Sales Orders

Manage customer commitments and stock reservations.

Interface Overview

Business Overview

A Sales Order confirms a customer's intent to buy. It helps your team plan fulfillments and can be used to reserve stock items so they aren't sold to other customers.

Workflow Integration

Sales Orders serve as an intermediate step between Estimates and Invoices in the sales workflow:

• Estimate → Sales Order: Formal confirmation of customer acceptance
• Sales Order → Invoice: Final billing and revenue recognition
• Stock Reservation: Orders can reserve inventory to prevent overselling

Actions

Creating a Sales Order

Method 1: Standalone Creation

1. Go to Sales > Orders.
2. Click the Add Order button.
3. Customer: Select the client.
4. Delivery Branch: Choose which location will fulfill the order.
5. Items: Add the products.
6. Click Save & Post.
7. Effect: This does not record revenue, but it can "Reserve" stock if enabled in your settings.

Method 2: From Estimate

1. Create a new Sales Order
2. Use the "Load from Estimate/Proforma" dropdown selector with embedded search
3. Select from accepted estimates/proformas only
4. All estimate data (customer, items, pricing, terms) loads automatically
5. Modify as needed and save
6. Estimate conversion count is incremented
7. Effect: Parent document relationship is established

Viewing & Status Tracking

|- Monitor the Sales Order List to see which orders are "Draft", "Pending", "Accepted", or "Invoiced"

• Parent Reference: Orders show their source estimate/proforma in detail view
• Conversion Tracking: Shows how many invoices have been created from each order

Updating an Order

1. Open a Draft or Pending order and click Edit.
2. Add or remove items.
3. Click Update.

Voiding an Order

1. Open the Sales Order and click Void.
2. Effect: The commitment is cancelled, and any reserved stock is released back into general inventory.

Workflow Conversion

Sales Orders can be converted to Invoices in two ways:

Method 1: Direct Conversion

1. Open the Sales Order detail view
2. Click "Convert to Invoice" button
3. The system creates a new invoice with all order data
4. Order conversion count is incremented
5. Order status changes to "Invoiced"

Method 2: Via Invoice Creation

1. Create a new Invoice
2. Use the "Load from Sales Order" dropdown selector with embedded search
3. Select from accepted sales orders only
4. All order data (customer, items, pricing, terms) loads automatically
5. Modify as needed and save
6. Order conversion count is incremented
7. Order status changes to "Invoiced"

Status Tracking

• Draft: Initial state, editable
• Pending: Awaiting customer confirmation
• Accepted: Customer confirmed the order
• Invoiced: Converted to invoice
• Cancelled: Order cancelled by customer or business

Stock Management

• Reservation: Orders can reserve stock to prevent overselling
• Reservation Release: Cancelled orders release reserved stock
• Inventory Impact: No stock deduction until converted to invoice