Sales Order

When to Use

• When customer places an order that will be delivered or invoiced later.
• When company needs approval or confirmation before shipment.
• When ordered quantity, price, discount, tax, payment plan, and reward need to be prepared before final invoice.
• When Sales Order should be tracked against Delivery Order and Sales.

Workflow

1. Open Sales & POS / Orders & Fulfillment / Sales Order.
2. Choose customer, division, department, date, salesperson, currency, and order information.
3. Fill product details with quantity, unit, price, discount, tax, department, and memo.
4. Fill planned payment, reward, points, or additional tax when used.
5. Review total, credit limit, and remaining quantity before saving.
6. Use Delivery Order or Sales to process the order further.

Form Fields

Detail and Calculation

• Detail lines calculate subtotal, discount, tax, and order total.
• Remaining quantity is tracked when order is delivered or invoiced partially.
• Prices and discounts may come from product/customer rules.
• Reward and points can be prepared from the order.

Header Fields

Payment Plan, Reward, and Tax

• Payments can be recorded before the final invoice; payments already received are posted straight away as customer advances (see Order Payments Become Advances).
• Reward and point rules can be calculated from the order.
• Additional tax can be estimated at order stage.
• Final invoice should still be reviewed in Sales.

Checklist Before Saving

• Customer and credit information are correct.
• Product lines use correct unit, quantity, price, discount, and tax.
• Delivery or invoice plan is clear.
• Remaining quantity should be tracked when partially processed.
• Status is correct before continuing to Delivery Order or Sales.

System Process

• Sales Order does not usually post stock or receivable by itself.
• Delivery Order can pull Sales Order to ship goods.
• Sales can pull Sales Order to create final invoice.
• Reports can compare ordered, delivered, invoiced, and remaining quantities.

Order Payments Become Advances New

• When the order is saved, every payment line of type Cash, Check, Bank, or Payment Gateway without a payment discount or fee is posted straight away as a Customer Advances entry numbered SOP/<line number>: Cash/Bank debit, Advance credit. Money already received shows in the ledger and in the advance balance right away.
• Not carried over: Bank Check (giro), advance usage, Points Redemption, and payments with a discount or fee. These are recognised on the invoice, as before.
• Needs one active payment type of kind Sales Advance (the one with the lowest number is used). Without it, order payments are still recognised only on the invoice.
• When the order is pulled into a sales invoice, those payments come in as one advance-usage line per type, so cash is not counted twice.
• Changing or deleting a payment on the order rebuilds its advances. An order that has already been invoiced is not rebuilt. SOP/ advances cannot be changed or deleted from the Customer Advances menu; change them through the order.
• An order opened in POS brings its advances along as advance payment lines. For older orders whose payments were recorded before this feature, POS only shows a warning and does not deduct them from the receipt total.

Common Issues

• Order cannot be pulled: check status and remaining quantity.
• Credit limit warning appears: check customer credit limit and open receivable.
• Price or discount is wrong: check customer price level and discount rules.
• Product not available: check product status and access rights.