Sales Orders

Overview

A Sales Order records a customer's order, with its prices, quantities and terms. Use one when there is a delay between receiving an order and delivering it to the customer, for example, when the items must be produced or a service must be rendered before the customer can be invoiced.

You can copy a Sales Order from a Quotation, a Purchase Order, a Campaign or another Sales Order, or create one from scratch. From the Sales Order, each line goes where its Resolve sends it: to a Work Order (Produce), a Purchase Order (Purchase) or stock (Reserve), and then to a Delivery Note and a Customer Invoice (see Transaction Flows).

Before you create Sales Orders, set up:

Your Customers, including their delivery addresses, Credit Terms and sales rep.
The Materials and Services you sell. A material's Resolve setting is copied to the Sales Order line.
The Sales Order Statuses, including the New, Inventory Issued, Delivered and Invoiced defaults.
An output template for the Sales Order (see Output).

Settings

User Settings

Note

The defaults are the values for new databases and new users. Your database may have different values.

Info

Batch updates on the list view also need the General > Batch Updates - Access Allowed setting. The Copy Rule captions say "Sale Orders" on screen.

Setting	Description	Default
Sales Orders > Viewing Allowed	Which Sales Orders you can see: All Active and Pending Active Pending Own (Rep): only Sales Orders where you are the rep. Own (User): only Sales Orders you created. Own Active, Own Pending and Own Pending and Active: each with (Rep) or (User), combining the two. Access Denied: the module does not open.	All
Sales Orders > Editing Allowed	None All Own (User): only Sales Orders you created.	None
Sales Orders > New Allowed	Yes or No. Whether you can create Sales Orders.	Yes
Sales Orders > Deleting Allowed	Yes or No.	No
Sales Orders > Output Allowed	Whether you can print, preview or email Sales Orders: None User Supervisor	User
Sales Orders > Change Sales Order Status up only	Yes or No. If Yes, you can only move a Sales Order forward through the statuses, not back.	No
Sales Orders > Default: Inventory Location	Select the inventory location used by default on your Sales Orders.	None
Copy Rules > Sales Orders - Copy to Work Order	Yes or No. Note: Versions before 26.05 show "Sale Order" in this caption.	No
Copy Rules > Sales Orders - Copy to Purchase Order	Yes or No. Note: Versions before 26.05 show "Sale Order" in this caption.	No
Copy Rules > Sales Orders - Copy to Delivery Note	Yes or No. Note: Versions before 26.05 show "Sale Order" in this caption.	No
Copy Rules > Sales Orders - Copy to Customer Invoice	Yes or No. Note: Versions before 26.05 show "Sale Order" in this caption.	No
Copy Rules > Sales Orders - Copy to Materials Movement (Issue)	Yes or No. Note: Versions before 26.05 show "Sale Order" in this caption.	No
Copy Rules > Sales Orders - Copy to Sales Order	Yes or No.	No
Copy Rules > Quotations - Copy to Sales Order	Yes or No.	No
Copy Rules > Purchase Orders - Copy to Sales Order	Yes or No.	No
Copy Rules > Campaign - Copy to Sales Order	Yes or No.	No
Default Templates > Sales Orders	Your default output template for Sales Orders.	None
Default Transactions View > Sales Orders	The list that opens with the module: Today All Pending All Active All Pending & Active	Today
Point of Sale > Import Sales Orders to PoS - Access Allowed	Yes or No. Whether you can bring Sales Orders into the PoS module (see Point of Sale).	No

