QuickBooks Inventory Software
Other Resources
This set of checkboxes applies to the creation of Sales Orders within All Orders.
General Tab
Require order approval. This option places an "Approved" checkbox on the Sales Order form, allowing someone with appropriate user permissions (such as a manager) to approve each SO before it goes out.
Require Ship Method. If checked, the user must select a Ship Method in order to save and process a Sales Order (or Ship Doc).
Customer POs must be unique. When checked, users will be barred from entering any Customer PO number that has already appeared on a previous order.
Apply price levels to Kit Lines. Checking this option will apply the price levels you establish in the Price Levels profile list to kit lines on the Sales Order.
Default ship from location. Select a default location where you generally ship from and every time a new sale orders is open the location will be filled in as the location the order will be shipping from.
Check credit limit before saving sales order. When checked, All Orders will provide a screen with the customers credit information. Note. This functionality will only work properly with version 2008 or higher of QuickBooks.
Mask credit card numbers & only show the last 4 digits. Once a credit card # is entered for a customer or when taking a payment on an order, the entire number will be masked and only the last 4 digits visible for security purposes.
By default do not allow back orders. When opening a sales order, by default back orders are allowed unless the user specifically marks the order as not allowing back orders. Turning this preference on will not allow back orders by default on new orders and the user will have to specify if an order should allow back orders.
Allow multiple SOs/Quotes to be open. Normally, you can only have either the quote or the sale order open at a time. With this preference checked, you can now have both the quote and the sales order open at the same time.
Auto-fill Customer Notes. You have the option to auto fill the customer notes into the Memo Field, Internal Notes field, or neither.
Display Tab
Show standard price and discount %. Will show the standard price and discount % on the sales order. The discount % is editable and will change the net price charged.
Show cost and markup or margin %. Choose whether to show no costs, the standard cost and markup or margin %, or the average cost and markup or margin % on the sales order. The markup or margin % is editable and will change the net price charged.
Hide line breaks on line item descriptions. You may want your item’s sales description to show as a list in the Inventory item screen or on your forms. When you check this preference, the sales description on the sales order will have a space break between to show that it is a new line. It will replace all character returns for spaces. Un-check the preference, and it will not place a space break to show the next line.
Use special quantity precision for Sales Orders only. Set your quantity decimal points that only apply to sales order items.
Use special quantity precision for Kits only. Set your quantity decimal points that only apply to kits.
Kit Line Display
Allow expanding/collapsing of Kit Lines. Checking this option allows users to view kits on the Sales Order in a collapsible hierarchy as opposed to always having the kit fully listed, or check to always expand to show the kit components, or never show the components.
Show price level drop down in Price Per column of the order's item list. If checked, on the sales order line item, click on the bolded price in the Price Per column, then the drop-down arrow, and the list of price levels with the cost for that item will appear. If unchecked, the list will be blank.
Work order Tab
Show work order status. Allows you to view and change work order status to finished from the sales order.
Show work order location. Allows you to view and change the work order location (last step on the work order) prior to creating a linked work order.
Make work order location the ship from location. Allows you to change the ship from location on the sales order based on the location of the last step of the work order.
Advanced Tab
Enable vendor RFQ. Enables Vendor RFQ functionality.
Limit item for selling to items that have... When adding or editing an item a list of associated customers and customer #s can be specified. By turning on this preference, once a custom is selected on a sales order the only items that can be added to the order will be items which have a customer # assigned to it for the selected customer.
Allow users that cannot edit prices to edit shipping charges. Although many times users will be restricted from changes prices on order, if the user is involved with the shipping process they may need the ability to assign the price that is being charged to the custom for freight. Turn on this preference to allow users to edit the price of the shipping charges.
Use customer last price (ignores pricing levels). Instead of using the price levels set for the customer, checking this preference will use the last price of the shipped item for that customer.
When using the scan box instead of incrementing existing lines, add new lines for each scan. On the sales order and ship doc, when you scan an item multiple times, it will create a new line item for each scan.
Use Item Markup for Standard Pricing. The price level, Item Markup, allows you to set the price using a % markup from the cost. Check this preference to use the Item Markup for your standard pricing.