Creating Sales Orders and Sales Order Items

Roles

Customer Admin and Customer Sales Rep

• Create/edit sales orders
• View sales orders
• Import sales orders (API/CSV)
• Search/filter sales orders

Scale Clerk Supervisor and Scale Clerk

• View sales orders
• Search/filter sales orders

Overview

The SALES ORDERS screen is from where you will create and manage sales orders (sometimes referred to as “jobs”) for all of your customers. The Trux system uses existing customer, product, origin, and pricing tables to streamline the tracking, pricing, and management of sales orders for aggregate materials.

Users with the Customer Admin or Customer Sales Rep role can create sales orders in one of two ways: 1) manually and one at a time from a form or 2) via a validated CSV/flat file using a predefined template.

Create a Sales Order Manually

Follow the steps below to create a new Sales Order via a form.

1. Click + CREATE on the SALES ORDERS screen to create a sales order for a customer.
   
   
    
2. Depending on your account setup, you’ll either enter a Label (for ERP-integrated accounts or those where Trux generates Sales Order Numbers) or a Sales Order # (for accounts where sales orders are managed manually).
3. Check Tax Exempt If the customer is located in a tax-exempt state and sales tax should not be calculated on the order.
4. Enter the start and end dates and times for the order and additional information or notes regarding the sales order in the Description field. The Description will appear when viewing Sales orders on the SALES ORDERS screen.
5. Select an existing customer from the Customer dropdown list, or click Create a new customer if the customer for which you are creating the order is not listed. If you are creating a new Sales Order, the Status will be Active. Other possible values (if you are editing an existing Sales Order) are Complete and On Hold.
6. Select whether the order is internal or external.
7. Enter the address for where the product should be delivered. If this address is filled out, it will auto-populate on the Ticketing screen. If not filled out, then it will be required on the Ticketing screen.
8. Under Pricing Mode, the default will be based on the selected Customer's profile.  However, you can change it.  Your options are:
   1. Lock at Order Creation: This means the Sales Order will maintain the price at which it was created, regardless of product pricing changes.  Those prices will continue to be charged until the Sales Order expires. 
   2. Service Date: This means that tier pricing will automatically update upon the new effective by pricing date.
   3. Note: Once you ticket out on this Sales Order, you will not be able to change the pricing mode.
9. Click CREATE SALES ORDER to finish creating the new sales order for the selected customer.
   
   
10. Once the sales order has been created, the next step is to create a Sales Order Item (e.g., the product to be delivered from the order). Click ADD SALES ORDER ITEM.
    
    
     
11. Select the Pickup Location (e.g. the plant location) from the drop-down list.
12. Add any Freight Rate associated with the Sales Order
13. Select a product or multiple products from the Product drop-down. Only products available at that location will be shown. Once you select a product, the pricing Tier, Price and Freight Rate will auto-populate. This information is based on the customer and product that you have selected.
    
    
14. Enter a different price in the Override field if you want to change the price (increase or decrease) for this Sales Order Item.
15. Enter a different Freight Rate if you want to change the price (increase or decrease) for this Sales Order Item.
16. Click CREATE ITEM to finish creating the Sales Order Item for this customer and delivery location.

Import Sales Orders

Follow the steps below to create new sales orders by importing them from a CSV file.

1. Click IMPORT on the SALES ORDERS screen.
   
   
    
2. Click DOWNLOAD EXAMPLE FILE to download a template that you can use to add your sales order and ensure that your file is formatted correctly for a successful import. The following fields appear on the file:
   • Action (required)
   • Sales Order External Id (optional, this is the Sales Order #)
   • Sales Order External Label (optional)
   • Customer External ID (required)
   • Tax Exempt (optional)
   • Phone Number (optional)
   • Start DateTime (optional)
   • End DateTime (optional)
   • Description (optional)
   • Status Code (optional)
   • Order Type (optional)
   • Ship To (optional)
   • City (optional)
   • State (optional)
   • Zip (optional)
3. Once you’ve added the sales orders you wish to import to the spreadsheet, save it as a CSV file, click UPLOAD, browse to and select the CSV file, and click OPEN.