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Create or edit sales orders

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Use orders to track details of the products or services that your customers want to place an order for.

License and role requirements

Requirement type You must have
License Dynamics 365 Sales Premium, Dynamics 365 Sales Enterprise, or Dynamics 365 Sales Professional
More information: Dynamics 365 Sales pricing
Security roles Any primary sales role, such as salesperson or sales manager
More information: Primary sales roles

When to create an order

Create an order when the customer is ready to buy your products or services. In Dynamics 365 Sales, an order can originate from a customer's acceptance of a quote, or you can place an order without an accepted quote, depending on the situation.

One way that can help you increase your sales is to add all products that your customer might need to your order. Dynamics 365 Sales may also offer product bundles or product families to make it easier for you to choose products for upsell and cross-sell. If you've already prepared a quote for your customer, you can create an order from that quote.

Create an order from a quote

Typically, you convert a quote that you have won into an order. Start with an active quote. Note that after a quote is accepted, you won't be able to revise it.

  1. Select the Site map icon , and then select Quotes.

  2. Select the quote you want to create an order for.

  3. On the command bar, select Activate Quote.

  4. After the quote is activated, select Create Order on the command bar.

    Note

    In the Sales Professional app, the Create Order option is available only if your administrator has enabled creation of orders from quotes

  5. In the Create Order dialog box, the Date Won field is set to the current date. Select a different date if required.

  6. Add a description, and select OK. The order is created and all products from the quote are added to the order. The price list and currency are also copied from the quote to the order.

    Depending on whether you've enabled sales order processing integration, the Prices Locked field is set as follows:

    • If the integration is disabled, the Prices Locked field is set to Yes.

    • If the integration is enabled, the Prices Locked field is set to the default value specified for the ispricelocked column in the Order table. If you haven't updated the column, the Prices Locked field is set to No. More information: Lock or unlock the price for an order or invoice

Create an order

You can create an order that is based on your communication with a customer instead of an accepted quote.

  1. Select the Site map icon , and then select Orders.

  2. Select New.

  3. On the Order form, enter data in the following required fields:

    • Name. You must enter a name with a length of 100 characters or fewer. The information should be meaningful and unique. By default, these records are sorted by Name in the records list.
    • Price List and Currency: Select the price list and the currency that will be used to calculate the product prices.

    Note

    • By default, selecting a price list is required to be able to add products to an order. However, your administrator can change your organization settings to make the Price list field optional.
    • Your base record and all its line items must use the same currency. For example, if your order has the currency set to U.S Dollars, you must use the same currency for the price list items that you add to the order. You can't change the currency of the base record (in this case, an order), unless you remove all the line items associated with the record.

  4. In the Sales Information section, in Potential Customer, select the customer you're creating this order for.

  5. On the command bar, select Save to create the order record.

  6. To add products from your opportunity to your order, select the More options icon More commands icon and then choose Get Products, select your opportunity, and select OK.

    -OR- To manually add other products, in the Products section, select Add Product. For more information, see Add products to Quote, invoice, or order records. If your administrator has configured the enhanced experience for adding products, you'll see the Add Products button. For more information about adding products using the enhanced experience, see Find and add multiple products to quotes, orders, or invoices.

    Note

    • You need to enter the tax amount when you add a product to a quote, order, or invoice. Dynamics 365 Sales does not automatically calculate tax for individual products. However, the total tax is calculated automatically based on the sum of the tax amounts for all of the individual products in a quote, order, or invoice.

  7. In the Shipping Information area, enter shipping details.

  8. In the Addresses area, enter shipping and billing addresses.

  9. Select Save in the lower-right corner of the screen.

Note

  • You close an order by either fulfilling the order or canceling the order. Products or services that are shipped are fulfilled. You should cancel orders for any products or services that are not shipped.
  • If you've modified the maximum character limit for the Description attribute in the Order entity, ensure that you make a corresponding change in the Order Close entity as well. This is necessary to prevent potential errors or data truncation when the system copies the Description from the Order entity to the Order Close entity.
  • You can't set the status of multiple orders to fulfilled at one go.
  • You can't update or change an order after it's closed, or if it's partially or completely fulfilled.

Typical next steps

Screenshot of Right arrow button Create or edit an invoice

Screenshot of Home button Learn about the sales process, nurturing sales from lead to order

Can't find the options in your app?

There are three possibilities:

  • You don't have the necessary license or role. Check the License and role requirements section at the top of this page.
  • Your administrator hasn't turned on the feature.
  • Your organization is using a custom app. Check with your administrator for exact steps. The steps described in this article are specific to the out-of-the-box Sales Hub and Sales Professional apps.

Print quote, invoice, or other records Sales transactions in Dynamics 365 Sales