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Create Sales Orders in QuickBooks

Create Sales Orders in QuickBooks

A sales order is just a form that companies use to track transactions with clients. It includes details on the sold goods, the prices demanded, the available payment plans, and the shipping costs. A sales order contains all the information required for a sale transaction to be completed between the buyer and seller. As an illustration, if you sell widgets online, you will need to create a sales order so that customers could place their orders. As soon as they do, you issue invoices based on the price per widget. Other types of paperwork, such as vendor bills of lading, delivery tickets, packing slips, and others, may be used if you are selling items other than widgets.

Linking your Sales Order with your E-commerce channel

You can integrate your e-Commerce with QuickBooks using QuickBooks Commerce, giving you a central location to manage your orders. Depending on your e-Commerce channel, there will be a difference in how this is managed. Whether you sell your goods through a point-of-sale system, an online marketplace, a consignment shop, or a business-to-business e-commerce channel, QuickBooks can integrate with those platforms to keep your records up to date and your inventory tracking techniques accurate.

How to use the Sales Order Option? 

It’s crucial to be aware that Sales Orders are only accessible through QuickBooks Desktop Premier and QuickBooks Enterprise. The sales order tool, however, can help you manage your inventory more effectively and save time if you have one of those versions.

Once in QuickBooks, select Edit from the menu and then click Preferences to enable the Sales Order feature. The Company Preferences tab can be accessed after choosing Sales & Customers. The Enable Sales Order checkbox can then be selected, followed by an OK button.

Click Sales Orders/Create Sales Orders on the QuickBooks Home screen or the Customers menu to return there. In the Customer: Job drop-down menu, you can choose a customer or customer job; if your customer isn’t there, you can add a new one instead. Information about customers and sales should be entered into the form. When you choose or add an item that already exists in QuickBooks, you can set the description and price to populate automatically. You will need to take the time to manually fill in that information if not.

You can create discounted items as well, and when you choose them, the sales order will automatically reflect the discount. To do this, choose Item List from the QuickBooks Lists menu. To access an option box, simply right-click, then select “New.” Select Discount from the Type drop-down menu in the New Item window. The item name or number, a description, sales tax, and other details for the customer can then be entered. The discount amount or the percentage of cost savings can then be entered in the Amount or $ area. When finished, click Save and Close.

You can also generate sales orders from estimates that you give to your clients. Simply select the appropriate estimate, then click Create Sales Order at the form’s top. After that, you can make any necessary changes to the data before clicking Save & Close.

How to access Sales Order Module in QuickBooks

A sales order is used to document a sale that you will eventually complete. It assists you in remembering the things you promised your customers.

The typical A/R workflow in QuickBooks Desktop includes creating sales orders. Visit Accounts Receivable workflows to view a comprehensive list of workflows and other customer-related transactions.

Important: QuickBooks Desktop Premier and Enterprise are the only versions that support sales orders.

To activate Sales Order, follow these steps:

  • Log in as Admin to the company file for QuickBooks.
  • Select Preferences from the Edit menu in QuickBooks.
  • Go to the Company Preferences tab by selecting Sales & Customers from the left pane.
  • Select OK after checking the Enable Sales Order box.

Create a sales order from scratch 

If your company does not require sending estimates before creating sales orders, then follow these steps.

  • Go to Sales Orders/Create Sales Orders from the Customers menu or the QuickBooks Home screen.
  • Choose a customer or customer job from the Customer: Job drop-down menu. You can click Add New to add a new customer or job if they are not yet on the list.
  • Fill out the pertinent details at the top of the form, such as the date and S.O. number.
  • Select item in the detail section.

Note: Based on the description and unit cost entered when the item was set up, the description and amount are automatically filled in when you select or add an item. When making sales orders, you have the option to delete or alter this.

  • (Optional) Create a discount item if you want to apply for a discount.
    • Select Item List under QuickBooks Lists.
    • Make a right-click anywhere, then select New.
    • Use the Type drop-down to select Discount in the New Item window.
    • Type the item’s name or number and a succinct description.
    • The discount amount or percentage should be entered in the Amount or% field. You might want to omit the Amount or% field and enter the discount amount directly on your sales forms if your discounts vary in amount.
    • To keep track of the discounts you give to customers, select the appropriate income account from the Account drop-down menu.
    • Then click OK after choosing the correct Tax Code for the item.
  • Choose Save & Close.

From an estimate, create a sales order:

If your customers have already received an estimate from you and you need to create a sales order for it, follow these steps.

  • Locate and open the accurate estimate.
  • At the top of the estimate form, click Create Sales Order.
  • Edit the data as necessary when the sales order appears.
  • Choose Save & Close.

How to Copy Data from Estimates to Sales Orders in QuickBooks

QuickBooks does not currently offer the choice to copy estimates to sales orders with the estimate’s number included.

Although you can add its number in the sales orders window by creating a custom field. This is how:

  • Select Customer Centre from the Customers menu.
  • Any customer’s name can be double-clicked, and then Additional Info can be chosen.
  • Create a new label, such as “estimate number,” by selecting Define Fields.
  • Click OK after verifying the Cust column.
  • To close the Customer window, select OK once more.

