Sales Orders

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The Best Sales Order Workflow Starts With The Essentials, Then Evolves To Have Built-in Automation, Customization Options, and System Navigation That Makes Sense

The modernized sales order workflow in Vista-Suite Enterprise is built with features like immediate access to order details from nearly anywhere in the system to ensure your team moves quickly without frantically searching for critical information, while custom field configurations let businesses tailor order entry screens to match their desired processes. One-click purchase order creation from sales orders reduces redundant data entry, and automated sales order status signals provide real-time visibility without manual investigative work. To keep operations organized, unlimited digital file management makes attaching and retrieving required documents and photos effortless. Meanwhile, cohesive workflows support efficient approval processes and automated notification capabilities, ensuring smooth collaboration across teams.

Sales Order Workflow and System Navigation

Vista-Suite Enterprise transactions are designed with a variety of features to streamline processing. The clone feature is no exception, but it's more than just a copy. With Vista-Suite Enterprise, you can clone a sales order by selecting one or more customers to create new sales orders for. Yes, that's right. You can create as many new sales orders as you need at once.

Quickly select from a list of predefined clauses on the sales order header and individual items without searching through documents or relying on manual entry. Unlike legacy systems with inefficient clause management, Vista-Suite Enterprise provides an organized selection of clauses to support the flexibility required for different business scenarios. Sales teams can quickly apply the correct terms without rewriting text or risking inconsistencies. This ensures every sales order is accurate and customized for the situation while keeping the process fast and efficient. Additionally, you can assign more than one clause as your default, manually apply more than one clause at a time, and easily edit your clauses before use.

Activate editing for all line items' input fields at once, eliminating the need to select and save each line individually. This approach allows for rapid data entry across all lines and item fields by reducing repetitive actions, saving valuable time while providing a smoother, more intuitive experience.

The aviation industry does have its unique traits, and when parts trading, brokering, or even creating repair orders, it is necessary to fulfill orders with the specific inventory items quoted. Sales orders will accurately reflect the specific line item records selected throughout the transaction stages.

Vista-Suite Enterprise is the first and only Aviation ERP system that allows you to select vendor pricing records as if they were a stock line to fulfill the requirements of a sales order transaction. Being able to do so lets you broker like no other system!

Some Aviation ERP and MRO systems have file attachment capabilities similar to Vista-Suite Enterprise. But we have you, the user, in mind every step of the way. Vista-Suite Enterprise provides consolidated views of all files attached to the inventory associated with your orders. This avoids finding, selecting, opening, and viewing the files for each inventory record one at a time. Furthermore, this view is available when emailing your transactions, so you select which files must be attached to your outbound emails.

International businesses transact in multiple currencies, and Vista-Suite Enterprise can support that. But we give you more than just a currency code table. With our integration to online real-time currency tracking services, you can update your exchange rates any time you desire with just a few clicks of the mouse. Currency codes, exchange rates, and rate effective dates are all held against the transactions, so updating your exchange rates won't interfere with your historical data.

Vista-Suite Enterprise has powerful tax code features for sales orders, customer quotes, and invoices, allowing you to specify different tax rates by transaction type for both part sales and charge type line items. This means you can create as many tax codes as you need, each with as many as 18 different tax rates to support complex tax situations.

Have you ever done an exchange core charge? A repair charge or an over-and-above repair charge? Most systems let you record those types of transactions but keep the charges separate from the parts. That means you lose visibility of those charges related to parts in your transaction history. But not with Vista-Suite Enterprise! We let you create charges for part master records, so you don't lose that visibility. With Vista-Suite Enterprise, we combined the concepts of non-stock transactions and charge transactions into one, making it more powerful for you!

All transactions provide special charge fields in the header for Freight and Miscellaneous costs that will bypass the tax calculations and appear in the totals of the transactions. These are in addition to the traditional line item charge capabilities and are a convenient feature for passing costs onto your customer.

Most Inventory Lot systems restrict you to selling inventory on a single line item only from a single Lot. With Vista-Suite Enterprise Inventory Pools, you can mix and match regular, consigned, and non-consigned Pool inventory on a single line item. This vast and powerful time-saving tool takes the worry out of dealing with consignments or Pools and lets your salespeople do what they do best: SELL.

Sometimes, you need to adjust the suggested cost calculation of Pools up or down manually. You may manage your consignments differently or need to add or subtract costs to accommodate special circumstances. Manual adjustments to the suggested cost calculation are easy to make, and those adjustments are recorded in the adjustment logs for easy audit support.

Distinguishing between a sale and a repair on a sales order is crucial for internal tracking. While this designation does not appear on the customer-facing sales order, it ensures accurate inventory and procurement management, since part sales involve direct shipments. At the same time, repairs may require tracking inbound components and coordinating service work. This classification also helps ensure the correct fulfillment process is followed.

