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Use the Sales Order Fulfillment Worksheet

Fulfilling sales orders can be an involved process and the Sales Order Fulfillment Worksheet gives you a single place to gain insight and access to all aspects of the process.

In QuickBooks Desktop Enterprise Solutions 18.0 and 19.0, we introduced the enhanced Sales Order Fulfillment worksheet that provides better and easier workflow and the option to add a mobile scanner. To use this worksheet, ensure you have the appropriate Advanced Inventory preference enabled:

  1. From the QuickBooks Edit menu, select Preferences.
  2. On the left pane, select Items & Inventory then Company Preferences tab.
  3. Select the Advanced Inventory Settings button.
  4. Go to the Site Operations tab and check the Sales Order Fulfillment Worksheet box.

After setting your preferences, you can start managing and fulfilling your sales order by selecting the Customers menu then Sales Order Fulfillment Worksheet.

The Sales Order Fulfillment worksheet in QuickBooks Enterprise Solutions 19.0 has three tabs: Dashboard, Pick, and Pack.

Dashboard: Your central place for viewing and managing sales orders. It lets you quickly see a snapshot of all your sales orders and their statuses (All, Open, Picked, Packed, and Shipped) and allows you to perform one the following actions.

  • Send for picking
  • Send for packing
  • Print shipping label
  • Mark as shipped

Note: You can sort each column in the Dashboard. Ship Date column is currently available in Enterprise Solutions 18.0 only.

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Pick: This tab lets you manage your picklist. See Pick tab in Sales Order Fulfillment for more information.

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Pack: Go to this tab to see and manage your packing list. Refer to Pack tab in Sales Order Fulfillment for details.

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Fulfilling sales orders

There are three main processes in fulfilling sales orders. Depending on the size of your company, the volume of your sales orders, or your operations, these processes might be distinct and handled in a sequential order where items are picked first, sent for packing, and finally shipped once they are packed. Each business has their own way of doing things and we recognize that. For this reason, the sales order fulfillment process is flexible and can be customized to suit your unique business needs.

To start fulfilling sales orders, identify the orders you need to fill and depending on your business needs, proceed with any of the following workflows:

  • Workflow 1: Pick > Pack > Ship
  • Workflow 2: Pick > Ship
  • Workflow 3: Ship

Pick

  1. From the Dashboard, select the sales order(s) you want to send for picking.
    • One Sales Order: Go to the Action column and select Send for Picking.
    • Multiple Sales Orders: Select the sales orders then from the Batch Actions drop-down, choose Send for picking.
  2. In the Create Picklists window, select the desired line item(s) to be picked. You can also enter To Fulfill Qty and update Site.
  3. Select Next.
  4. Enter an optional Note then add a picker.
  5. Select:
    • Connect to a device if you’re using a mobile scanner
    • Print picklist for manually updating SO status.
  6. You will be redirected to a screen confirming your action.

Status update for picked items

If you are using a mobile scanner: You can track real time status from the warehouse on the Pick tab. As soon as there is an update from the warehouse via the mobile scanner, you will see an orange arrow notification in the Alerts column indicating a pick list update. Select the sales order(s) where you see the orange arrow then select Update sales order. This will update status of applicable sales orders.

If you are using a printed picklist: You will need to manually update quantities picked and status on the Pick tab.

  1. Double-click the line item to update.
  2. Update quantity. The pick status will automatically update based on the Picked Qty you enter.
  3. Select Update Sales Order then OK on the confirmation window.

Pack

  1. From the Dashboard, select the sales order(s) you want to send for packing.
    • One Sales Order: Go to the Action column and select Send for Packing.
    • Multiple Sales Orders: Check the box to the left of each of the desired sales orders then from the Batch Actions drop-down, choose Send for packing.
  2. (Optional) Assign a packer.
  3. Select:
    • Send to device if you’re using a mobile scanner
    • Create packing slip and you will be redirected to a screen confirming your action.

Status update for packed items

If you are using mobile scanners: You can track real time status from the warehouse in the Pack tab. As soon as there’s an update from the warehouse via the mobile scanner, you will see an orange arrow notification in the Alerts column indicating a pack list update. Arrows will also appear on each updated sales order line item. Select the sales order(s) then Update sales order. This will update the information on the Pack tab to the latest status.

