Sales Order Checklist

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1. Pre-Sales Activities.
   • Use a mailing list. Before you can sell a product you must have contact information of potential buyers. You can try to use your company’s mailing list to identify customers who may be interested in your product/service. Use this list to get email addresses of prospects.
   • Use your phone call records. You might talk with customers yesterday, this week, last month, etc. Perhaps, you made some records on their contacts. Now you can use this information to supplement your contact list with more names and phone numbers.
   • Process customer enquiries. You can use your company’s enquiry processing system to view customer requests and understand customer needs and expectations. This information is helpful for you as it lets you plan a focused sales strategy ahead.
   • Prepare quotations. Finally, you use all the information gathered at the previous steps to determine what products are in demand of your customers and what quotations you must prepare. This activity is the final one. Next you must proceed to sales order processing.
2. Order Processing.
   • Company information. A typical sales order starts with company information. You can follow this idea and create a sales order template that starts with Name, Logo and Contacts of your company. The template will be used for all sales orders.
   • Customer and item information. Next you can add information about customers and products to your sales order template. You need to list customer details such as Name and Contact Info. Product information should be clearly provided in the template. It includes Full Product Name and Quantity.
   • Pricing. You need to add price per item. Pricing depends on the quotes you’ve identified at the previous steps. Do not forget to add the total price for total product quantity.
   • Delivery. This information defines rules and time duration for delivering ordered products from the seller to the buyer. A delivery schedule can be added as an annex to each sales order. Meanwhile, it is required to mention delivery time in sales orders.
   • Billing information. In your sales order template you need to add an area dedicated to billing information which includes details on how to make payment and want address to send the bill to.
3. Inventory Sourcing.
   • Product Availability. Before you can complete your sales order and send it to your customer, you must be sure that required items are available. For this purpose you can contact your company’s inventory division or stock to check product availability. In case required items are unavailable, you must check supply options (see the next step).
   • Product Supply. Required items can be supplied if they are unavailable. Your goal is to define sources and delivery time. Again you can contact the inventory division to get the necessary information. Here’re some supply options you may get from the inventory division:
     • Necessary products are supplied directly from the stock.
     • Initiate replenishment activities through a production order or a purchase order.
     • Ship the products either by an external supplier or from another warehouse.
4. Delivery & Invoicing.
   • Delivery Review. When you ensure that required items are available or supplied, you can start the delivery process. It means you either personally or through a delivery agent organize the delivery process. As a person responsible for the sale order, you must review this process all the time until the products are successfully delivered and accepted by the buyer. Be sure that delivery documents, picking, packing and handling are done appropriately.
   • Invoicing. Along with delivery review, you need to create invoices for deliveries and services. Also you can make credit and debt memos. All this information will help ensure money transfer. Contact your accounting department to discuss and settle any issues related to invoicing and payment control.
5. Analysis & Reporting.
   • Analysis. This step means that you need to analyze all the steps done to determine success or failure of your sales order management activity. The key criteria are:
     • Items have been delivered to the customer.
     • The customer has paid the invoice.
     • The accounting department has received the money.
     • Both your company and the customer are satisfied with your work.
   • Reporting. The final step is to write a report on the work...

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