Managing dates on Quotes, Sales Orders, and Invoices

There are several dates that you can track and manage for transactions in shopVOX. This article will help you understand the different dates and how to change them to stay organized.

Quote Dates

Here's a list of the different dates you'll find on a quote.

Field

What is it used for?

Required?

Quote date

What date was this quote created on?

Expiry date

What date does this quote become no longer valid? Once this date passes, shopVOX will automatically change the Status to "Expired"

Due date

Has your customer given you a due date of when these items need to be completed? When you convert to the Sales Order, we'll default the SO Due date to this date, if you enter one.

🚫

In hand date

Traditionally used in promotional products, the In hand date is when your customer absolutely has to have their items "in hand" or in their possession. This carries over to the Sales Order when you convert the Quote.

🚫

Ship date

On what day do you need to ship the customer's items? This carries over to the Sales Order when you convert the Quote.

🚫

Closing date

What date do you expect the customer to actually move forward with the Sales Order? This is used along with the Closing potential field for sales forecasting on the Business Intelligence dashboard.

🚫

Customer PO date

What date is included on the Purchase Order you received from your customer?

🚫

Quick Tip: Just because you can track all these dates, doesn't mean that you actually have to. Pick the few that are meaningful for your and your team and then hide the rest by deactivating them on the Forms settings.

Sales Order Dates

Here's a list of the different dates you'll find on a sales order.

Field

What is it used for?

Required?

Order date

What date was this sales order created or converted on?

Due date

When does this order need to be completed by?

In hand date

Traditionally used in promotional products, the In hand date is when your customer absolutely has to have their items "in hand" or in their possession.

🚫

Ship date

On what day do you need to ship the customer's items?

🚫

Install date

What date are you planning to install the items on this Sales Order?

🚫

Customer PO date

What date is included on the Purchase Order you received from your customer?

🚫

Quick Tip: The Due Date field can mean many different things to different shops. It could be when the order needs to ship to meet the customers deadline. If you're not shipping, it could be when the customer is going to pick the order up. Whatever the Due Date is for you, make it 100% clear to your entire team because it's such an important date within shopVOX.

Invoice Dates

Here's a list of the different dates you'll find on an invoice.

Field

What is it used for?

Required?

Invoice Date

What date was this invoice generated on?

Invoice Due date

When is payment due on this invoice?

Ship date

On what date do you need to ship the customer's order?

🚫

Customer PO date

What date is included on the Purchase Order you received from your customer?

🚫

How to change dates on transactions

  1. Navigate to the transaction you want to change the date for
  2. Click the Pencil (Edit) icon
  3. Find the date you wish to change.
  4. Click the calendar icon to open the datepicker or simply key in the new date.
  5. Scroll down and click Save

How helpful was this doc?