Create or edit sales orders

Article
07/06/2022

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.

Select the Site map icon , and then select Quotes.
Select the quote you want to create an order from.
On the command bar, select Activate Quote.
At the top of the Quote form, select Create Order.

Note

In the Sales Professional app, the Create Order option is available only if your administrator has enabled creation of orders from quotes
In the Create Order dialog box, the Date Won field is set to the current date. Select a different date if required.
Add a description, and select OK.
To add products from your opportunity to your quote, select Get Products at the top of the screen, select your opportunity, and select OK.
Select Save in the lower-right corner of the screen.

Note

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. Similarly, if the order is created from a quote that is generated from an opportunity, it must use the same currency as the opportunity.

Important

Once your order is final, you can create an invoice from the order by selecting the Create Invoice button on the command bar. More information:Create or edit an invoice
If Dynamics 365 Sales is integrated with an external order processing application, you may see the Submit Order button instead of the Create Invoice button on the Order form command bar. This is because the integration allows an order created in Dynamics 365 Sales to be submitted, upon which the order is synced to the order processing app where the lifecycle of the order continues. A submitted order is locked for editing in Dynamics 365 Sales except by an integration user. More information: Enable sales order processing integration

Create an order

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

Select the Site map icon, and then select Orders.
Select New.
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.
- Prices Locked. This field is read-only. You set Prices Locked by selecting Lock Pricing on the command bar. More information: Lock or unlock the price for an order or invoice, Sales transactions in Dynamics 365 Sales
In the Sales Information section, in Potential Customer, select the customer you're creating this order for.
On the command bar, select Save.
To add products from a previously created opportunity to your order, select Get Products at the top of the screen, select your opportunity, and then select OK.

-OR-

To manually add other products, in the Products section, select the More commands icon , and then select Add New Order Product. More information: Add products to Quote, invoice, or order records

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.
In the Shipping Information area, enter shipping details.
In the Addresses area, enter shipping and billing addresses.
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.
You can't set the status of multiple orders to fulfilled at one go.
You can't update or change an order after it has been closed, or if it has been partially or completely fulfilled.

Typical next steps

Create or edit an invoice

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.
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.