Sales Orders

A sales order (SO) is a confirmed commitment to deliver goods or services to a client. Sales orders are the core transactional documents of the sales process — they track what was promised, when it should be delivered, and from which warehouse the goods will be fulfilled.

Sales orders can be created directly for routine or repeat orders, or they can originate from an accepted sales quotation through the conversion process. Once confirmed, a sales order drives the fulfillment workflow: warehouse picking, delivery, and eventually invoicing.

Creating a Sales Order

To create a new sales order:

1. Navigate to Sales > Orders in the sidebar.
2. Click New Order.
3. Fill in the order details:
   • Order Number — A unique identifier for this order (e.g., SO-2026-0055).
   • Client — Select the client from your business partners.
   • Warehouse — The warehouse from which goods will be picked and shipped.
   • Order Date — The date the order was placed (defaults to today).
   • Requested Delivery Date — The client’s requested delivery date (optional).
   • Currency — The currency for all amounts on this order.
   • Price List — An optional price list to reference for pricing.
   • Payment Terms — The payment terms for this order (optional).
   • Contact Person — The client’s contact person for this order (optional).
   • Notes — Any instructions or comments visible to the client.
   • Internal Notes — Notes visible only to your team.
4. Click Create to save the order in Draft status.

Creating an Order from a Quotation

The most common way to create a sales order is by converting an accepted quotation:

1. Navigate to Sales > Quotations and find the accepted quotation.
2. Click Convert to SO on the quotation.
3. Provide the order number and select the warehouse for fulfillment.
4. The system creates a new sales order in Draft status with all the quotation’s line items, pricing, and terms carried over automatically.
5. The original quotation is marked as Converted and becomes read-only.

This ensures a seamless handoff from the negotiation phase to the fulfillment phase, with a clear link between the quotation and the resulting order.

Managing Order Lines

Add or review the items on the order:

1. Find your order in the list and click the Lines action.
2. Click Add Line for each item:
   • Product — Select a product from your catalog (optional — you can also enter custom items).
   • Description — A description of the item or service.
   • Quantity — How many units the client ordered.
   • Unit — The unit of measure (e.g., piece, kg, box).
   • Unit Price — Price per unit.
   • Tax Rate — The applicable tax percentage (optional).
   • Discount — A line-level discount percentage (optional).
   • Notes — Any line-specific notes or specifications (optional).
3. The system automatically calculates line totals, tax amounts, and discount amounts based on the quantity, unit price, tax rate, and discount percentage.
4. Lines can be added, edited, or removed while the order is in Draft status.

Each line tracks its own fulfillment progress — the Shipped quantity shows how much has been delivered so far, and the Status reflects whether the line is open, partially shipped, or fully completed.

Sales Order Lifecycle

Sales orders follow a structured lifecycle that tracks progress from preparation through fulfillment:

Confirming an Order

Once an order has been approved through the internal approval process:

1. Click Confirm to mark the order as confirmed.
2. The order is now communicated to the client as a binding commitment (the order acknowledgment).
3. After confirmation, the order moves into the fulfillment phase.

Note: Confirming the order within the system records it for tracking purposes. You should also send the order acknowledgment to the client through your usual communication channels.

Creating a Delivery Note from an Order

Once a sales order is Confirmed or Processing, you can create a delivery note directly from it:

1. Find the order in the list and click the Create Delivery Note action (truck icon).
2. Fill in the delivery details:
   • Delivery Number — A unique identifier for the delivery (e.g., DN-2026-0042).
   • Warehouse — The warehouse from which goods will be shipped (pre-filled from the order).
   • Delivery Date — The planned dispatch date (optional, defaults to today).
   • Carrier — The shipping carrier or courier (optional).
3. Click Create to generate the delivery note.

The system automatically creates delivery note lines from all order lines that have remaining unshipped quantities. The delivery note is created in Draft status, ready for your warehouse team to begin picking.

Creating an Invoice from an Order

Once a sales order is Confirmed, Processing, Partial, or Completed, you can create an invoice directly from it:

1. Find the order in the list and click the Create Invoice action (invoice icon).
2. Fill in the invoice details:
   • Invoice Number — A unique identifier for the invoice (e.g., INV-2026-0100).
   • Invoice Date — The billing date.
   • Due Date — The payment due date.
   • Billing Address — The client’s billing address (optional, select from their addresses on file).
3. Click Create to generate the invoice.

The system automatically creates invoice lines from all order lines that have remaining uninvoiced quantities. Line totals, taxes, and discounts are calculated automatically based on the order pricing. The invoice is created in Draft status, ready for review before sending.

Cancelling an Order

You can cancel a sales order while it is in Draft, Confirmed, or Processing status:

1. Click Cancel on the order.
2. All open and partially shipped lines are automatically cancelled.
3. The order moves to Cancelled status and no further actions can be taken.

Use this when a client cancels their order or when an order was created in error.

Closing an Order

Once an order is Completed (all items shipped) or Partial (some items shipped with the remainder no longer needed):

1. Click Close on the order.
2. All non-terminal lines are automatically closed.
3. The order moves to Closed status, which is its final state.

Closing is an administrative action — use it to formally conclude an order, especially when a partial delivery has been accepted by the client as final.

Deleting an Order

Sales orders can only be deleted while they are in Draft status. Once an order has been submitted for approval or has moved to any other status, it is part of your records and cannot be deleted — use Cancel instead.

Viewing Order Details

Click View Details (the eye icon) on any order to see a comprehensive summary, including all header information, pricing totals, fulfillment progress, delivery dates, and notes.

Tips

• Number your orders consistently — Use a clear numbering scheme (e.g., SO-YYYY-NNNN) to make orders easy to find and reference.
• Choose the right warehouse — Select the warehouse that is best positioned to fulfill the order efficiently, considering stock availability and proximity to the client.
• Set delivery expectations early — Fill in the requested and promised delivery dates to help your warehouse team plan fulfillment.
• Use internal notes — Record context about special arrangements, delivery instructions, or client preferences that your team should know.
• Review lines before confirming — Once confirmed, the order becomes a binding commitment. Double-check quantities, prices, and terms before confirming.