Dates, memo and other header details

The header of a sales order includes important information like the order date and any notes or reference numbers. These details help you organize and track orders, especially when customers send their own purchase order numbers.

Before you start

• The customer should already be selected on the sales order.
• You should have the order date (usually today, but sometimes a past or future date if that is when the order was actually placed).
• If the customer provided a purchase order number or reference, have that ready.

Steps

1. Open a new sales order or edit an existing one. Open in Usystems

2. The Order Date field is near the top. It defaults to today's date. If you need a different date, click the field and select the correct date from the calendar.

3. (Optional) Find the Memo field (sometimes called "Notes" or "Reference"). This is where you can write:

   • The customer's purchase order number (e.g., "PO-12345")
   • Special instructions or reminders (e.g., "Deliver to warehouse")
   • Any other information relevant to this order

4. If your system has a Reference Number or Order Number field, the system usually auto-generates one, but you can change it if needed (e.g., to match the customer's reference).

5. Add your products and services as usual, then click Save.

Accounting impact

The order date is used for reporting and aging calculations. It does not affect the accounting entries directly, which are created when the invoice is generated.

Tips & common mistakes

• Use the memo for customer references: if the customer has their own order number, paste it into the memo so you can track it on both sides.
• Future dates are allowed: if a customer places an order for delivery next month, you can create the order today with a future date if your system allows it.
• The memo is not visible to the customer in most setups. It is for your internal use only.
• Date format: check that the date you entered is correct (some systems show date in different formats). If unsure, type the full date like "2026-07-03".
• Save early: as with other fields, save the order with the date and memo filled in, in case of interruption.