
A Sales Order is used to record and track a sale within the Salesorder app. Creating a Sales Order does not affect the Customer balance.
Every sale in Salesorder is defined using a Sales Order Document.
A Sales Order document records sale details like line items, quantities, pricing, discounts, tax details, payment terms, etc.
New Sales Order
A new Sales Order can be defined in the following ways:
Use Sales Order |
To manually create a new Sales Order in Salesorder, go to: SALES > Sales Orders > + |
Use Customer Master |
To create a new Sales Order, go to: SALES > Customers > Select Customer > Actions > New Sales Order |
Use Sales Quote |
To create a new Sales Order, go to: SALES > Sales Quote > Select Quote > Actions > Create Sales Order |
Use Sales Opportunity |
To create a new Sales Order, go to: SALES > Sales Opportunities > Select Sales Opportunity > Actions > Create Sales Order |
Use RMA |
To create a new Sales Order, go to: SALES > RMAs > Select RMA > Actions > Create Sales Order |
Transactions on Sales Order
Salesorder allows you to perform following transactions through a Sales Order Document:
Transaction | More information |
Sales Opportunity | Refer Using Sales Forecasting |
Sales Invoices | Refer Using Sales Invoice |
Cash Sales | Refer Using Cash Sales |
Drop Ship Sales Orders | Refer Using Drop Ship Sales Orders |
Special Orders | Refer Using Special Orders('Just in Time') |
Delivery Notes, Packing Lists | Refer Using Customer Delivery Note | Packing Lists |
Shipments | Refer Using Shipments |
RMA | Refer Using RMAs |
Sales Order Line Item: Indicators

These indicators appear on Line Items in a Sales Order and the Sales Order List.
Configure Sales Order
Configure Sales Order
To configure Sales Order document, go to:
SETUP > Configuration > Sales Order
Or
SALES > Sales Orders > Select Sales Order > Configure
The following configuration options are available:
New Template |
You can create new Sales Order Document templates using this option.
Templates enable you to customize
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Customize Fields |
A Sales Order document consists of fields, sections, tabs and line item table. The Salesorder app allows you to customize all the parts of the document. To customize fields, sections, tabs and Line Item table in the document, refer to Using Customization |
General tab | |
Saving with insufficient stock |
This setting defines the default save behavior of a Sales Order document when there is insufficient stock.
The main purpose of this setting is to allow the system to decide how to allocate stock and whether manual intervention is required.
There are four options:
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Issue warning before saving |
Checking this option, will prompt the user to manual intervene and select a suitable stock allocation option, in case of insufficent stock.
The following options are presented to the user:
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Kit Items: Allow for partial shipments |
Checking this option will enable partial shipments of available stock. In case there is insufficient stock to fulfill a Kit, stock that is available will be shipped. Note: To enable partial shipping, you also need to enable partial allocation for Kit Items. To learn more about Kits, refer Using Kits |
Kit Items: Allow for partial allocation |
Items in Kits get allocated when a user saves the Sales Order. Checking this option will enable partial allocation of available stock in case there is insufficient stock to fulfill a Kit. |
Drop Ship | Special Order Inherit cost from |
The purpose of this control is to determine from where the unit cost is derived and applied. The option are:
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Default Sales Order Template |
Using this option you can choose a template for the Sales Order document.