Providing shipping details on your sales orders is essential. Even the export details such as INCO terms and ECCN characteristics. These are all part of the negotiated contract the sales order represents. Vista-Suite Enterprise puts all of this at your fingertips in easy-to-understand ways so you can do what you do best: sell parts!

Unlike other systems that limit alternates to a single predefined item, Vista-Suite Enterprise allows for greater flexibility in specifying alternate parts. Users can select alternates from a predefined list of linked part numbers or choose from the entire master parts catalog, ensuring more options when creating sales orders. Multiple alternate lines can be added, including linked and unlinked parts, providing greater adaptability in arranging sales orders.

Include a mix of line items having different transaction types such as outright sale, cost-plus exchange, flat-rate exchange, rental, brokered repair, bench check, overhaul, modification, and inspections—all within a single sales order. This flexibility eliminates the need for separate sales orders for different transaction types.

Exchange sales orders can include the core return by date, replacement charge, exchange note, and a list of different part numbers as acceptable core options. Exchange line items are clearly detailed as cost plus or flat rate and show applicable core costs.

We make brokering products quick and easy by allowing you to create purchase orders directly from the sales order. When you get the sales order back from the buyer, you can use that to create a purchase order for sourcing materials.

Supporting the business process is critical in an Aviation ERP and MRO software. With Vista-Suite Enterprise, you can transition orders from one to the other. The sales order is no exception. You can quickly and easily convert a sales order into an invoice with just a few clicks. All of the sales order header and item details are carried over. Even inventory records are automatically allocated if they are still available.

Vista-Suite Enterprise has a robust audit log system, and we are expanding it routinely. The audit log system provides visibility of the date, time, and details of record changes for header and item activities. But our audit log system also shows ancillary activity, such as attaching files or creating a note, and we call those secondary audit logs. Primary and Secondary audit logs give you a full 360-degree view of what is happening in your transactions.

Productivity and Automation

A row of signal icons accompanies each sales order line item, so you don't have to waste valuable time searching to find if it is allocated, linked to a shipping or receiving record, or is invoiced.

Tracking your sales team transactions, as well as sales agents, can be tricky. With Vista-Suite Enterprise, the system can automatically assign salespeople or agents to the sales order transactions based on the user profile, the customer account, the part number, and even the inventory that is selected during the creation of the sales order. Vista-Suite Enterprise's salesperson and agent tracking system is one of the most robust available among the Aviation ERP and MRO software systems on the market.

Each top-level transaction or record has its own unique URL. This is important when it comes to software. Having that unique URL means you can share the link directly to transactions with your co-workers, or reports can have embedded hyperlinks so you can open the transactions directly, and that hyperlink technique also works great in email notifications.

Easily access all related transactions directly from an order or individual line item, ensuring complete visibility across connected workflows. This feature allows users to seamlessly navigate between linked orders, such as sales orders, purchase orders, quotes, invoices, repairs, work orders, shipping, and receiving, without searching manually. Users can quickly track order progress, verify dependencies, and make informed decisions more efficiently by providing a clear view of all associated transactions.

Vista-Suite Enterprise's powerful browse grids offer quick visibility to child records. For example, when you are searching sales orders, you don't even have to open the sales order to view the line items. Just click the sub-browse and have full access to all the line items on the spot.

Many transactions inside Vista-Suite Enterprise have what we call the "Shazam" feature. This super helpful tool lets you select a part-type line item and copy it to a charge-type line item with just one click. It references the original line item using the item numbers, so it's easy to see what the charge is related to. This feature is popular with users who need to create extract charges for exchanges, repairs, or even price adjustments.

File attachments are critical, and with Vista-Suite Enterprise, you can attach files to many types of records, including sales orders. Suppose you are emailing your sales order and choose to attach a file to an outbound email from your local computer. In that case, Vista-Suite Enterprise will automatically save those attachments to the sales order header files area for you.

Aviation is a document-heavy industry, and transactions frequently require printing multiple types of documents. With Vista-Suite Enterprise, you can select all of the documents you wish to print all at once and have them all attached to your outgoing email with a single click. This powerful feature can save you tons of time producing the required documents for your transactions.

When choosing to print (generate) a sales order from the templates available, there is an option to save the sales order PDF directly to the transaction's files, ensuring a reliable record of what was sent to the customer at a specific time. This feature is valuable for version control and audit purposes, preserving historical sales orders even if pricing or details change later. While the system can regenerate sales orders on demand and provide an audit trail of actions, this feature adds an extra layer of flexibility to various sales workflows.

Speed is everything. That's why we incorporate shortcuts to everyday tasks all over our system. Printing is a great example. Just look up the order from the main browse, and you can print your default documents without even opening the transaction. Our convenient action menus offer several features of different kinds depending on where you are in the system.