Open any sales order you just completed and go to the Formatting section. Select Header after clicking Customize Data Layout. Check the Screen and Print boxes next to the estimate number you created.

  • To save the template, click OK.

Your sales order should now include a field for the estimated number.

You can also provide our developers with feedback. So that they can consider your suggestions and give you a better QuickBooks experience, they can help us improve our product. This is how:

  • Send Feedback Online can be found by selecting the Help menu.
  • Select Product Suggestion, then describe your issue in detail.
  • After selecting Send Feedback, click Window Closing.

Additionally, after using an estimate, you can designate it as inactive. Simply open the transaction and select the Mark as Inactive checkbox. To save the changes, choose Save and Close. If a prompt appears, just click Yes to confirm.

How to create a Sales Order without an Estimate in QuickBooks

Steps to create Sales Order without Estimate in QuickBooks:

  • Select Orders from the Sales Orders menu.
  • Choose ‘New Sales Order’.
  • From the drop-down menu labelled “Select customer,” choose a customer.
  • There are pre-filled fields based on the settings for the customer, but you can change them as necessary. If they aren’t on the list, you can add a new customer.
  • In the customer section, complete the necessary fields.
  • Enter the item’s name in the ITEM NAME field along with any additional information needed.
  • (Optional) Select + Add another item to add more items if necessary.
  • Select + Add a custom line item to add custom charges if necessary.
  • The number of custom line items you enter in your sales order or orders won’t appear in the reporting breakdown, please note.

How to access Sales Order Template layout designer in QuickBooks

In QuickBooks Desktop, different sales order templates are available. Either import the template or use the Lists menu to create a new one. I’m here to assist you throughout the procedure.

  • Select Templates from the Lists menu.
  • Click New after clicking the drop-down arrow next to Templates.
  • Select the Sales Order template type, then click OK.
  • Select OK after making the necessary customizations.

QuickBooks does not yet offer the option to set a default template for a particular customer’s sales data. In the Template section, you can select a template to use when entering a sales order.

How to create Open Sales Orders by Customer Report in QuickBooks

Steps to create the Open Sales Order by Customer report, which displays the Sales Order’s line items:

To obtain this data, you must modify the current Open Purchase Orders by Job report. This is how:

  • Select Purchases from the Reports menu.
  • By Job, select Open Purchase Order.
  • Select “Customize Report” in the top left corner.
  • Choose the Type, Date, Number, Source Name, Item, Item Description, Qty, Open Balance, and Amount columns under the Display tab.
  • Click the Filters tab, then choose the following filters: Transaction Type = Sales Order, Paid Status = Open and Received = Either.
  • Change the Report Title to Open Sales Order Detail by Customer by selecting the Header/Footer tab.
  • Choose OK.

Steps to make a bill that is connected to the PO:

Since the PO is still open, the Qty column of the Open Purchase Order by Job report typically displays as negative. The negative numbers represent the amount of items that have been subtracted from their original quantity.

You must apply the numbers to the bills, expenses, and checks in order to make them positive.

Here’s how to make a bill that is connected to the PO:

  • On the Vendors menu, click.
  • Choose Enter Bills.
  • Pick a vendor name.
  • At the top of the transaction, click the Select PO icon.
  • Select the vendor name in the Open Purchase Orders window.
  • Mark the PO that was made for that supplier.
  • Select OK. All of the items from the PO will be added.
  • Press “Save & Close.”

How to create Open Sales Order Report by Item Report in QuickBooks

Steps to create Open Sales Order Report by Item Report in QuickBooks:

  • Navigate to Sales in the Reports menu.
  • Decide on Open Sales Orders by Items.
  • When the report has been opened, click the Customize Report button to change it according to the information you require.
  • Search for Item in the Display column to have the report display the item listed on the Sales Orders. You can also add additional columns as needed or remove unnecessary ones.
  • When done, click OK.
  • When finished, select Refresh to view the modifications.


  1. How do I view the sale order for my customer?

    Opening the report to view your customer’s Sale Order is simple. Navigate to Sales in the Reports menu. Decide on Open Sales Orders by Items. When the report has been opened, click the Customize Report button to change it according to the information you require.

  2. How can open sales orders by item be exported to Excel?

    You can access the other report (either Item Listing or Inventory Stock Status by Item) and export it to Excel if you wanted to combine the reports and include the quantity on hand column on Open Sales Orders by Item. Select Sales from the Reports menu, then click Open Sales Orders by Item.

  3. How can I edit the column for active sales orders?

    Unevenly to the right of the transactions tab is a drop-down menu. Choosing “Open Sales Orders” from the drop-down menu. Click the grid with the right mouse button (table of data). Decide on “Customize Columns.”

  4. How can I create an estimated transaction?

    The Plus (+) icon, however, allows you to create an estimate by selecting it. It is possible to convert this non-posting transaction into an invoice later. It is possible for the invoice the customer receives to serve as the sales order.

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