This template defines:
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Show collapsible sections |
Checking this option, adds controls to collapse the header sections of the document.It implements a drill down effect on the header sections to make the Sales Order document appear compact on the screen. |
Create Invoices | Cash Sales |
Do not inherit xrateWhen checked, this setting forces subsequent Sales Invoices and Cash Sales to inherit the FX rate specified on the respective Sales Order.Invoice only fully shipped linesWhen checked, this setting prevents the selected row being inherited by the Sale Order, if all of the Items have not been shipped. |
Approval |
Always default to Not ApprovedSets the default state of the Sales Order to Not Approved. This control overrides the user’s permission to auto-approve the Sales Order on creation. |
Reference # Generation tab | |
Use Auto-generated Ref # |
Reference numbers can be set to auto-generate by checking this option. |
Ref # Prefix |
You can prefix reference numbers for meaningful distinction and recognition. For example:
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Current Sequence Number |
Reference numbers can be set to increment from a fixed starting point. For more details on customizing Ref #s refer Using Ref #s (Reference numbers) |
Sales Order Document: Reference
Fields in first Section |
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Customer | Customer Name |
Customer # | Customer Ref# |
Owner | The user creating or owning this document. To learn more, refer Using Owners |
Approval | The approval status of the Sales Order. The values are:
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Date | You can choose a date. Default is date on which Sales Order is created. |
Ref # | The unique identifier for this Document. |
Status | The accounting status of this Document. Open: not invoiced. Pending: Awaiting approval. Typically set on a Sales Order captured from an online channel. Pending(Credit): Awaiting credit approval. Fulfilled: Invoiced for the full amount. Over Fulfilled: Invoiced for more than the original balance. Void: Document is not in use. Historical: Transaction importer. Historical transactions . Reports - Refer using Import Data. Memorised: Document saved as a template for Memorised transactions. To learn more, refer Using Memorised Transactions |
Authorized by | The user who approved this Sales Order. |
Template |
The Template applied to this Document. Templates enable you to customize:
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Currency | The Currency in which this Document is presented. See Using Currencies |
Exchange Rate | The applicable exchange rate to convert this Document's currency to the base currency of your general ledger. See Using Currencies |
Shipping Status | This field refelects the status of the Shipment Documents associated with this Salesorder. The status values are:
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Fields in second Section |
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Customer Ref | A unique reference originating from the Customer i.e. Purchase Order #. |
Contact | The main or a selected Contact. In Edit mode you can select from the associated List of Contacts. |
Telephone | The phone number associated with the above Contact. |
The email address associated with the above contact. | |
Emailed on | The date and time the document was last emailed. |
Printed on | The date and time the document was last printed. |
Allocation Status | The stock allocation status of this Sales Order. Values are:
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Back Order | If checked, it indicates a Back Order(Purchase Order) has been created for the corresponding Sales Order. For more details, refer Using Sales Order List (Back Orders) |
Our Ref | Inherited from a Sales Opportunity. |
Job | A reference to the Jobs List. |
Cash Flow Due Date | Refer Using Cash flow due dates. |
Price List | The Price List applied to this Document. Refer Using Price Lists |
Shipping Priority | Shipping priortity is manually set and this value is inherited by the Shipment documents. The value are:
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Hold Shipment | When checked, it sets the Status of Shipment Document to Ship on Hold when creating Shipments. |
Estimated Weight | Estimated weight of all the items in the Sales Order. Gross weight could vary. |
Tax Code / Group | The default Tax code/ Group inherited from the Customer and applied to Line Items on this Document. You can change the Tax code on an Item. to learn more, refer Using Taxes |
Terms | The default Payment Terms inherited from the Customer and inherited by subsequent child Documents. See Using Payment Terms |
Price Level | The Price Level applied to this Document. See Using Price Levels |
Required | An arbitrary required date |
Expected | An arbitrary expected date |
Default Site | The site from which the Sales Order would be fulfilled. |
Tabs | |
Items |
You can view all the Item details such as Description, Unit Price, Qty, Discount, etc. for the Sales Order. To learn more, refer Using Line Items |
Transactions |
This tab provides a granular view of all the transactions on a Sales Order under one dashboard. For eg. For a given order, you can view the Sales Invoice, Shipments and Customer Payment, Credit Note, Customer Statment, Refunds, etc.
For the selected Sales Order, you can view:
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Notes |
You can add notes to the document. To learn more, refer Using Notes |
Addresses |
You can mention billing, shipping and payment addresses using this tab. To learn more, refer Using Addresses |
Shipping |
Shipping details like:
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Customer Message |
Add a message to the Customer. |
Classification |
Refer Using Classifications |
E-Commerce |
If the Sales Order was generated through a Shopping cart or API, this tab will display the following details:
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Sales Order Document: Settings
The document settings are available when creating | editing | viewing a Sales Order document (create | edit | view mode).
