Standard Orders & Layout

Creating a Standard Sales Order involves navigating several particular settings to tailor the transaction to your specific needs. This guide provides a detailed overview of the Add Sales Order interface, exploring the specific fields and options you will encounter. Below, we explain the functionality of each element and how to utilize them to successfully build your order.

1. Customer Information: Allows you to enter the Customer Information related to the Sales Order. This is also where you’ll find the option to create a Sales Order from a Template. For more information related to Sales Order Templates, refer to our Sales Order Management Guide.
   • Create from Template: Provides the option to select from a list of Sales Order Templates from which to create your Sales Order. Clicking on the Manage option displays the Sales Order Templates page for further information related to the available templates.
   • Type: Lists the available Sales Order Types from which to choose. Sales Order Types can be configured to meet specific needs of your business, including Contract Management. You may also use the hovering Add button to create a new Sales Order Type for the current order. Visit our Sales Order Settings Guide for further details about Sales Order Types.
   • Customer: Provides a list of existing Customers from your Customers List from which to make your selection. Alternatively, if you need to Add a new Customer to the Sales Order, you can do so by hovering over the Customer line in this section and clicking on the Plus ( + ) icon that appears. This will display the Add Customer popup with fields to select the Customer’s Type and enter their general information to save in your system.
   • Bill To: Displays the Customer Location designated as the Bill To location for the selected Customer. If the Customer does not have a designated Bill To location set, a list of Customer Locations is provided from which to choose.
   • Ship To: Displays the Customer Location designated as the Ship To location for the selected Customer. If the Customer does not have a designated Ship To location set, a list of Customer Locations is provided from which to choose.
   • Contact: Provides a list of Contacts related to the current Customer for selection. This field also includes a hovering Plus ( + ) icon should you need to add a new Contact for the current Customer to your system.
   • Project: Provides a list of Customer-related Projects to relate to the Sales Order.
   • Sales Rep: Displays a list of Sales Reps available for selection. This field also includes a hovering Plus ( + ) icon should you need to add a new Sales Rep.
   • Target Date: Allows for the selection of a date to indicate when the Sales Order is expected to be completed. An exact date can be chosen, or there is an option to set a Duration period instead of a specific date. Setting a Duration for the Target Date allows the date to be calculated based on the Sales Order approval date.
2. Order Information: Displays additional order information, such as the Sales Order Date, Sales Order Number, Sales Order Name, Sales Order Format, as well as the Customer’s Purchase Order Number if they have provided one.
   • The Customer Notes link will allow you to enter a note that can be visible to the Customer in the Customer/Vendor Portal.
   • The Internal Notes link will allow Employees to enter a note that will only be visible to internal Employees signed into Striven.
3. Invoicing: Allows you to select or add Payment Terms, as well as select the printable format for the Invoices related to this Sales Order. (This section may vary depending on the Sales Order Type configuration).
4. Labels: Allows you to select Labels from the list of existing Labels created within your Striven system. Available Labels are configured at the Sales Order Type level.
   • Manage Labels: Opens the Manage Labels popup wherein you can select an existing label or add Private Sales Order Labels. You can choose the Label name and color. Private Labels are not visible or accessible to other system users, but may be used for personal use or reference. Private Labels are indicated by a Lock icon displayed on the Label in the Manage Labels popup.
     • Note: Private Labels can be made Public to allow other system users to view and access them by clicking on the Label kebab menu and selecting Make Public. Keep in mind that once the Label is made Public, it cannot be switched back to Private.
   • For more information on Sales Order Labels, check out the Labels Library section of our Sales Order Settings Guide.
5. Attachments: Enables you to choose a file or drag/drop a file to upload as an attachment to the Sales Order. These files will be available for the Customer to view in the Customer Portal as well. (For files that should only be available internally, the Sales Order’s Hub should be used instead). Hovering over the tooltip icon will display a list of allowed file types.

Once the initial information for your Sales Order has been filled in, it is time to select the Items. Items are goods or services that you wish to sell to your Customer. After selecting the Item(s), information such as the Quantity, Unit Price, and Shipping & Handling can be entered to calculate the overall Total for the Sales Order.

1. Items Section: Allows you to choose existing Items within your Striven system to be sold to your Customer. Use the Item Quick Add [ + ] option to create an Item directly from the Add Sales Order page. Additionally, use the Items Search button for a more advanced search option.
2. Totals Section: Displays the Subtotal, Shipping & Handling, Tax Rate, and an overall Total of the Sales Order. The tax line can be edited for a different tax code as needed. To learn more about configuring and setting up Tax Agencies in Striven, please review our Accounting Setup Guide.
   • Note: When an Invoice is created from a Sales Order, the most up-to-date Tax Rate in the Tax Agencies List will be used, rather than the Tax Rate that was originally selected on the related Sales Order.