General Settings

Setting	Description	Default
Sales Orders & Invoicing > Set Outstanding Quantity by	Which transactions reduce a line's outstanding quantity (Out Qty): Invoices Delivery Notes	Invoices
Sales Orders & Invoicing > Lead days to Sales Order Due Date	Enter the number of days added to the order date to fill in the Due Date (when production must be finished). The field is not filled in if you enter 0.	0
Sales Orders & Invoicing > Lead days to Sales Order Required Date	Enter the number of days added to the order date to fill in the Req Date (when the customer wants the order). The field is not filled in if you enter 0.	0
Sales Orders & Invoicing > Sales Order Date Editable	Yes or No. Whether the Sales Order date can be changed.	No
Sales Orders & Invoicing > Auto Convert to Fixed Unit Price (MUP)	Yes or No. If Yes, materials priced from a price range are converted to a fixed unit price when they are added (see Item Types).	No
Sales Orders & Invoicing > Copy Sales Order Required Date to Work Order Required Date (Disables Work Order Required Date)	Yes or No. If Yes, a Work Order takes its Required Date from the Sales Order, and the Work Order's own Required Date cannot be changed.	No
General > Caption: Reference Field 1 (also 2 and 3)	Enter the caption for each of the three reference fields on transactions, for example, Reference. A reference field with no caption is hidden.	Blank

List View

The list opens in the view set by your Default Transactions View setting. Menu > Views switches between the Transaction view, which displays one row for every Sales Order, and the Items view, which displays one row for every line item on the Sales Order.

Buttons Explained

Button	Description
Reset	Resets the data filters.
Arrow on Reset	Select a filter option: Today All Pending All Active All Pending & Active
View	Lists the Sales Orders that match the filters.
New	Creates a Sales Order.
Output	Prints, previews or emails the selected Sales Orders (see Output).
Actions	A submenu with these options: Batch Update: changes one of these on the selected Sales Orders: Category Due Date Req Date Req Date SO and WO: the Required Date on the Sales Orders and their Work Orders. Status In the Items view, it changes the Category (Item) or VAT of the selected lines. Any custom Actions your administrator set up. They run on the selected rows (see Actions).
Menu	A submenu with these options: View Changelog Views: Transaction or Items Settings: Edit Categories (see Categories) Export: Email Excel, Export Grid Layout: Save Grid, Save Grid (All Users), Restore Grid, Restore Default Grid, Restore Default Grid (All Users)

Filters Explained

Filter	Description
No.	Select the kind of number, then enter it: QT: the Quotation the Sales Order was copied from. SO: the Sales Order number. WO: a Work Order made from the Sales Order. CI: a Customer Invoice made from it. DN: a Delivery Note made from it. The other filters are ignored while a number is entered.
Search	Finds Sales Orders with the text in their reference fields or Order No.
Date	The Sales Order date range: No Date User Date (a range you choose) Today Yesterday This week Last week This month Last month This year Last year Fin year The arrows move the range back or forward.
Transaction (radio button)	Applies the date range to the transaction date.
Due Date (radio button)	Applies the date range to the due date.
Status	Check the status groups to include: Pending Active Complete Cancelled If none of the status groups are checked, all the entries appear.
User	Shows only the Sales Orders created by the selected user.
Rep	Shows only the Sales Orders for the selected rep.
Customer	Shows only the Sales Orders for the selected customer.
Category	Shows only the Sales Orders in the selected category.
Branch	Shows only the Sales Orders for the selected branch.
Stock	Check the checkbox to fill in the Items view's In Stock column with the quantity in stock of each stock line. It is unchecked by default, because the calculation slows the list down.

Fields Explained

Info

Fields marked in green (✎) can be edited.

