How to Create a Sales Order and Turn It Into an Invoice in Intuit Enterprise Suite

Before you start

• Intuit Enterprise Suite includes sales orders. Intuit's article says you can create them manually in QuickBooks Online Plus, QuickBooks Online Advanced and Intuit Enterprise Suite.
• Your inventory items are set up.
• Discount and shipping are turned on in your Sales settings. Intuit lists this under what you'll need.
• Intuit's article doesn't say which user role or permission is needed to create sales orders.
• If you'll sell in other currencies: once you turn on multi-currency, you can't turn it off or change your home currency.

Step 1: Create the sales order

1. 1Select + Create. Intuit's steps stop at + Create and don't name the menu item to pick next.
2. 2Select the customer for the sales order. Review the shipping address and update it if needed.
3. 3Add the products and their quantities. Select Tax if tax applies.
4. 4(Optional) To apply discounts or fees, select Settings ⚙, then the Discounts and fees dropdown. Turn on Sales order total, Discount or Shipping fee.
5. 5Fill in any taxes, discounts or other fees.
6. 6(Optional) Add a note for the customer or an internal memo.
7. 7Select Save. To print the order, select Print.

When you save a sales order, the committed quantity for those products updates. A sales order is a non-posting transaction, so it reserves items from inventory without affecting your books. Intuit says the committed quantity helps you see when it's time to restock.

• If the customer uses a different currency, you can update the exchange rate on the order.
• If an item is set up for revenue recognition, you can set up the revenue recognition schedule on the invoice you create from the sales order.

Step 2: Or start from an estimate

1. 1Go to All apps > Customer Hub > Estimates.
2. 2Find the estimate in your transaction list.
3. 3Select the Action dropdown, then select Convert to sales order.
4. 4Review the new sales order and update details if needed.
5. 5Select Save.

To see the linked estimate, open the sales order and check the Linked transactions section, or select the link icon on a line item.

Step 3: Convert the sales order to an invoice or a purchase order

1. 1Go to All apps > Sales & Get Paid > Sales orders.
2. 2Find the sales order in your list. Select Filter to find a specific order or group of orders.
3. 3In the Action column, select the dropdown. Select Convert to invoice to bill the customer, or Convert to purchase order to order stock from a vendor.
4. 4Review the invoice or purchase order.
5. 5Select Save.

A single sales order can be linked to more than one invoice. Intuit's article doesn't explain how to choose the lines or quantities that go on each one. For orders you can only part-ship, see partial shipments, short picks and backorders.

Step 4: Ship, close, edit or delete the order

1. 1Go to All apps > Sales & Get Paid > Sales orders.
2. 2In the Action column, select the dropdown. Besides the two conversions, it lists Cancel order, Mark as shipped, Close order, Email, Print and Delete.
3. 3To edit an order, select it, select Edit, make your changes, then select Save and close.
4. 4To review prior changes, select More actions, then Audit history.
5. 5To delete an order, select More actions, then Delete. Select Delete again to confirm.

• You can edit a sales order while it's open and not fulfilled. That includes orders that haven't been invoiced, orders that were invoiced but not paid, and orders whose linked invoice was voided or deleted.
• If the accounting period is closed and there's no invoice, you can still make changes.

Intuit's article lists Mark as shipped and Close order as actions but doesn't explain what either one changes, for example on the committed quantity. If you fulfill orders from the warehouse floor, Intuit Enterprise Suite's fulfillment workflow has its own shipped statuses. See how to pick, pack and ship orders.

If something doesn't look right

• You can't edit a sales order: it may be fulfilled or no longer open. Orders that were invoiced but not paid, or whose invoice was voided or deleted, can still be edited.
• The discount or shipping fields are missing: while creating the sales order, select Settings ⚙, then the Discounts and fees dropdown, and turn on Discount or Shipping fee.
• You can't see which estimate an order came from: open the sales order and check Linked transactions, or select the link icon on a line item.
• You need to know who changed an order: open it and select More actions, then Audit history.
• Quantity on hand didn't drop when the order shipped: with Pick, Pack and Ship, quantity on hand decreases when you create the invoice, not at shipment.

Where Intuit Enterprise Suite leaves the work to you

• Entering every order. Intuit's article covers creating sales orders manually, from + Create or from an estimate. It doesn't describe bringing in orders that arrive as emails, PDFs or spreadsheets.
• Converting each order to an invoice. Pick, Pack and Ship doesn't invoice for you either.
• Acting on the committed quantity. It shows what's reserved, but someone has to decide when to restock and convert an order to a purchase order.
• Splitting an order across invoices. One sales order can feed several invoices, but Intuit doesn't explain how to choose what goes on each.

How Logistify helps

Logistify's Sales Order Service enters customer orders into Intuit Enterprise Suite as sales orders. Orders can arrive by email, PDF, Excel (including .xls), EDI, WhatsApp, SMS, voicemail or paper. A person reviews exceptions. Because they arrive as sales orders, not invoices, nothing posts to your books until your team converts them. Your team still decides when to invoice and when to buy stock. When the customer pays, the Accounts Receivable Service matches payments from your bank file to open IES invoices. Both are managed services, not connectors or apps.