Creating a Sales Order

Before You Begin

To create a sales order you will need:

• The customer added as a Contact in CrafterBy (see Creating a Supplier or Customer)
• The products you are selling already created in your Products list
• The agreed selling price for each product

Steps

1. Go to Sales Orders in the main navigation.
2. Click Create SO.
3. In the Customer field, type the customer's name and select them from the dropdown. Only contacts with type Customer or Both will appear.
4. Set the Order Date — the date the customer placed the order.
5. Set the Expected Shipping Date — when you plan to dispatch.
6. Add the first line item:
   1. Click Add Item.
   2. Select a Product from the dropdown — your existing product list will appear.
   3. Enter the Quantity ordered.
   4. Review the Selling Price — this is pre-filled from the product's set price. You can edit it here if this customer has a different agreed price (e.g., a wholesale discount).
7. Repeat step 6 for each product in the order.
8. Review the Total.
9. Add any Notes — e.g., delivery instructions, special packaging requests, order reference from the customer.
10. Save with status Draft.

Progressing the Order

Draft to Confirmed

Once you have confirmed the order with the customer and are preparing to fulfil it, change the status to Confirmed. This signals that the order is accepted and in production or packing. No stock change occurs yet.

Confirmed to Shipped

When you dispatch the order, change the status to Shipped. This is the moment stock is decremented: CrafterBy deducts the quantity of each product in the order from your finished goods stock levels.

Shipped to Delivered (Optional)

If you want to track when the customer confirmed receipt, change the status to Delivered. This is optional — many businesses stop at Shipped.

Example

A jewellery retailer orders:

• 5x Sterling Silver Ring (size 7), EUR 45.00 each
• 3x Hammered Copper Bangle, EUR 32.00 each

Total: EUR 321.00. You create the SO, set status to Confirmed while you prepare the pieces. When you post the parcel, you change to Shipped. Your ring and bangle stock levels drop by 5 and 3 respectively. You then record the customer's bank transfer payment of EUR 321.00 on the order.