Column	Description
Status	The Sales Order's status, in the colour of its status group.
SO No.	The Sales Order number.
Date SO	The Sales Order date.
QT No.	The Quotation the Sales Order was copied from.
Rep	The sales rep.
User	The user who created the Sales Order.
Order No.	The customer's order number.
Customer	The customer.
Ref1	The first reference field. Its caption is set in the General > Caption: Reference Field settings, so it may show a different name on your screen.
Ref2	The second reference field. Its caption is set in the General > Caption: Reference Field settings, so it may show a different name on your screen.
Ref3	The third reference field. Its caption is set in the General > Caption: Reference Field settings, so it may show a different name on your screen.
Category	The Sales Order's category (see Categories).
Due Date	When production must be finished.
Due Time	The time on the Due Date.
Terms	The Credit Terms.
Location	Where the order is now (see Header Explained).
Status Note	The note on the Sales Order.
Category (Cus)	The customer's category.
Out Amt	The amount still outstanding.
Req Date	When the customer wants the order.
Req Time	The time on the Req Date.
WO No.	The Work Orders directly linked to the Sales Order.
Currency	The abbreviation of the currency used on the Sales Order.
Controller	The person the Sales Order is assigned to.
Contact	The customer's contact person.
WF No.	The linked Workflow number (see Workspace).
Branch	The Sales Order's branch.
Total (CUR)	The transaction total in its currency.
Total (Exc)	The transaction's VAT exclusive total.
VAT	The amount of VAT on the transaction.
Total (Inc)	The transaction's VAT inclusive total.
PO No.	The Purchase Orders directly linked to the Sales Order.
MMI No.	The Materials Movements (Issue) directly linked to the Sales Order and not to a Work Order.
DN No.	The linked Delivery Notes.
Updated by	The user who last updated the Sales Order.
Updated	The date the Sales Order was last updated.
CPN No.	The linked Campaign or Contract number.
From	The type and number of the transaction it was copied from (for example, QT 2345/1).
Flow	The system-generated number allocated to the transaction flow (all the transactions copied from each other).
Invoiced (Exc)	The amount invoiced so far, excluding VAT.
Approval	The checklist's approval progress, when checklists are used (see Approvals).
CI No.	The linked Customer Invoices.
SM No.	The linked Service Manager ticket number.
CGST Amt	The CGST amount. Only for companies that use GST (India) (see GST (India)).
SGST Amt	The SGST amount. Only for companies that use GST (India) (see GST (India)).
IGST Amt	The IGST amount. Only for companies that use GST (India) (see GST (India)).
Attachments	Shows when attachments are linked to the Sales Order (see Attachments).
Deliver to	The delivery address.
Region	The customer's region.
Menu (...)	A submenu that can also be accessed by right-clicking an entry, with these options: Open Workflow View Job Summary View Customer Summary View linked Transactions View SM Responses (see Service Manager) Copy to Sales Order Copy to Materials Movement (Issue) Copy to Work Order Copy to Purchase Order Copy to Delivery Note Copy to Invoice Edit Delete

Items View: Fields Explained

The Items view displays one row for every line item on the Sales Order.

Column	Description
SO No.	The Sales Order number.
WF No.	The linked Workflow number.
Status (SO)	The Sales Order's status.
Date	The Sales Order date.
Rep	The sales rep.
Order No.	The customer's order number.
Customer	The customer.
Ref	The first reference field. Its caption is set in the General > Caption: Reference Field settings, so it may show a different name on your screen.
Due Date (SO)	The Sales Order's Due Date.
Due Time (SO)	The time on the Sales Order's Due Date.
QT No.	The Quotation the Sales Order was copied from.
Category	The Sales Order's category.
Ref2	The second reference field. Its caption is set in the General > Caption: Reference Field settings, so it may show a different name on your screen.
From (Trans)	The type and number of the transaction it was copied from (for example, QT 2345/1).
Ref3	The third reference field. Its caption is set in the General > Caption: Reference Field settings, so it may show a different name on your screen.
Item	The line number.
Status (Items)	The line's status: Pending, In Progress, Complete or Cancelled.
Description	The line's description.
Unit	The unit.
Location	The stock location.
Qty	The quantity.
Unit Price	The price.
/	The quantity the price is for.
Adj %	The percentage adjustment on the price.
VAT	The total amount of VAT on the item.
Total (Inc)	The item's VAT inclusive total.
Total (Exc)	The item's VAT exclusive total.
/Unit	The price per unit.
Resolve	What happens to the line (see Resolve).
QuoteItem ID	The system-generated number of the Quotation line the line came from.
WO No.	The linked Work Order.
Unit Cost	The line's unit cost.
Group	The line's output group.
Margin	The line's margin.
Profit	The line's profit.
Code	The line's code.
DN No.	The linked Delivery Note.
Out Qty	The quantity still outstanding (see Set Outstanding Quantity by).
From (Item)	The type and number of the transaction the line was copied from (for example, QT 2345/1).
Type	The kind of line (see Item Types).
CGST Amt	The item's CGST amount. Only for companies that use GST (India) (see GST (India)).
SGST Amt	The item's SGST amount. Only for companies that use GST (India) (see GST (India)).
IGST Amt	The item's IGST amount. Only for companies that use GST (India) (see GST (India)).
Tracking	The line's tracking details (see View/Edit Tracking).
Category (Item)	The line's category.
Account	The ledger account.
Category (Mat)	The material's category.
Subcategory	The material's subcategory.
Direct Cost	The line's direct cost.
Deliver to	The delivery address.
In Stock	The quantity in stock (filled in when the Stock filter is checked).
VATType	The VAT Type applicable to the line item.
VAT%	The percentage VAT applicable to the line item.
Enter	Whether prices are entered excluding (Exc) or including (Inc) VAT.
Category (Cus)	The customer's category.
Created by (Cus)	The user who created the customer record.
Created by	The user who created the line.
Subtotal	The item's subtotal (before adjustments).
Adjustment	The adjustment as an amount.
Due Date (Item)	The line's own due date.
Due Time (Item)	The time on the line's own due date.
Region	The customer's region.
Status (WO)	The status of the latest Work Order for the line.
Menu (...)	The same options as on the Transaction view.

