How To: Create a New Sales Order for a Service

If you wish to create sales orders for non-stock controlled items, for example for a service charge such as garden design, cleaning, sharps collection, you will need to create a stock item first.

Create the Stock Item

You can setup stock items for the different services that you offer.

  1. Open a Stock screen (show me how).
  2. Press Ctrl+N or click the New item icon is the button bar's NEW button .
  3. Enter the following:
    • Stock Code (Required): stock items reference code.
      Note: on save Khaos Control automatically strips spaces from the front and end of the stock code.
    • Description: the description of the stock item.
    • Stock Type (Required): defines the Level 2 stock type, used by the system to categorise stock.
    • Sell Price (default=0): the amount the item is sold for and could be the hourly charge or a total amount.
    • Stock Detail Options Tab
      • Stock Controlled (default=ticked): untick
      • Automatic Quality Check: leave as ticked.
      • Free Text Descriptions: tick
      • Non-physical item: tick
      • COS Excluded item: tick if you are planning to purchase the 'service' using the purchasing process, see Stock Detail Options: COS Excluded before ticking this option.
      • Exclude delivery labels: tick
    • Stock Detail Accounting Tab
      • Base Tax Rate (default=as set for selected Stock Type): sets the tax rate for the item. Enables Khaos Control to calculate the appropriate VAT for sales and purchases of the item.
      • Sales Nominal: so that this sale can be accounted for in the accounts, you will need to setup a sales nominal specifically for this stock item, see How To: Create a Sales Nominal Account for a Stock Item. This will allow you to split out these service sales.
  4. Once the required properties have been entered, Press Ctrl+S or click the disk icon is the button bar's SAVE button to save.

Creating the Sales Order

Once you have the stock item you can create the sales order.

  1. Open a Sales Order screen (show me how).
  2. Press Ctrl+N or click the New item icon is the button bar's NEW button to create a new Sales Order.
  3. Use the filters to locate the required customer.
  4. Press F3 or click the NEW ITEM button has an icon that shows two sheets of paper (identified by having the top right corner folded down), arranged diagonally on the icon from top left to bottom right to add a new item.
    1. Use the filters to locate the virtual stock item that you created above.
    2. Double click on the stock item.
      Note: if you know the stock codes then you can use Quick Stock Entry.
    3. Amend the Qty as required, this could be the number of hours that the service was used and that will update the sell price, or it could be one charge for the service.
    4. Overwrite the stock description if required with the description of the service, for example 'Garden Design 4 hours', 'November Sharps Collection'.
  5. Repeat as required until all items have been added to the order, these items could include stock controlled items used during the service.
  6. Click on the [ Sales Orders | Payment ] tab and enter the payment details.
    Note: other options for creating payments include: quick set payments and BACS payments.
  7. Press Ctrl+S or click the disk icon is the button bar's SAVE button to save the Sales Order This can now be processed in the Sales Invoice Manager.

See Also

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