If you are using a printed packlist: Double-click the line item to update.

  1. Update quantity. The pack status will automatically update based on the Packed Qty you enter.
  2. Select Update Sales Order then OK on the confirmation screen.

Ship

The Sales Order Fulfillment Worksheet makes it easy to create your shipping labels if you are using Shipping Manager.

  1. From the Dashboard, find the sales order to ship.
  2. Go to the Action column and select Print shipping label.
  3. Select the desired shipping method:
    • FedEx package
    • UPS package
    • USPS package
  4. You’ll see a confirmation screen, select Next.
  5. Select the package(s) to ship then Next.Note: You can only print shipping labels for one site at a time. You can choose to print shipping labels for packages not on the screen by checking None of the above. This will open a shipping label you can complete manually and print.
  6. If this is the very first time you use this process, you’ll need to sign into Shipping Manager using your carrier service account information (i.e. FedEx, UPS, etc) and set it up if you haven’t already done so.
  7. Information already in the system will be entered into the form in Shipping Manager (From/To address and # of packages); complete any additional information.
  8. Select Ship.
  9. When the process is completed, you’ll receive a confirmation screen with cost and shipping details.
  10. If you select to Print to form in the Shipping Manager dialog, the tracking number and shipping costs get updated on the original sales order form.
  11. You’ll see a confirmation screen. The shipping details will be updated and can be viewed by selecting the View details link on the Dashboard.

Mark sales order as shipped

  1. From the Dashboard, select the sales order(s) you want to mark as shipped:
    • One Sales Order: From the Action column, select Mark as shipped.
    • Multiple Sales Orders: Check the box to the left of each of the desired sales orders then from the Batch Actions drop-down, choose Mark as shipped.
  2. In the confirmation screen, select Yes to continue or No to go back.
  3. You’ll receive a notice that the sales order(s) are shipped, select OK.

Note: You can mark sales orders as shipped from any point in the workflow, you don’t have to go through all three steps of the process.

The Sales Order Fulfillment worksheet in Enterprise Solutions 18.0 has two tabs: Orders and Picklist.

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Orders: This tab lists all the open sales orders with inventory items in them. In this tab, you can:

  • View and Prioritize Sales orders
  • Narrow down the relevant sales orders in the list by:
    • Searching the sales orders by Customer, Job, or Order.
    • Filter the sales orders based on Order status, Fulfillability status, or Warehouse (site)
  • Use the Fulfillable column to instantly determine if the sales order can be fulfilled in its entirety by a particular warehouse.
  • A Sales order may not have a warehouse selected at the time of creation. You can select the warehouse here.
  • Selecting a warehouses, changes the fulfillability status in the next column calculated at real-time considering all items in the sales order.
  • Use Refresh icon in the upper right to view the recently created sales orders, update the Fulfillability status based on recent changes to Inventory and get Sales order status updates. Note that if you have changed the warehouse of a sales order and have not created a picklist, the changes are not saved and overwritten when a refresh is attempted.

Picklist: Has all the picklist. In this tab, you can:

  • View all open Picklists and their progress. You can double-click a particular Picklist to see more information.
  • Get real-time information from the scanner on the picking progress by clicking the Refresh icon. Note that, latest scanner updates are available when you open the tab and need explicit refresh from there on
  • See notes from the picker
  • Edit the Picklist where needed
  • Print the Picklist and Packing Slip
  • Complete the picking process by updating the sales order

You can use the worksheet to:

  • Create a picklist or view a picklist
  • Print a Picklist
  • Update the sales order

If you are using any QuickBooks Desktop Enterprise Solutions version OR QuickBooks Desktop Premier (Accountant, Manufacturing and Wholesale, and Retail) and did not enable appropriate Advanced Inventory preferences, you will see a different Sales Order Fulfillment Worksheet.

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Sales Orders: This section lists sales orders with inventory items you want to fulfill. Select the Sort drop-down to arrange the sales orders by Customer:Job, Order Number, Open Amount, etc. You can review details and adjust To Fulfill Quantity for each line item of a selected sales order.

Print Your Work: This section lets you print Pick Lists, Packing Slips, and Sales Orders that you can use to manually fulfill inventory and create invoices.

To print, select a sales order and under Print Options, put a check mark on the form and select Print.

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