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Sales Order Fulfillment Worksheet

Here is a feature that many people don’t realize exists in QuickBooks. If you track inventory items in QuickBooks and use sales orders, the Sales Order Fulfillment Worksheet can help you decide which sales orders to fulfill when you don’t have enough inventory on hand to fulfill them all. It does this by letting you create different “what if?” scenarios to see how fulfilling one set of sales orders affects your ability to fulfill others.

The first thing you need to know is that this worksheet is only available in the Accountant, Manufacturing & Wholesale and Retail editions of QuickBooks.  To use the worksheet, you must turn on both Inventory Tracking and Sales Orders in your Company Preferences.

When you open the worksheet by going to Customers>Sales Order Fulfillment Worksheet, it lists all the open sales orders and information about each one in different columns.  When you open the worksheet, it lists all open sales orders and information about each one in different columns.An open sales order is one that has one or more items that haven’t been invoiced yet. Partially invoiced sales orders are included in the list of open sales orders. You choose a sales order to add it to the current scenario. Choosing a sales order means that you’re tentatively marking it to be fulfilled. As soon as you choose a sales order, QuickBooks does some calculations to show you how that choice affects your ability to fulfill the other sales orders in the list. For example, if two sales orders contain the same item and you choose one of those sales orders, the amount that can be fulfilled on the other sales order might go down, changing its fulfillable status from                         (fulfillable) to (partially fulfillable).

You can manually choose sales orders to be fulfilled, or you can let QuickBooks choose sales orders for you based on the criterion you select. For example, you might want to have QuickBooks choose all sales orders with the earliest ship date that can be completely fulfilled. When choosing sales orders for you based on a criterion, QuickBooks marks all the sales orders that can possibly be fulfilled, given your current inventory levels.

You can use both the manual and automatic choosing methods in the same scenario, choosing some sales orders manually and letting QuickBooks choose others for you. For example, you might manually choose a critical sales order that must be fulfilled before all others, and then let QuickBooks choose from the remaining sales orders those that would bring in the most revenue.

The worksheet is for planning purposes only and does not enter any transactions in QuickBooks. Once you create a fulfillment scenario that best fits your current needs, you can print pick lists from the chosen sales orders to begin the fulfillment process. The sales are recorded only after you create invoices based on the sales orders you fulfill.

Please note that the current scenario is not saved when you close the worksheet. If you want to save your work, you must print pick lists (or the sales orders themselves) so you know what sales orders to fulfill. It may be difficult or impossible to create the current scenario again because inventory levels may change before you open the worksheet again.

If you are interested in learning more about this worksheet or need help learning how to use it, please give us a call!

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