To create a sales order or purchase order in Holded, follow these steps:
Go to Inventory > Orders in the navigation bar.
Select the Sales Orders or Purchase Orders tab.
Click the New Order button in the upper right corner.
Enter basic order information, including contact, document number, date and expiration.
Complete the fields of the order lines (concept, description, quantity, price, taxes and total).
☝🏼 You can group concepts that encompass several lines in the "Concept" field.
Finally, fill in the additional fields and, if you wish, configure the advanced options.
At the top right, click the Preview button to view the PDF of the order; Save as draft, to continue editing it at another time; and Save, to register the order in your order list.
💎 Remember that you can only use orders and delivery notes by activating the Inventory payment gem in the Holded Store.
You can also create an order using the "+" button in the navigation bar. You just need to activate the "purchase order" or "sales order" option in the Customize section.
Fields to fill in the order
Basic information
Contact: select the customer or supplier who will send or receive your order.
☝🏼 If the product added to a purchase order has more than one purchase price on its product sheet, fill out the "Contact" field if you want the order to reflect the specific purchase price for that specific supplier. Or leave the "Contact" field blank if you prefer the generic price of the product to appear in the order.
Add new contacts by typing their names and clicking "Add."Document Number: A document number will be assigned automatically based on the numbering lines you created in Billing Preferences.
Date: it will be filled by default with the date of the day (since it is when the order is created) although you can always edit it.
Expiration: You can select an expiration day from the calendar or check the option of 7, 14, 30, a certain number of days.
Order line fields
Concept: includes items that you have previously entered in Holded, by typing their name or searching for them using the @ symbol. Click on the magnifying glass for a detailed search, with filters by type of product or service. You can also create new articles by typing their name and clicking the "+" symbol.
Additionally, you can group articles to encompass several lines under the same concept or "Title".
Description: Add a brief explanation to specify the details of the product or service. If you have selected an already registered product or service, it will be filled in automatically.
Quantity: the number of units of the product or service. It will be used to calculate the total, that is, units x price + taxes.
Price: the amount without taxes of the product or service. It will be filled in automatically when you select an already registered product with the magnifying glass.
Taxes: Select a tax from the database. For example, VAT 21%, Withholding 19%, or Equivalence surcharge 1.4%.
Total: will be calculated automatically when adding the price and units. If you modify it, the value in the Price column will automatically change.
Line item fields will be automatically populated in the following order of priority: contact preferences, product preferences, and company preferences.
Additional fields
Add Line: Click "Add Line" to include additional concept lines to your order; or press the drop-down arrow next to Add line, to Add Title (group concepts) or Scan products (learn how to do it here).
+ Add Discount: Click here if you would like to add a discount to your order. You can add unit discounts to each of the products by checking the "Discount per product" box; or, apply a global discount to the entire order by checking the "Global discount" box.
Custom Fields: Check this box to add additional information using a table; for example, an order number. From templates, you can configure these fields to appear by default.
Add text to document: Check this box to add a specific message for this order. It will appear in the order PDF, after the basic information and before the order line fields. You can use dynamic words, more details here.
Add message at the end: Check this box if you want to add a specific message at the end of the order. It will appear at the end of the PDF, after the order line fields.
Payment method: select the payment method you have created to appear in the order PDF. This field is purely informative and has no effect on accounting.
Categorization:
Ledger account: Assign your order to a sales account or an expense account to segment your sales by channels. They must always be purchasing or expense group accounts (60, 65, 66 or 67), in the case of purchase orders; and sales or revenue group accounts (70, 75, 76 or 77), in the case of sales orders.
Tags: create or search for a tag to classify your order.
Internal note: add an internal description.
Once you have created and assigned sales channels and tags to the order, you can use them to analyze your data in Analytics > Reports.
+Assign to project: assign a project to your order or a project for each item within the order by clicking this dropdown.
Options
Once your order is set up, you can customize it to your needs. Choose your preferences and check the desired boxes from the Options button, top right:
Origin (Warehouse, in purchase orders): warehouse of origin of the order.
Numbering: the numbering line assigned to the contact or by default.
Language: Choose the language in which you want the order fields to appear in PDF format (by default, the language of the company account).
Currency: Select the currency in which the order amount will appear (by default, the company account currency.
Rate: select a rate or leave the main price assigned.
E-invoice fields: click to fill in the fields of the electronic invoice that you can download in XML format to upload to the website of the relevant organization.
Order Completed: You can check this box to indicate that this order is now completed.
Select lot/SN:
checked box: you will be able to include specific lot or serial numbers when creating the order (you will not be able to specify them when "Ship units" or "Receive units").
unchecked box: you will not be able to specify the serial or lot number when creating the order (you can do so when "Receive units" or "Send units").
Design template: Select one of the PDF template templates you created.
Once all the fields are filled out, you can choose between "Preview", "Save as draft", or simply "Save".
Group concepts in an order ("Title")
This functionality allows you to encompass several order lines under the same Title or description.
Create a new order or delivery note, and enter the basic information.
Go to the dropdown, next to the "Add Line" button, and click on "Add Title" (or you can also type *t* directly in the 'Concept' field):
Enter a name or description for your group.
Add new products using the "Add line" or "Scan products" button in the drop-down menu (You can delete concepts or products by clicking the trash can icon at the far right of each line).
Complete the rest of the fields and click "Save" to register the order.
You can also group concepts when modifying an order or delivery note from the list, by clicking on the three-dot button ( ⋮ ) > Edit.