MB-210 Microsoft Dynamics 365 – Create and Manage Sales Order Processing

1. Dynamics 365 Orders

All right, so welcome to this tutorial. In this tutorial, you will learn about Dynamics 365 Sales orders. So, Sales Order is created when a prospect or customer confirms the request. Now, the order can be created in two ways. First is from quotation. So an order can be created from a quote. And users don’t need to enter the product related details and pricing and other details manually in the order. And after creating an order, the respective quote is closed automatically as one, right? So you can create it from a quote. The second way to create an order is create manually. So, an order can be created manually without following the entire sales process. It means you can skip Lead Opportunity Quotation entire process, and you can directly create order and send it to the customer or finalize it with the customer, right? So, users need to enter all the details manually if they want to create orders manually.

So, before I show you how you can create orders, let’s talk about status of orders. So, Status explains the current state of an order and it has five statuses active, submitted, cancelled, fulfilled and Invoiced. And each status has status reason. So, active has three status reasons new, pending, on hold. When the status is submitted, the status reason is in progress. For cancelled status, we have no money as the status reason. With fulfilled status, you have complete or partial as status reason and invoice has invoiced status reason similar to other status reasons.

For quote lead opportunity, you can customize these order status reasons. So, let’s see orders. In Dynamics 365, you can go to Sales Area and under collateral you have orders. And here you have an order. So, this is an order created from a quotation, which we did in the previous tutorial. So, all you need to do is just go to the quotation and click Create Order and the quotation and the order will be created and you can modify the order as per your requirements. And currently it is in active state.

To create a new order, you can just click New and you can follow the step by step process. So, let’s enter the name. Of course, we select the price list, we select the Customer contacts and we can save it. And then you can add products manually, or you can get products from an opportunity. So you select an opportunity, click OK, and you will see that product added to the lines, right? So here you can see the status of the order. So, once the order is created, it will be an active state. You can change the status to submit it. Let’s save it. And in here you will see only one status reason as in progress. Now, after the order is submitted, then once you finalize the pricing in other details, you can click Lock Pricing. So now you will not be able to modify pricing of this particular order.

And you can see the pricing locked is changed to yes. So you cannot modify anything in here so that’s how you can create an order manually. You can also create an order from the quotation so let’s check another order and this is the order. So here you have multiple options you can fulfill the order, you can cancel the order so once you’ve received the order and customer has finalized it then you can fulfill the order. It means you can deliver products and services that you have given so click fulfill order then you can change the status reason whether it’s complete or partial it’s complete then you can put description and click fulfill so the order will be fulfilled. Let’s click fulfill and you will see the status reason is changed to fulfilled and it is in complete state.

You can also cancel an order if customer do not want to continue so you can just click cancel order and the only status reason that we have here is money in case if you want to change it you can change it under customizations and add more as per your requirements click confirm. So now the order is canceled so once the order is canceled you cannot make any changes to it and it is full and final so that’s how you can manage order. So the status is cancelled and status is changed to no money. So that’s it for this video and I will see you in the next video tutorial.

2. Dynamics 365 Invoices

Alright, so welcome to this tutorial. In this you will learn how to create Dynamics 365 Sales Invoices. So let’s talk about invoices. So, Sales Invoice is created to request payment from customers. So once you have fulfilled the order and now you want to request payment, so you can create invoices. So an invoice can be created in two ways. First is from order. So you can create an invoice from an order and again it reuses the order related details. It means product pricing and other details you don’t have to enter manually, it will pick up from the order. And after creating an invoice, the respective order remains unchanged. So in case if you want to create another invoice, or in case if you want to close it manually, you can do that. The second way you can create an invoice is manually. So for companies where they don’t want to follow the entire sales process, they just want to create sales Invoices and send it to the customer for payment.

They can follow the invoice process and they can create invoice manually. And users need to add all the details manually. Let’s talk about the invoice statuses. So statuses, explain the current state of an invoice and you will see three statuses. The fourth state, which is closed status, is depreciated by Microsoft. So you will not see that in Dynamics 65 model driven app. So the first is active, second is paid and third is cancelled. So under each status you have status reason. So under Active you have new, partially shipped, billed, booked and installed. So booked and installed is basically for field service and project service automation. So we’ll not use that for sales in sales you are suggested to use new, partially shipped or build. The next is paid.

So the customer has paid complete or partial. Then you can change the status and if it is canceled, then the status reason will be canceled. Similar to other entities, you can add more status reasons to each status that needs customization. So let’s see that in Dynamics 365. All right, so here I am in Dynamics 365. So we are in order, and right now you can see the order is in Active state. So what you can do, you can just click Fulfill order and mark it complete of partial, click Fulfill and then you can create an invoice from the order. So let’s click Create invoice. So the invoice is generated successfully and you can see the information here. So Sales Invoice has some more information like you have date delivered. It means when the product or services was delivered, you can select here what is the due date for making this payment.

You will send this invoice and that something will show that due date. Then you have shipping method, payment terms, then the bill to customer and other details. Similar to that you have the products available. So this is basically the order. So you can click that and you can see that order and the customer the other details you can mention here it’s basically the notes and you can see the activities and details. So once the invoice is created the next step is to send this invoice to the customer right? Right now you can see it is editable you can make changes then you need to click Confirm Invoice and then it marks it bill so let’s click Confirm Invoice. So status is billed so invoice is sent to the customer and now either customer can choose to pay or you can cancel the invoice. So if you want to cancel the invoice you can click Cancel and here you can change the status to Canceled and click okay. So the invoice will be canceled and will no longer be open if the customer has paid the invoice then you can click Invoice Paid. Then you have option to choose whether the customer has paid complete invoice or partial invoice.

So if you choose Complete click OK the invoice will be marked as Paid and the status reasons will change to Paid and Complete and it becomes non editable. After making the payment you still have option to cancel the invoice if there is any exception that has happened. That’s how you can create an invoice from the order in case if you want to create a new invoice manually, you can click new and you can enter the details.

Of course select the price list, select the Customer Save it, then enter all the other details required. Click here Get Products and you can choose the opportunity to get products from or you can add manually and you can follow the same process that we have seen to confirm the invoice and make the invoice paid when customer makes payment. So that’s how the invoicing works and it’s a very simple straightforward process.

Now we are not going to detail of adding a product because we have already seen that in Opportunity section. So to customize the status reasons you can go to Customizations under advanced settings click Customize the system and entities expand invoice, click Fails Display Name, select the status reason and here you can see you have active status. You have five statuses now these are applied to services and these are three which are related to Sales.

You have closed which is depreciated now it is not available, you have paid complete or partial and you have cancelled which is canceled. So similar to the other status reasons you can also customize and add new status reasons to invoice status. So that’s how you can create invoices manually and create invoice voices from orders in Dynamics 365 so that’s it for this tutorial and I will see you in the next video tutorial.