Sales Order#

Overview#

Sales Orders are not created directly from this screen. A Sales Order is materialized automatically when someone locks in the Create Sales Order step of an order-fulfillment order — using the client, items, and prices carried over from that order's quotation, plus the expected delivery date and notes entered on the step. This screen is where you look those orders up, review their items, and check whether they've been invoiced yet.

Finding Sales Orders#

1. Open the Orders module (its icon is in the left icon column).
2. Open the Documents dropdown and click Sales Orders.

Sales Orders Table#

Use the search box to find an order by its SO number or client name. Click any row to open its detail page.

Open and Closed Sales Orders#

Three tabs above the table split the register by invoicing, and the page opens on Open (not invoiced):

Changing the tab returns the table to its first page.

Filling In the Create Sales Order Step#

The Create Sales Order form is prefilled from the order's quotation — that's where its customer normally comes from. A workflow can also reach this step with no customer at all: a branch that skips the Quotation step entirely (for example a reorder path), or an order started without one. When that happens the form opens with an extra required field asking for the customer, described first below. Two more header fields matter for what the order does next:

If the company has set line discount presets, each line also has a Disc. % pick — see Order Fulfillment → Line Discount Presets. A discount carried over from the quotation keeps its preset.

Sales Order Status#

A new sales order starts as Pending. Once the order-fulfillment workflow's Create Invoice step raises the first invoice for it, the sales order is automatically moved to Completed and linked to that invoice. More invoices can be issued against the same sales order later (for example for partial billing) — they are all linked to it. You don't change the status by hand from this screen.

Sales Order Detail#

Clicking a row opens the order's detail page:

• Header — the sales order number, client name, status badge, and Grand Total.
• Order Information — Quotation (the source quotation number), Requested delivery date, Created By, Created (date), and Notes.
• Invoicing — shows Not yet invoiced until the Create Invoice step runs. Once invoiced, this section shows the linked Invoice number (click it to open the invoice in Treasury → Receivables) plus that invoice's VAT (12%) and Total (incl. VAT). When several invoices have been issued against the order the label becomes Invoices (N) and every invoice number is listed as its own link.
• Items — the order's line items: Item, Qty, Unit Price, Discount, and Total.
• Order lines — shown once the Sales Order is submitted inside an order: for each line, Ordered, In transit, Delivered and Invoiced quantities, and what is To deliver. See Order Fulfillment.

Recording the Customer's PO#

An order can go ahead before the customer's PO arrives, on an approved Advance Order. Its Sales Order then shows Customer PO awaited — with the date the PO is expected by, when one was given — and a Record customer PO button. Reminders run around the expected date until the PO is recorded.

1. Click Record customer PO

   The Record the customer's PO dialog opens with the order's lines.

2. Enter the PO and check its lines
   Customer PO #*text

   The number on the customer's PO (up to 100 characters).

   PO datedate

   The date on the customer's PO. Default: today.

   PO qty / PO pricenumber

   One pair per order line, prefilled with the order's quantity and unit price (shown beside them as Order qty and Order price). Change a value only where the customer's PO differs. A quantity of 0 counts as the line missing from the PO.
3. Read the result

   Under the lines the dialog says The PO matches the order, or N differences from the order — a different quantity, a unit price that differs by more than half a cent, or a missing line each count as one.

4. If it differs, decide
   What to do*select

   Keep the order as it is or Re-quote. Shown only when the PO differs.

   Reason*text

   Why — kept with the order's history.
5. Click Record PO

   The button is enabled once the PO number is filled in and, when the PO differs, the decision and reason are too.

Extending the Expected Date#

While the customer's PO is still awaited, the Customer PO awaited banner also has an Extend expected date button next to Record customer PO, for when the customer needs more time.

Click Move the date. The banner then reads Changed from … — reason, the reminders on the Advance Order re-arm on the new date, and the move (who, when, from and to, and why) appears on the order's History tab. It is refused if the PO has been recorded in the meantime.

Related Pages#

• Order Fulfillment — the workflow whose Create Sales Order and Create Invoice steps produce these orders and their invoices
• Sales Invoice — the Treasury invoice a Sales Order is linked to once invoiced

💡 Note: Access to this screen depends on your role and permissions. Contact your administrator if Sales Orders does not appear in your Orders module. Sales orders also appear as documents under Orders → Documents.

How It Connects#