The following settings are available:
Save(available in Create | Edit mode) |
Saves the Document. |
Save and New(available in Create mode) |
Saves the new Sales Order document and refreshes the screen for creating the next Sales Order. |
Edit(available in View mode) |
Using this setting, you can switch the Sales Order document to edit mode. |
Memorise(available inCreate mode | Edit mode for Sales Invoices in Memorised status) |
Using this setting, you can schedule to create new Sales Invoice documents automatically at regular intervals of time. The Status field in the Sales Invoice document will be updated as Memorised.To learn how to implement this, refer to Using Memorised Transactions |
Check Stock(available inCreate | Edit mode) |
You can check availability of all the stock for this Sales Order. Or select items in the line item table to view the stock availablity of individual items. |
Edit Allocation(available inCreate | Edit mode) |
Using this option, you can manually select a suitable stock allocation option, in case of insufficent stock. The following options are presented:
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Preferred Suppliers(available inCreate | Edit | View mode) |
The purpose of this control is to override the default supplier preference. The system displays a modal (pop up) box through which the user can change the supplier from the default supplier to a new supplier (preferred). The preferred supplier details are used to create the Drop Ship or Special Order.This control can also be used to direct the Purchase Order generators to select a supplier (preferred) instead of the default supplier. |
Configure(available inCreate | Edit | View mode) |
Takes you to the Sales Order configuration screen. Discussed in the Configuration section in this article. |
Show WMS Stock(available inEdit | View mode) |
Displays the stock in the respective WMS Site, allocated and picked to this Order. It displays a view into the Stock Instance. To learn more, refer Using Stock Manager |
Actions(available inView mode) |
Actions can be used to perform various tasks on a Sales Order -
Create Shipment (Selected Line Items)Shipment documents are used to control the Pick, Pack and Ship workflow. Using this option, you can create a Shipment document for selected line items in the Sales Order. Once the Shipment Document is created, Pick-Pack-Ship process is initiated for the selected line items. Refer Using ShipmentsCreate ShipmentYou can create a Shipment document for the whole order document using this option. Refer Using Shipments Create Sales InvoiceCreate a new Sales Invoice. Refer, Using Sales Invoice Create Cash SaleCapture a new Cash Sale. Refer Using Cash Sale Drop Shipment (Create Purchase Order)Special Order (Create Purchase Order)Print Pick List by OrderPrints a list of items that need to be picked. The records in this case will be grouped by Sales Order Ref#s. Print Pick List by ItemPrints a list of items that need to be picked. The records in this case will be grouped by Items. The below options: Set to Shipped (Selected Line Items)Set to ShippedSet to Not-Shipped (Selected Line Items)Set to Not-Shippedare applicable for businesses that do not use Pick-Pack-Ship process.They function in the following ways: Set to Shipped (Selected Line Items)Using this option, the Shipping Status of the Sales Order is updated to Shipped (if all the line items have been shipped) or Partially Shipped. Set to ShippedUsing this option, the Shipping Status of the Sales Order is updated to Shipped to indicate all the line items have been dispatched. Set to Not-Shipped (Selected Line Items)Using this option, the Shipping Status of the Sales Order is updated to Not Shipped (when no line items have been shipped) or Partially Shipped (when some line items have already been shipped). Set to Not-ShippedUsing this option, the Shipping Status of the Sales Order is updated to Not Shipped. Create Delivery NoteYou can use this option to create a Delivery Note for the given Sales Order. Delivery Notes | Packing Slips enable the Customer to check what was delivered against what they bought for reconciliation purposes. Create Sales OpportunityRefer Using Sales ForecastingCreate JobRefer Using Jobs Create RMAInitiate a RMA. Refer, Using RMAs Create CopyCreates a copy of the Sales Order. Show HistoryYou can view the complete history of the Sales Order Document and who has performed them. Take OwnershipYou can transfer document ownership using this option. Void this documentDocuments can be voided to imply that they are not in use. It is a soft delete.Voided Documents remain in the system and are set to Void status. You can still search for the document on the app. Once a Document is voided it cannot be edited or changed in any way (you can attach a Memo though).DeleteThis option permanently deletes the Document from the Salesorder app. You cannot recover the document once it is deleted. Also, you will not be able to search for the document in the Salesorder app. However, you do have an option to view the history of the deleted Document. Go to, ACCOUNTING > Find Transactions > Search Document History Hence, caution is advised in using the Delete option. |
Edit | View mode) |
You can print Sales Order document using this option. The document is printed as a PDF and the print style and layout depends on the template set for the Sales Order document. Refer to the Template field in the Reference section in this article. |
View mode) |
You can send emails directly from the Sales Order document. The email message will automatically include the Sales Order document as a PDF attachment.
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Help(available inCreate | Edit | View mode) |
Takes you to the Salesorder help documentation. |
Sales Order Lists enable you to perform tasks on Sales Orders in batches.
To learn more about batch processing of Sales Orders, refer to Using Sales Order List