Creating Sales Orders & Deliveries

How to Create and Edit Sales Orders & Deliveries

Prerequisites

A user account with Access Sales Orders, Create Sales Orders, Approve Sales Orders, Cancel Sales Orders and Complete Sales Orders permissions.

Getting There

Transactions → Sales Orders

Creating a New Sales Order

Click on the Wholesale Pricing or Retail Pricing button at the top of the list of sales orders to create a new sales order with the corresponding pricing model. Note that the pricing model cannot be changed for existing sales orders.
Fill out the Details section of the sales order.
- Document Date: This is essentially your invoice date. This can be dated as needed for reporting purposes.
- Warehouse: This is the warehouse that you are selling inventory out of. By default, your user-assigned warehouse will be selected here, but you can change this as needed.
- Customer: The person or business you are selling to.
- Customer Purchase Order Code: Here you can input an optional purchase order number from your customer to display on the final invoice.
- Planned Delivery Date: This is the date that you intend to complete delivery of the order. This date will be used in some delivery reports.
Optionally review previous sales to this customer. These are available in the Previous Sales section for quick reference.
Add items to your sales order in the Items section using the Add button.
- This will open a side panel where you can select the items you are selling, and their quantities. You can also adjust price points here or apply discounts if needed.
- Click Add and Continue to add additional items to the order.
- Once all items have been added, click Add and Close to close the panel.
Review your inventory.
- Once items have been added to your order you will be able to view the quantity on the order, as well as the quantity on hand, and the quantity on all outstanding orders.
- For items that are not tracked in inventory like Combo, Poured or Service product types, quantity on all outstanding orders, and quantity on hand will not be displayed.
Optionally apply Keg Deposit Refunds.
- This section displays a list of kegs that have been returned from this customer, but have not yet been refunded. This section does not control keg returns. You can return empty kegs via your Delivery Slip, or Transactions: Rentals/Deposits page.
- You can find specific kegs by searching for serial numbers, or origin sales orders. You can also filter the list by kegs that were delivered/returned within a specific date range.
- You can also enter the number of kegs you would like to refund deposits for in the Select Number of Items box, and then use the Select All checkbox to quickly issue several refunds at once.
Optionally view, edit or add notes/tasks to your sales order or customer record.
- The Notes box at the bottom of the page can be used to record any notes that you would like to display on the final invoice.
- You can view, edit and add Notes or Tasks to your customer record using the Notes and Tasks buttons on the side panel.
Click Save along the side panel to save a draft of your sales order, or Cancel to cancel the order. If the order is cancelled, no further action is required. Read on for details on processing a saved order.

Delivering a Sale

After creating a sales order, you can either Quick Deliver the order, or go through a detailed Delivery process. Typically the Quick Deliver option works well if:

You are selling to a third party distributor
You are selling to your own taproom
You are selling to a customer who is picking up the order

While the detailed Delivery process works well if you are self distributing and delivering the product.

Quick Delivery

To Quick Deliver an order, simply click Quick Deliver.
- If you are selling kegs and you track serial numbers, you will be prompted to select a serial number for each keg you have sold.
The order will then be marked Delivered.
The final step is to Complete the order. This is important as only completed orders will be included in most reports in Brew Ninja. If you would like orders to automatically be completed once they are delivered, reach out to our support team - we can enable an account setting to automate this.

Detailed Delivery Process

To begin the detailed Delivery process, you first need to Submit your order. This essentially submits the order for approval.
If you have access to approve your own orders, you can then Approve the order. If you do not have access to approve orders, another member of your team will need to approve the order for you.
Once the order has been approved, a delivery slip will be created automatically. There are a few ways to view the delivery slip:
- From within the sales order, you can scroll to the Deliveries section, expand the section, and click on the delivery slip document number.
- You can also view and filter all delivery slips through Transactions: Deliveries.
- On the mobile version of Brew Ninja, you can view and edit delivery slips through the Deliveries section.
Once you have opened up your delivery slip you can choose to Pick or Deliver your order.
- The picking step is an optional way to record that products have been loaded into your truck for delivery. If you skip the picking step, Brew Ninja will assume that everything delivered was also picked.
To record delivery, select Deliver at the top of the delivery slip (this step is not necessary on mobile).
You can then edit and review details like who delivered the order, and who signed for the order.
Next, you will need to confirm the quantities of each product delivered. This works slightly differently on mobile vs desktop.
- On desktop, you will see the quantity of each item listed on your sales order. You will need to confirm quantities delivered by entering numbers in the Delivered column.
- On mobile, Brew Ninja assumes that the delivered quantity matches the quantity on the sales order. If this is untrue you can select Edit and adjust the quantities as needed.
You can then collect a signature from your customer and save the delivery.
If all items on the sales order were delivered, the delivery status will be set to Delivered. If the order was only partially delivered, the status will be set to Incomplete.
The final step is to Complete the order. This is important as only completed orders will be included in most reports in Brew Ninja. If you would like orders to automatically be completed once they are delivered, reach out to our support team - we can enable an account setting to automate this.