Zedonk allows you to create sales orders and produce relevant customer documentation. There are many ways to import sales orders. We will focus on the manual process of adding sales orders, proformas, delivery notes, invoices, return authorisations and credit notes in this guide. Note that you can also use Connectors to import sales orders from third-party platforms, such as Shopify, JOOR, Le New Black, and NuOrder. We cover third-party integrations in Step 10: Integrate Zedonk with external systems.
Create a Sales Order
A sales order (SO) relates to the purchase of your products by your Customers. When raising a SO, information from the Customer record will populate (such as delivery address, contact info, payment and shipping terms). Once created and confirmed you can print Order Confirmations (OC) to share with your Customers, with multiple print and layout options.
To create a sales order in Zedonk:
You also have the option to import your sales orders in bulk:
Note that consignment sales orders work differently, so if you work with customers on a consignment basis, you must determine that when creating a sales order:
Create a Proforma
Once you have created a sales order you can create a proforma (PF) in the Order Tracker [OT] area of a sales order. A pro forma invoice is not a formal or fiscal invoice. It is simply a demand for payment on account. When you are ready to ship products against a sales order, you will raise a delivery note and the full invoice for these goods.
You may request the Customer to pay a deposit (and outstanding balance):
To help you track and report if the proforma has been paid, you can mark it as 'Paid' in Zedonk:
Create a Delivery Note
Once your goods are ready to ship, create a delivery note (DN) or multiple delivery notes for partial shipments.
If you have the Product Stock Inventory module enabled on your Zedonk, you will need to mark goods as received from production, ahead of creating delivery notes as described in Step 6: Manage and monitor your Production.
When a delivery has been dispatched, you can mark it as 'Shipped' to help you track the status of the shipment.
Note that if you purchased our Stock Allocation module, a Warehouse Connector and/or a Shopify Connector, delivery notes can automatically be created in Zedonk. This is particularly helpful when you are dealing with multiple sales orders.
Create an Invoice
Once you've created a delivery note, you can create an Invoice (IN), also known as a commercial invoice.
When you printing, you can specify whether you require a domestic, export or duty invoice:
To help you track and report if the invoice has been paid, you can mark it as 'Paid' in Zedonk.
Create a Return Authorisation
A return authorisation (RA) is a document you can generate to inform the process of returning products from your customer e.g end of season returns or damaged stock.
To issue a return authorisation:
As part of a return authorisation, you can specify what you have received from your customer and whether you will be returning any of the received quantities to stock:
Create a Credit Note
If you need to issue a credit note for your customer, you have two options:
- You can issue a credit note after issuing a return authorisation:
- Return Authorisations - Create a Credit Note (from a Return Authorisation) - You can issue a credit note without issuing a return authorisation (from an invoice):
- Credit Notes - Create a Credit Note From an Invoice
When the credit note has been applied, you can mark it as 'Applied':