As a business owner, it should be a priority to have tools for order tracking. You should use a standard document that will allow you to record every order that your clients place. Not only will you have an efficient process in providing the clients with products and/or services but you can also have an organized internal accounting or auditing process.
A sales order confirmation is a document given to the customer to confirm his or her order. The document contains details about the specifications of the ordered product or service such as price, quantity, buyer details like the shipping address, billing address, mode of payment and terms and conditions. If you want to use a professionally created template for your business’ sales order confirmation, we have provided editable templates below.
As sales order should not be confused with a purchase order. The main difference between the two is their origin–a purchase order comes from the customer formalize his/her purchase and a sales order comes from the seller to confirm his/her order. A sales order confirmation is sent to the buyer to present the details about the order. The seller can then proceed to prepare the products and/or services should there be no issues or changes.
When there is no available option to order online, businesses jot down the orders of their clients through phone call or personal conversation. To make sure that the right products and services can be given to the client, a confirmation of verbal order will be issued. The document presents the details about the order such as the name of the product or service, quantity, total amount, and so on. Basically, it is purchase confirmation that reaffirms the order that has been placed.
Unlike a sales invoice, a sales order confirmation is basically a document that lists down all the products or services that the client ordered. The sales order confirmation is based on the purchase order which means that the client has agreed to the initial sales quote. Although some businesses skip this step of the process, they may be required to do so especially when the client requests for the confirmation. If you want to have a template on standby, you can download this template from this article.
There is a risk of taking orders through phone call or personal conversation; customers may change their minds while you’re already in the process of preparing the product or service. That’s why it is crucial to give them a confirmation letter or document to make sure they can review their orders and change some things before they are prepared and delivered. The document will reiterate the orders the client has placed along with the corresponding specifications.
The sales order confirmation will allow your customers to review the order they have placed. It allows them to make changes and confirm the products or services that have been listed. Your sales order confirmation is an extension of your brand; hence, the importance of incorporating your brand image on the document. It should include your business name, company logo, and other pertinent information. The format and layout should be simple and comprehensive to avoid miscommunication. If you are looking for a template for this, you can download this editable template for free from this article.
After your client fills out your sales order form, you should get send a confirmation to ensure you send the right products or provide the right services. Your sales order basically confirms the order that has been placed to allow the client to review, check, and give the go signal. But aside from the confirmation document, you can also include the terms and conditions relevant to the placing and confirming of order. The document should present the rules and policies that your company implements regarding this matter to achieve compliance and avoid any legal repercussions.
Since the sales order confirmation will help you get the go signal for the orders the client has placed, it will help you work efficiently and help you avoid unnecessary expenses. But you need to make sure that your document is comprehensive and easy to understand; it should provide all the necessary details about the product or services that have been ordered just like in a receipt. To make sure you have a legit example when you create your own, you can download this example we have provided.
Although it is not really necessary to give sales order confirmations to your clients, you may be asked to do so per the clients’ request. It is important to consider the contents of your sales order confirmation; you should include the logo, name, and address of the company, and the order confirmation number (or even the invoice number). You should also include the name of the customer along with his/her contact information.
A sales order confirmation will help you work efficiently, maximize your time, lessen your workload, and organize your overall accounting process. So, if you want to save some time and work conveniently, you can download all the printable templates we have provided in this article. You can easily edit these templates in any version of Google Docs, MS Word, and Apple Pages. Do not waste time with creating your sales order confirmation from scratch, download our professionally designed templates today!