Printing (generating) a sales order from the templates available provides access to email messaging capabilities, and the sales order PDF is automatically attached. Other files from the order, stock, company, and main library are also available as attachment sources.

With Vista-Suite Enterprise, you can upload and store unlimited files like technical manuals, documents, photos, and videos. All company media is organized into a central file library for easy access. When attaching files to a sales order, choose files from the main file library, company files, linked order files, inventory files, and files from your computer.

With the advent of online business process tools, managing projects in card-like layouts is becoming the norm. We have applied this concept to your transactions, giving you a visual and interactive Kanban board that lets you manage your business process by driving the transactions through different statuses. The boards can auto-refesh, filter and gives you drag-and-drop capabilities. This powerful management tool can help you streamline your business processes like never before!

A convenient core cost calculator within a sales order provides quick calculations of various costing methods for allocated exchange stock lines. Available calculation options: Apply the total stock cost to the sales order cost, forcing a zero-dollar core return value. Apply the original stock cost to the sales order, applying the repair value to the returning core value. Apply the repair cost to the sales order cost, applying the original cost of the inventory item before the last repair was done. Apply a fixed percentage of the price to the sales order, applying a fixed percentage of the sell price to the sales order cost.

Often, users are beholden to the calculations the software makes for them when creating transactions. But not with Vista-Suite. With the proper user permissions, you can override the cost calculations or consignment commission calculations for inventory pool transactions. This is very important, and powerful so that adjustments can be made for one-off unique situations that might require more or less cost to be removed from the pool.

User Experience and Customization

A powerful feature available throughout Vista-Suite Enterprise is the capability of unique user-defined fields (UDFs). You can create as many UDFs as you need to track data elements, from notes to selection lists, currency, numbers, or even dates. UDFs are presented in a spreadsheet-like fashion, which promotes fast data entry, and the fields can be pulled into reports for powerful data analytics. Colored tabs quickly identify UDF values being filled in partially, entirely, or not at all.

The ability to rearrange and hide columns makes the line item grids fully customizable. Each user can adjust the visible information to their preferences for optimal productivity. This same feature is utilized across the system wherever data tables are present.

Transaction numbering is critical. Numbering can be used to separate transactions for different departments, products or services, and other valuable purposes. More importantly, if you have a data migration, you want your migrated data to show your original transaction numbers. This is all possible with Vista-Suite Enterprise, and the powerful number log system lets you define as many number logs for any transaction as you wish. With pre-fix and post-fix options, your numbering schemas can be simple or complex, depending on your needs.

User-defined line item category codes can help you segregate line items inside your reports and dashboards so you can quickly report on groups of transactions.

Vista-Suite Enterprise's pinned notes system is the most powerful in any ERP or MRO software, and we made it even better! Pinned notes let you create system-wide pins or categories with which notes can be created. Each pinned note is date and time stamped and shows the creator of the note. You can also attach files to a note, lock a note, search, filter on notes, and even run reports on different pin categories. Vista-Suite Enterprise's pinned note system is so powerful that some companies use it instead of a CRM.

All transactions in Vista-Suite Enterprise have an external notes feature that lets you input separate notes meant just for the customer. Most systems believe that one note area is sufficient, but we understand the importance and difference between an internal note and a note the customer or vendor should see. So, we make it easy and straightforward by giving you that special area for external communication on your transactions.

The document customization in Vista-Suite Enterprise offers the flexibility to design and edit your own materials. Although the data structure and design tools available are made with both beginners and advanced users in mind, our team can design and build custom documents as an additional service.

Sales Order List View

Signals indicate if the sales order contains hazmat materials, allocated items, shipped items, invoiced items, or is linked to a receiving or shipping event. Among the customizable columns displayed is the overall sales order disposition, allowing for quick awareness of progress without the need to open the record.

Sales Order List View Expanded

The expanded portion reveals sales order line items and at-a-glance signals that indicate if an item is a hazardous material, allocated, shipped, invoiced, or linked to a receiving or shipping event. Among the customizable columns displayed is the item disposition, allowing for quick awareness of progress without the need to open the record.

Sales Order Kanban Layout

Kanban layouts can be a powerful tool for managing sales orders due to their visual workflow, making it easy to track each order's status and ensuring that nothing gets lost in the process.

Sales Order Transaction Header

Intuitively structured header information and tabbed access to additional sales order essentials make this the most efficient sales order workflow in the industry.

