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Customize your sales order forms

Watch a 3-minute tutorial about customizing forms

You can change the names and layout of the fields of a sales order to fit the needs of your company by customizing a sales order form template.

What kinds of sales order templates can I use?

There are a number of sales order templates you can use and customize. The easiest ones to use are the predesigned sales order templates that you can download for free from the QuickBooks Template Gallery.

In addition to the predesigned sales order templates, you can customize the regular sales order templates in your Templates list.

To do this task

  1. Make sure the sales order feature is turned on.

    Portions of this feature are available only in the Premier and Enterprise Solutions editions. In QuickBooks Pro, you can work with existing sales orders but cannot create new ones.

    Only the QuickBooks Administrator can do this.

    To do this task

    1. Open the sales and customers preferences.

      To do this task

      1. Choose Edit > Preferences.

      2. On the left side of the Preferences window, click Sales & Customers.

      3. Click the Company Preferences tab.

    2. Select Enable Sales Orders. This gives you the ability to display and fill out the sales order form.

    3. To have QuickBooks warn you when you try to record a sales order with the same number as an existing sales order, select Warn about duplicate Sales Order numbers.

    4. If you don't want QuickBooks to print items with zero amounts, select Don't print items with zero amounts.

    5. Click OK.

    Note: If you turn off the Sales Order feature, you can work with existing sales orders but cannot create new ones.

    See also

  2. Go to the Customers and click Create Sales Orders. Shortcut

    The form you see onscreen is not how your sales order looks when printed. Click Print Preview at the top right-side of the form to see how it will print and then click Close.

  3. Select the template you want to use:

    1. Click the Customize drop-down arrow and then click Manage Templates.

      Note: You may need to resize or maximize the window to see the Customize drop-down arrow.

    2. In the Manage Templates window, click each template in the list to see how the form will print. The template appears in the Preview section of the window.

    3. If you don't see one you want, click Download Templates to download more for free from the QuickBooks Template Gallery. Click Open (not Save) when you download a form from the template gallery to ensure that it appears in your templates list.

      Note: Templates that begin their names with "Intuit" are usually for preprinted forms—you can make only limited changes to these types of forms.

  4. Once you select a template, click OK to begin making changes to it, or copy it first to create a new template:

    1. Click the Copy button in the Manage Templates window.

      The template appears in the Select Template list with the words "Copy of:" in front of the name.

    2. In the Template Name field on the right side of the window, rename the template.

    3. Click OK to save the template with the new name. The Basic Customization window opens.

    Note: If a "Locked Template" message appears, either click Cancel to select another template, or click Make a Copy. Be sure to rename the copy.

  5. Customize your template.

    From the Basic Customization window you can:

    From the Additional Customization window you can:

    From the Layout Designer you can:

  6. Preview the form: The final step in customizing your form is seeing how the form looks onscreen and in print preview.

    Look at the form onscreen and then do a print preview to see how it looks when it's printed. Since what prints on the form can be (and probably is) different from what you see onscreen when you fill out the form, consider both uses.

    To do this task

    1. Open the form onscreen to see how the template affects what you see in the form window.

      Things to think about
      • Does it have all or most of the fields you need when you fill out the form onscreen?

      • Does it have enough room for you to enter your line item descriptions?

      • If you want to print shipping labels, does it have a Ship To box?

    2. Click the Print Preview button at the top right side of the form to see how the printed form will look. (What you see onscreen is probably different from what you see when the form is printed.)

      Templates list in form window

      Things to think about
      • Does it show enough (or not too much) detail for your customers or vendors?

      • Does it have a special section, like a tear-off (remittance) section or a signature line?

      • Does it have all the information your customers or vendors need when they receive the form?

      • Will you be printing the form on an Intuit preprinted form? If so, make sure there are no lines or borders around any of the fields.

When you open a form, such as an sales order, it uses the template that was last used. If you need to reselect this customized template, click the drop-down arrow at the top right side of the form and select it from the list.

Templates list in form window

KB ID# H_CUSTFORM_OV_CSTMZ_SALES_ORDERS
9/1/2014 6:37:12 AM
PPRDQSSWS402 9102 Pro 2013 63b4f8