FAQ: Sales Order Basics

Q: Can I convert a sales order into an invoice?

A: Yes. Once a sales order is confirmed and fulfilled, you can create an invoice from it. In Usystems, you typically look for an "Invoice" or "Create Invoice" button on the sales order details page. This carries forward the customer, items, quantities, and prices, so you don't re-enter them.

Q: What happens if I change a sales order after it's confirmed?

A: This depends on your system's settings. Most businesses allow changes to draft orders freely but restrict changes to confirmed orders to prevent disputes. If you need to modify a confirmed order, you may need to revert it to draft, make changes, and confirm again—or check with your manager about the policy.

Q: Can I delete a sales order?

A: Most systems prevent deletion of confirmed or completed orders to preserve audit records. If a sales order is still in draft status, you may be able to delete it. If you need to mark an order as no longer needed, use the "Cancel" option instead.

Q: How do I know which sales orders are overdue?

A: Check the delivery date field. Usystems often highlights orders that have passed their delivery date. You can also use the filter feature to show only orders with delivery dates in the past, or ask your admin for a report that lists overdue orders.

Q: Can multiple people work on the same sales order?

A: This varies by system configuration. Some businesses lock a sales order to one user while being edited; others allow collaborative editing. If you see a lock icon or a message saying the order is "in use," it may be locked. Try again in a few moments, or check with the other user.

Q: What's the difference between a sales order and an invoice?

A: A sales order is a proposal or commitment (a promise to deliver). An invoice is a demand for payment (sent after delivery). Use a sales order when you want to confirm terms before delivering; use an invoice when you're ready to collect payment. In Usystems, you can create an invoice from a sales order to streamline the process.

Q: Do sales orders affect my inventory?

A: This depends on your settings. Some businesses configure sales orders to reserve inventory (reduce available stock) when the order is confirmed. Others reserve stock only when the order is shipped or invoiced. Ask your admin or check your system's inventory policy.

Q: Can I email or print a sales order for the customer?

A: Yes. Usystems typically includes a print or export option on the sales order page. You can print a formal copy to share with the customer, or ask your admin if a "send to customer" email option is available. Note: this varies by version and configuration.