Edit View

Buttons Explained

Button	Description
Arrows	Move to the previous or next transaction on the list.
New	Saves the open Sales Order and creates a new one.
Save	Saves your changes.
Output	Prints, previews or emails the Sales Order (see Output).
Status	Changes the Sales Order's status. Moving back is blocked if Change Sales Order Status up only is set, and a status change can wait for checklist approval.
Approve	Appears when checklists are used. Approves the Sales Order (see Approvals).
Arrow on Approve	Select an option: Update Checklist (Auto & Override) Reset Checklist
Links	Lists the transactions linked to the Sales Order. Select one to open it.
Actions	Copy and other actions (see Actions Button).
Menu	A submenu with these options: Find Sales Order No Open Workflow View/Edit Checklist View Job Summary View Changelog View Customer Summary View linked Transactions View SM Responses Delete Sales Order (needs Deleting Allowed) Layout: Save Grid, Save Grid (All Users), Restore Grid, Restore Default Grid, Restore Default Grid (All Users)

Actions Button

Note

A Sales Order must have a branch before it can be copied to another transaction, and if checklists are used, its checklist must be approved first.

Option	Description
Copy to Sales Order	Copies the Sales Order to a new Sales Order.
Copy to Materials Movement (Issue)	Issues stock to the Sales Order (see Resolve). Needs editing access to Materials Movements.
Copy to Work Order	Copies the Sales Order to a Work Order. Lines with the Produce resolve must be copied to a Work Order. Needs editing access to Work Orders.
Copy to Purchase Order	Copies the Sales Order to a Purchase Order. Lines with the Purchase resolve must be copied to a Purchase Order. Needs editing access to Purchase Orders.
Copy to Delivery Note	Copies the Sales Order to a Delivery Note. Needs editing access to Delivery Notes.
Copy to Invoice	Copies the Sales Order to a Customer Invoice. Needs viewing access to Customer Invoices.
Add Attachment	Adds an attachment to the Sales Order (see Attachments).
Add New Customer	Creates a customer.
Edit Customer	Opens the customer's record.
Edit Location lookup list	Edits the list of locations for the Location field.
Add to Point of Sale (POS)	Makes the Sales Order available in the PoS module again (see Point of Sale).
Update the From Transaction	Updates the Sales Order from the transaction it was copied from, or lets you select a different source. You are warned that this breaks the links to downstream transactions.
Update Sales Order from Quotation	Updates the Sales Order from its Quotation. The Quotation is set to Accepted, and its other versions to Lost.
Order Items by Material Category	Sorts the lines by Material Category.
Revert to default Adjustments	Sets the line adjustments back to the defaults.
Custom Actions	Any custom Actions your administrator set up (see Custom Actions).

