Create Sales Orders

Q1. What are Sales Orders?

• Sales Orders are internal documents confirming a customer’s order for products/services.

• They include details of the customer’s commitment before invoicing them.

• Note: Sales Quotes are created prior to invoicing and do not affect ledgers.

Q2. How does Sales Orders work in Juan?

• Sales Orders sit between Sales Quotes and Invoices in the flow: Sales Quote → Sales Order → Invoice

• A Sales Order can be created from a Sales Quote or as a standalone order. It can also be converted directly into an Invoice.

• Sales Orders in Juan goes through three stages: Pending → Invoice Due → Active

  • Pending: The order has been created from a quote or directly

    • Note: Can be converted directly to an Invoice

  • Invoice Due: The order is ready to be invoiced or fulfilled

  • Active: Shows all currently active orders.

Q3. What do the different Sales Orders status mean?

• Each order stage includes specific statuses that reflect progress:

  • Pending

    • Created: order has been created from a quote or directly.

  • Invoice Due

    • Confirmed: order is confirmed and can be converted to an invoice.

    • Partial: a part of the order amount has been invoiced.

  • Active

    • Includes all Invoice Due statuses

    • Full: the order amount has been fully invoiced.

Q4. How do I create an order?

• An order can be created in two ways:

  • Direct: Go to Sales → Orders → Sales Orders → + New Order

  • Convert from Sales Quote: Choose a Sales Quote → Convert to Order

    • Note: This associates Sales Orders to a quote.
      

      

• Fill in the required details and Save.

  • Sales Order Reference

  • Order From

  • Order To

  • Order Date

  • Items

Q5. Can I bulk import sales orders?

• Yes. Go to Sales Orders → + New Order dropdown → Import Orders.

• Download the Excel template, fill in the details, and upload the completed file.

• Each row imports based on the sales order reference. Rows sharing the same reference are grouped into a single sales order.

• Review all instructions in the Excel workbook before importing.

• After uploading:

  • Juan displays a review screen before finalizing the import.

  • Rows with errors are flagged and excluded. Only valid rows will be imported.

  • Confirm the import to post the eligible entries.

Q6. Who can create sales orders?

• You can assign Orders permissions in Access Management.

Q7. Are there limits to orders?

• Yes, trial includes 50 orders, quotes, and requests on the Essentials Plan, with the option to purchase an add-on to remove any limits.