notes.

Notes – Order Notes (Private)

Add any privates notes you want associated with the order that will only be visible to you.

When orders are combined the details will be briefly summarised in the private notes.

My Trade Me Notes

These are ready only and only visible for Trade Me sales when you have updated the Add Note field on the Sold tab within Trade Me itself.

Create

Select the Create button to create your order. Your order will progress from a Pending status to an Awaiting Shipment status when all of the following conditions have been satisfied:

 

 

• Billing address supplied (not required for Collections)
• Shipping address supplied (not required for Collections)
• Manual approval (if required) checkbox selected
• Payment Method is not Immediate or alternatively, Payment Method is Immediate AND the Payment Received checkbox is selected (by default the Payment Method is set to Immediate for Trade Me and Shopify sales)

Cancel

Changes you have made will not be saved. You can return to this screen at any time.

How does tax work on the sales order?

When you create a sales order we will try to best guess the tax settings for the order, to get you started.

The setting of the Tax Applicable checkbox is based on a couple of factors. The first is dependent on whether your Organisation has a tax number configured on the Organisation Details screen. If you don't then by default, the Tax Applicable checkbox will not be selected.

The second factor is the country of the shipping address (For collections this will be the billing address. If neither address has been supplied, the customers address will be used.). So if the country on the sales order matches the country of your Organisation and your Organisation has a tax number, then the Tax Applicable checkbox will be selected.

You can override the Tax Applicable setting yourself any time you want.

You can also override the Prices are drop-down at any time to include/exclude taxes. The Prices are dropdown has a similar set of smarts to the Tax Applicable checkbox. Providing your Organisation has a tax number and your Organisations country matches the shipping address country, then it will default to Tax inclusive.

The taxes applied to each of the products is firstly based on the Prices are drop-down and subsequently on the Tax Rate field on each product. The tax rate on the product will only be invoked if the Prices are drop-down is set to Tax inclusive.

Whenever a discount is applied the final tax amount will be based on pro rating the discount amount across the tax applied to each of the taxable products, since the discount is subtracted from the tax exclusive total.

Each product line total is based on the Prices are setting and the Tax Rate for the product. The totals for the Sell Price and the Total fields for each product will include any taxes if they have been applied.

The Tax Rate for each product is only editable, if Tax Applicable is selected.

The Sub Total ex. tax will always display the tax exclusive total, regardless of any taxes applied.

Stock availability status

Each time a product quantity is entered, the available stock count and the availability status will be displayed with a green, orange, red or grey background.

Green – the product can be supplied in full.

Orange – the full product quantity can be supplied, but there is competition for the stock.

Red – the product cannot be supplied, either partially or in full.

Grey – the product is not inventory tracked, so it will be displayed with the text N/A.

Clicking on the coloured status will display a more detailed breakdown of the products inventory.

The stock availability icons will not be displayed for sales orders with a Completed status or when a quantity has not been entered.

Editing a pending sales order

To edit one of your sales orders either select the sales order from the sales order list or use the universal search to find the order by searching on the sales order number.

You can edit the details of most of the fields when the sales order is still in a Pending status. Once the order has been created a Shipments panel will be displayed below the Notes. When the order is in a Pending state, the Shipments panel will inform you of what needs to be done to progress the order to Awaiting Shipment. The same progress information is also displayed near the top of the sales order in the green banner. Once the order has progressed beyond the Pending status, the Shipments panel will display all the shipments for the order and each product line will also show the shipped quantities so far.

There are a few extra buttons available once a sales order has been created. These allow you to email or print order confirmations and pro forma invoices.

Update

The Update button will be available while the order has a Pending status.

Cancel Order

Select this if you want to cancel the Sales Order. This will cancel the order and any remaining unshipped quantities if you have shipped part of the order already. If you have already shipped some of the items on the sales order then the order will be set with a status of Completed with Cancellations, otherwise, the status will be set to Cancelled.

Send Confirmation

Email or print/post a sales order confirmation to your customer.

Tradevine has a standard sales order email, but you can create your own customised email template.

If you choose to print, the PDF document will download onto your PC using your web browsers default functionality. Your web browser settings control whether to open or save the PDF.

Editing an awaiting shipment sales order

You can edit and change an awaiting shipment sales order provided there have been no shipments.

Selecting the Edit Order button will revert the sales order back to a pending status and remove any pending shipments. After editing the order you will need to manually approve the order to progress it to an awaiting shipment status.

If you are integrated with Xero and the sales order has already been paid, then you will have to undo the payments in Xero, before you can edit any of the product quantities.