Sales Orders
Sales orders are confirmed orders from customers. They represent a commitment to deliver products or services at agreed prices. Once confirmed, a sales order can be fulfilled, converted to an invoice, and affects your stock levels.
What are Sales Orders?
A sales order is a confirmed order from a customer. It specifies what to deliver, in what quantity, at what price, and from which warehouse. Sales orders can be created from scratch or converted from accepted quotations. When confirmed, they reserve or reduce stock depending on your configuration.
How to Create a Sales Order
Sales Order Form Fields
| Field | Required | Description |
|---|---|---|
| Customer | Required | The customer placing the order (e.g., Acme Corp, Global Traders). |
| Order Date | Required | The date the order was placed. |
| Delivery Date | Optional | Expected or requested delivery date. |
| Reference Number | Optional | Auto-generated. A unique identifier for the order (e.g., SO-001). |
| Warehouse | Required | The warehouse from which items will be fulfilled. |
| Items | Required | Line items with product, quantity, rate, and amount. |
| Discount | Optional | Overall discount (percentage or fixed amount) applied to the total. |
| Tax | Optional | Auto-calculated based on item tax rates and totals. |
| Shipping Charges | Optional | Additional shipping or delivery charges. |
| Notes | Optional | Internal or customer-facing notes. |
Items Line Detail
Each line item in a sales order includes:
Sales Order List
The sales order list shows all orders with key details:
Sales Order Statuses
- Draft — Work in progress. Does not affect stock.
- Confirmed — Order is confirmed. Stock is reserved or reduced.
- Delivered — Order has been fulfilled and delivered to the customer.
- Cancelled — Order has been cancelled. Reserved stock is released.
How to Convert Sales Order to Invoice
When you are ready to bill the customer, open the confirmed sales order and click "Convert to Invoice" (or similar). A new sales invoice will be created with the same customer, items, and amounts. You can then send the invoice to the customer for payment.
How Stock is Affected
When a sales order is confirmed, stock is typically reserved or reduced from the selected warehouse. Reserved stock is held for the order and not available for other orders. When the order is delivered or invoiced, the reservation may be converted to an actual deduction. If the order is cancelled, reserved stock is released back to available inventory.