Turn a quote into an order and delivery

Sales orders and delivery notes carry a sale from the customer's yes to the invoice. Each document knows what it came from and what was made from it, so nothing is delivered or invoiced twice.

Before you start

• You need the Books right Manage sales documents and payments.
• To deliver stock items, switch on Inventory and keep stock for the items.

Steps

1. Open the accepted quote (Books → Quote), or an issued order (Books → Sales order).
2. Under Convert selected quantities, choose the document to make in Type: from a quote, Sales order or Invoice; from an order, Delivery note or Invoice; from a delivery note, Invoice.
3. Check the quantity on each line. It starts at the Remaining quantity; lower it to convert only part.
4. Select Convert selected quantities. Books opens a new draft linked to the source.
5. Check the draft and select Save · Draft, then Post entry to issue it.
6. For a delivery note, issuing it takes the stock out.
7. Repeat for the rest of the quantities until the order shows Delivered and Invoiced.
8. To stop an order that will not be completed, select Close order.

Good to know

• Quotes and orders do not change the customer's balance. Delivery notes move stock; invoices record the amount owed.
• A source follows one path. A quote becomes either orders or invoices; an order becomes either delivery notes or a service invoice; a delivery note becomes an invoice.
• Quantities and prices on a linked draft come from the source. To change them, select Cancel draft and release quantities and convert again.
• Copy as a new draft makes an independent copy with no link.
• The order status moves through Partly delivered, Delivered, Partly invoiced and Invoiced as linked documents are issued.
• Delivery posts the cost of goods sold at the item's current cost when it is delivered, not the cost of a particular lot.
• Items made from a recipe cannot be delivered from Books. If there is not enough stock, Books refuses the delivery.
• Deposits or retainers on an order are not available.
• The invoice made from a delivery note adds the amount owed and VAT without moving stock again.
• More on invoices: Create and issue an invoice.