Standard Reports Include:

Open Sales Orders: A record of all pending sales orders that have been placed but not yet fulfilled or shipped.
Sales Order Activity: A report tracking the status and progress of sales orders from initiation to fulfillment.
Sales Order In Stock: A report showing sales orders that can be immediately fulfilled based on available inventory.
Open Core by Customer: A report listing unreturned or outstanding core components from customers under exchange or repair programs.
Pack Slip: A document included with shipments detailing the contents of the package for verification upon receipt.
Pick Ticket: An internal document instructing warehouse staff on which items to retrieve for order fulfillment.
Proforma Invoice: A preliminary invoice provided before shipment, outlining expected costs and terms for customs or pre-payment purposes.
Invoice Document: A formal billing statement detailing parts or services provided, including costs, payment terms, and transaction details.
ASA Form 2020 (Landscape & Portrait Orientation): Standardized forms issued by the Aviation Suppliers Association (ASA) to document parts transactions, ensuring compliance with industry best practices for traceability and quality assurance.
C of C Form (Certificate of Conformance): A document certifying that a part meets specified requirements and was manufactured in accordance with industry standards.
Estimate of Cost: A preliminary pricing breakdown for maintenance, repairs, or part replacements, often used for customer approval before proceeding.
Order Acknowledgement: A confirmation document sent to the buyer verifying receipt and acceptance of their order.
Sales Order Receiving Log: A log tracking received sales orders, often used for reconciliation and inventory updates.
Sales by Consignment Code: A report summarizing sales of consigned inventory, where ownership remains with the supplier until sold.
Sales Order Delivery Date: A report or field indicating the scheduled or actual delivery date of sales orders.
Sales Order Detail: A detailed breakdown of sales orders, including item descriptions, quantities, prices, and fulfillment status.
Sales Order Items List Exportable: A sales order report formatted for export, typically for data analysis or integration with other systems.
Sales Order Status: A sales order report formatted for export, typically for data analysis or integration with other systems.

Samples:

Open Sales Orders

A record of all pending sales orders that have been placed but not yet fulfilled or shipped.

Sales Order Activity

A report tracking the status and progress of sales orders from initiation to fulfillment.

Sales Order In Stock

A report showing sales orders that can be immediately fulfilled based on available inventory.

Open Core by Customer

A report listing unreturned or outstanding core components from customers under exchange or repair programs.

Pack Slip

A document included with shipments detailing the contents of the package for verification upon receipt.

Pick Ticket

An internal document instructing warehouse staff on which items to retrieve for order fulfillment.

Proforma Invoice

A preliminary invoice provided before shipment, outlining expected costs and terms for customs or pre-payment purposes.

Invoice Document

A formal billing statement detailing parts or services provided, including costs, payment terms, and transaction details.

Software development moves fast, and features evolve over time. While we strive to keep this and other pages accurate, some information may not reflect the most recent changes. For the most current details, we recommend scheduling a live demo at ambryhill.com/demo.

Back to Core Features List

Sales Orders

The Best Sales Order Workflow Starts With The Essentials, Then Evolves To Have Built-in Automation, Customization Options, and System Navigation That Makes Sense

Sales Order Workflow and System Navigation

Clone Entire Sales Orders Or Line Items

Header And Item Clauses

Edit Several Items At Once

Sell Specific Inventory Records Quoted

Treat Vendor Pricing Just Like Inventory

Consolidated View Of Inventory Files

Supports Multi-Currency

Support For Tax Codes

Supports Charges For Part Numbers, And Not Just Charge Codes

Separate Charge Fields For Cost Passthrough

Mix and Match Regular Stock, Consigned Stock, and Pool Stock On The Line Items

Support Manual Cost Adjustments

Identify Sales Orders As Repair Or Sales Type Sales Orders

Include Freight Information, INCO Terms, And ECN Details

Specify Alternate Parts For Line Items

Supports Multiple Transaction Types

Include Important Exchange Transaction Details

Create A Purchase Order From A Sales Order

Create An Invoice Directly From The Sales Order

Header And Detail Audit Logs

Productivity and Automation

Signals Indicate The State Of Each Line Item

Automatically Assign Salespeople Or Agents

Transactions Have Unique URLs For Easy Sharing With Co-Workers

View Linked Orders At The Item And Order Level

Embedded Sub-Browses For Easy Visibility Of Items

Shazam A Line Item

Attach Files

Print Multiple Documents With A Single Click

Save Printed Sales Orders To Sales Order Files Automatically

Print And Email Right From The Main Browse

Integrated Emailing Capabilities

Attach Files To Outgoing Emails From Multiple Sources

Kanban Boards To Manage Sales Order Stages And Business Process Flows

Sales Order Core Cost Calculator

On Demand Cost & Commission Calculation Overrides On Transactions

User Experience and Customization

User-Defined Fields For Headers And Items

Customizable Browse Grids For Line Items

Customizable Numbering System With Unlimited Number Logs

Categorize Line Items With Category Codes

Internal Pinned Notes

External Notes

Customize Sales Order Documents To Fit Your Needs