Sales orders
Orders from customers with signatures of both parties, a link to the project and invoicing.
A sales order is a job from a customer (buyer). It is most often created by confirming a price quote, but you can also create it manually. Both parties sign it, and from the signed order you issue an invoice document or an invoice directly. You will find it in the menu under Sales → Sales orders.
Who works with orders
- Access is controlled by the Role for the Sales orders module; the administrator always has access. With the čtení (read) level, the list and the detail can only be viewed (without the Nová objednávka přijatá (New sales order) button and without saving); with editace (edit) or editace vlastních (edit own), orders can be created and edited.
- Signing on behalf of your company is done, for a manually created order, by the project's site manager, for an order created from a price quote, by the person who created it from the quote, and always also by the administrator. The signer sees orders waiting for their signature on the Dashboard in the For approval section, Sales orders tab.
- The administrator and users with the editace or editace vlastních level on the Sales orders module can invoice from an order. Each of them can create an invoice document. The sales invoice (on the web and in the mobile app) can be saved only by those who also have the editace or editace vlastních level on the Sales invoices module. Without it, issuing an invoice is not offered in the mobile app.
- A user whose role has Doklady jen z dopravy (Transport documents only) turned on sees only orders created from transport orders (see Transport).
Order list
The table shows Objednávka přijatá (Sales order; the number), Kontakt (Contact; the customer), Datum přijetí (Date received), Splatnost (Due), Celkem (Total), S DPH (Incl. VAT), Stavba (Project) and Status. Filters: period, Odběratel (Customer), project, status and search. The filters and columns are available to everyone whose Role opens the page.
How a sales order is created
- From a price quote - when confirming the quote, you tick Vytvořit přijatou objednávku (Create sales order). The customer, items including discounts and billing items, tax type, currency, heading and description are carried over. The procedure is described in Price quotes.
- From another company in eProtokol - when a customer who also uses eProtokol issues an order to you and signs it, the order appears in your list automatically, including their signature.
- Manually - see the steps below.
- Click Nová objednávka přijatá (New sales order).
- With the Již existující zakázka (Existing job) switch, select the Stavba (Project), or choose Nová zakázka (New job) and create it right away with the Založit novou stavbu (Create new project) button. The heading is prefilled with the project name.
- Select the Odběratel (you create a new one with the + icon), and edit the Nadpis (Heading) and Popis (Description).
- Check the Typ daně (Tax type) and Měna (Currency), and attach files.
- Add items with the Přidat položku (Add item) button.
- Choose the Platební metoda (Payment method), Datum přijetí, Datum dodání (Delivery date) and Splatnost.
- Save.
The ID objednávky (Order ID) is assigned by the system from the project's series in the format OP/year/project number/sequence, e.g. OP/26/911/003.
Signing and statuses
| Status | Meaning |
|---|---|
| K podpisu (To be signed) | Waiting for a signature on behalf of your company, or already signed by you and waiting for the customer (the customer's name is then shown under the status). |
| Podepsáno (Signed) | Both parties have signed. |
| Odsouhlaseno mimo systém (Approved outside the system) | The customer confirmed the order in another way, for example by e-mail. |
- Your signature - the Sign icon opens the Podpis objednávky přijaté (Sales order signature) window with a preview and the Signature field. With the Odeslat odběrateli emailem k podpisu (Send to the customer by e-mail for signature) option and an e-mail address, you can send the customer the link right away. Confirm with the Submit button.
- Link for the customer - the window of a signed order has the buttons Kopírovat odkaz pro podpis odběratele (Copy the link for the customer's signature) and Odeslat odběrateli emailem k podpisu.
- Customer's signature - on the link, the customer sees the order, downloads the PDF and signs it. The order moves to the Podepsáno status, and Podepsaná objednávka (Signed order) is available for download in the order window.
- Without the customer's signature - if the customer confirmed in another way, click the Approved outside the system icon.
For an order sent to you by another company from eProtokol, the customer's signature is already there. The administrator signs it on behalf of your company with the Sign icon in the list or in the mobile app (it is not shown on the Dashboard in the For approval section), and the order is Podepsáno right away.
The administrator can turn on an e-mail or in-app notification Podpis objednávky přijaté in their account's notification settings.
Editing and deleting work the same as for purchase orders. An order may be edited or deleted by its author, the person who signs it on behalf of your company, the administrator and users with the editace level on the Sales orders module; with the editace vlastních level, only orders they created themselves. After your signature the order is locked. It can be unlocked with the lock icon Odemknout pole (Unlock fields) by the administrator or a user with the editace level on the Purchase invoices module, but the changes can be saved only by those who may edit the order. Saving the changes returns the order to the K podpisu status and deletes both signatures. An order signed by both parties can no longer be changed, and on the web it cannot be deleted either. An order from another company from eProtokol that the customer has already signed can be edited before your signature, but editing deletes the customer's signature. In the mobile app, an order can be deleted by swiping it in the list in any status, and the app does not warn about signatures.
Invoicing from an order
An order in the Podepsáno or Odsouhlaseno mimo systém status has the Invoicing icon. In the Fakturace objednávky (Order invoicing) dialog you choose:
- Podklad pro fakturaci (Invoice document) - opens a new invoice document prefilled with the order's project and items, which you later assign to an invoice,
- Vydaná faktura (Sales invoice) - opens a new sales invoice prefilled with the customer, currency, tax type, items and payment method.
If the order was created from a price quote with billing items (Stroj, Osoba, Obecná - machine, person, general), the prices from the quote were saved as the project's billing rates. Invoice documents then calculate the hours of machines and people at these prices.
Order PDF
The PDF contains the company logo and details, the customer, dates, payment method, items and signatures. PDF attachments of the order are appended after the order into a single file.
Sales orders in the mobile app
In the Documents & invoicing → Received orders section you can:
- create an order in a wizard ("Who is ordering?"), insert items with the Add from price list button (the price list loads only for users who have at least čtení for the Price quotes module in their Role, see Price list) and select the customer's contact person; a new project is created only when the order is saved,
- sign the order on behalf of your company and send the customer an e-mail with a link for signing,
- have the other party sign the order directly on your phone (Counterparty signature - you hand the device to the customer),
- mark the order as Approved outside the system,
- issue an invoice from the order, share the PDF or delete the order.
Links to other modules
Price quote → Sales order → Invoice document / Sales invoice → Payment