QB Online - Simple Sales Order

Question

My company is transitioning from QuickBooks Enterprise Desktop to QuickBooks Online Advanced. Currently, our process in the desktop version is as follows:

A customer calls to place an order.
A sales order is created.
The sales order template is designed as a packing list.
The packing list is emailed to the customer, with the email body referencing the confirmation number (sales order number) as their confirmation.
The packing list is also emailed to our shipping party for a third-party software integration.
Once the items are shipped in the third-party software, we use that information to generate and send the invoice to the customer from QuickBooks.

We also use estimates, which we refer to as quotes, for our customers. A sales order is sometimes generated from a quote, but we never invoice directly from a quote.

I am currently testing the online version, and I have noticed that there is no straightforward way to create a sales order and generate a packing list from it. Packing lists seem to be available only once an invoice is created, which does not align with our process since we do not invoice customers until after their items have shipped.

Our shipping team does not currently use our accounting system, and our customer service team is unaware of when items will ship, especially since some items can take 6 to 8 weeks to ship due to customization. While we can change this process and allow Shipping to use our accounting system for shipments. I just need a better understanding of what access they would need.

Do you have any recommendations on how we can record a sale in QuickBooks Online while also generating an available packing list (and sending a confirmation) without it being classified as an invoice? This issue is crucial for our accounts receivable, as having invoices with 30-day terms waiting for 6 weeks to ship customized items would create complications.

Thank you!

JoesemM · Answer

Welcome and thank you for choosing QuickBooks Online (QBO), DBETHEA. We're excited to assist you with your concern regarding tracking sales transactions. Let's explore some helpful information together so that you can manage your sales seamlessly and efficiently.

In QuickBooks Online (QBO), you can continue to use estimates for initial customer quotes and convert them directly into invoices once the items have shipped. This ensures no invoice is issued until the goods are on their way to the customer.

Also, QBO already has a feature that can create sales orders. Once a sales order is saved, the committed quantity for the products you added to that order is updated. This helps you know if you need to replenish your stock. Then, you can convert them into an invoice when the item is shipped to your customer.

However, you're correct that printing a packing slip can be created when the invoice is paid. With this, you can look for a third-party app that can integrate with QBO to help you with the packing list. You can go to the Apps menu or click this link: QuickBooks Online App.

With regards to your shipping team, you can create a custom role. Then, choose what they can see and do within different areas of QuickBooks like banking, sales, payroll, expenses, reports, budgets, and inventory. For more details, on how to manage access, see this article for detailed information: Add and manage custom roles in QuickBooks Online Advanced and Intuit Enterprise Suite.

On the other hand, you can adjust your payment terms to fit the pace of your business, industry, and your relationship with your customers. You can go with Net 45 (or higher) to provide ample opportunity when paying the invoices. For detailed information, open this link: How to Adjust Invoice Payment Terms in QuickBooks Online.

Additionally, I'll be sharing these links that offer guidance on how to run your business with these short step-by-step videos and exploring how your business is doing in QuickBooks Online:

If you have any additional questions regarding the migration of your accounts or any concerns related to QuickBooks Online, please feel free to reach out for assistance. I'm here to help. Stay safe.

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