When selecting Items to add to your Sales Order, you can use the Search & Add Items option as an alternative to selecting the Items from the drop-down list. This feature is available on the Item section header on a Sales Order by clicking on the magnifying glass icon to open the Search and Add Items popup.

This popup will allow you to search for Items by Name, Number, Description, Manufacturer Part #, Manufacturer, Category, or Type.

If your search returns more than ten (10) Items after you select your criteria and click Search, a Load More button will appear at the bottom of the results, allowing you to view additional options.

To add Items to the Sales Order, check the box next to the desired Items. After making your selections, you have two options:

1. Click the Add button to add the selected Items and close the selection window.
2. Click the Add & Select More button to add the Items while keeping the search results visible, allowing you to continue selecting and adding additional Items.

If you have Line Item Grouping enabled in your Striven system, you will also have an option to add selected Items to an existing Item Group, or create a new one.

Once the Line Item Grouping feature is enabled, you will find the Item Grouping settings under the Options menu on the Sales Order. These options include Copy from Another Group, Group by Item Type, Group by Item Category, or create a Custom Group.

Copy From Another Group

With the Copy from another Group option, you have the ability to select an Item Grouping that exists on a different Sales Order to copy to the current order.

Selecting this option opens the Copy Group From window. In this window, you must first choose a Customer from your system, and then select one of their Sales Orders.

• Note: Only Sales Orders which utilize Line Item Grouping will be available for selection.

After you have selected the Customer and Sales Order to choose your grouping from, you will be presented with the ability to Select groups to be copied. Using the checkboxes, you can select one or more of the present Groups to copy to your Sales Order. If you would like to copy all Groups, choose the Select all groups option. You can rename the Group from this window, or keep the original Group name. Once the Save & Close button is clicked, the selected Group details will be copied to the Sales Order.

Group by Item Type

When grouping by Item Type, you’ll be able to organize your Line Items under an Item Type header. Item Types include Inventory, Non-Inventory, Service, Item Group, Discount, Fixed Asset, and Manufactured. This will gather all Line Items of the same Type into one grouping on your Sales Order and provide a subtotal of those Items.

Group by Item Category

Grouping by Item Category will arrange your Line Items into groupings by their assigned Item Categories and provide a subtotal as well.

• Note: For more information about configuring and utilizing Item Categories, please refer to the Item Categories section of our Category Management Guide.

Custom Groupings

The Custom Group option offers the ability to enter a Group Name, and then select the individual Line Items you wish to add to this grouping. There’s also the option to add all ungrouped Items at once to your Custom Group.

Other Options

The Options menu also houses the Manage Groups and Remove All Groups settings.

The Manage Groups option allows you to sort the groupings on the page by clicking and dragging the drag/drop icon to the desired position. There are also options to create a new group, edit a group name, delete a group, or enable the option to show subtotals for each group in the subtotal section below all Items.

Should you wish to remove all Line Item Groupings from the Sales Order, but keep the Line Items, you can select Remove All Groups from the Options menu and the Line Items will just be listed in the original order in which they were added to the list.

On the far-right side of each Grouping Header you’ll see the kebab menu with options to Edit the Grouping Name or Remove the grouping.

While nested in groupings, the Line Items will have a kebab menu on the right side of the page with options there to View the Item Info page, Move the Item to a different grouping or list it as an individual/ungrouped Item on the Sales Order, or Remove the Item from the current grouping which will automatically list it as an individual Line Item with no grouping. Other menu options may include the Item Quick Report and, depending on the Item Type, a link to the Item on the Inventory Stock Status Report.

Adding new Line Items after grouping your existing Line Items will not automatically list the new Items in the corresponding group. Newly added Items will be listed at the bottom of the groupings as ungrouped Items. Re-grouping is recommended to ensure that the newly added Items are listed in the corresponding groupings. This can be easily accomplished by removing all groupings, and then selecting your preferred grouping option again.

While Sales Orders provide the ability to drag/drop Line Items into a specified order, this can only be done within the Item’s existing grouping as the drag/drop feature will not allow movement from one grouping to another.

One last thing to note about this feature is that when the Line Item Grouping is turned on and transactions are created, turning the Line Item Grouping feature off will cause those transactions to still display the Line Items in the configured groupings, but none of the grouping related options would be available. The Line Item Grouping feature would need to be re-enabled to make any changes to the grouping on those transactions.