Header Explained

Info

Fields marked in green (✎) can be edited.

Field	Description
SO No.	The Sales Order number.
Date	The order date. It can only be changed if the Sales Order Date Editable general setting is Yes.
Customer	Select the customer. When you change the customer, you are asked whether to change the adjustments to the customer's, and whether to update the delivery address to the customer's default.
Contact	Select the contact person.
Rep	Select the sales rep.
Reference	Enter a reference. Up to three reference fields can appear, each with the caption set in the General > Caption: Reference Field settings. A field with no caption is hidden.
Ref2	The second reference field, when it has a caption.
Ref3	The third reference field, when it has a caption.
Category	Select the Sales Order's category (see Categories).
Order No.	Enter the customer's order number.
Controller	Select the person the Sales Order is assigned to.
Terms	Select the Credit Terms.
Deliver to	Select the delivery address. The address appears below it.
Due Date	When production must be finished.
Due Time	The time on the Due Date.
Req Date	When the customer wants the order.
Req Time	The time on the Req Date.
Branch	Select the branch.
Location	Select where the order is now, from a list you edit with Actions > Edit Location lookup list.
Status Note	Enter a note about the order's progress.

Info

Fields marked in green (✎) can be edited.

Field	Description
Currency	The Sales Order's currency (see Currencies).
Rate	The exchange rate.
From	The transaction the Sales Order was copied from.
SM No.	The linked Service Manager ticket.
Updated	Who last changed the Sales Order, and when.

Item Buttons Explained

Button	Description
Quote	Adds lines from the customer's Quotations (see the Sales Orders Tutorial).
Material	Adds materials from the material lookup. The lookup's Finished Goods filter is on by default and filters on the material's Type field.
Service	Adds services.
Batch	Adds batch-tracked stock: select stock batches, and each is added with its location and its full batch quantity.
Custom	Adds a custom line.
Set	Enter a percentage next to it and click Set to apply the same Adj % to every line.

You must first select a customer before you can add lines.

Item Fields Explained

Info

Fields marked in green (✎) can be edited. The quantity and prices on estimate lines can be changed, and updated from the linked Quotation if required (Actions > Update Sales Order from Quotation).

Field	Description
ID	The system-generated number for the item.
QuoteItemID	The system-generated number of the Quotation line the line came from.
Item	The line number.
Status	The line's status: Pending In Progress Complete Cancelled
Description	The line's description.
Supplier	The supplier, for lines that are purchased.
Qty	The quantity.
Unit	The unit.
Unit Cost	The line's unit cost.
Unit Price	The selling price.
Fixed Cost	A fixed cost added to the line.
Adj %	A percentage adjustment to the line's price.
Adjustment	An adjustment to the line's price, as an amount.
Total (Exc)	The item's VAT exclusive total in the local currency.
/Unit	The price per unit.
Out Qty	The quantity still outstanding.
Out Amt	The amount still outstanding.
WO No.	The linked Work Order.
/	The quantity the price is for.
Direct Cost	The line's direct cost.
Location	The stock location of the line.
Resolve	What happens to the line (see Resolve).
Ref No.	A reference number.
VAT Type	The VAT Type selected for the line item.
Enter	Whether prices are entered excluding (Exc) or including (Inc) VAT.
VAT	The VAT amount on the line item.
Total (Inc)	The item's VAT inclusive total in the local currency.
Fixed Price	A fixed amount added to the line, for example, a setup charge.
Subtotal	The item's subtotal (before adjustments).
VAT %	The VAT percentage on the line item.
Due Date	The line's own due date.
Due Time	The time on the line's own due date.
Production	A popup with these fields: Cost Centre: select a Cost Centre from the dropdown list. Setup (Hrs): enter the number of setup hours required. Speed: enter how many can be produced in a period. /Hr: enter the period that matches the speed.
Hr/s	The estimate's production hours.
Type	The kind of line (see Item Types).
Group	The line's output group.
Margin	The line's margin.
Profit	The line's profit.
In Stock	The quantity in stock.
Account	The line's ledger account.
Total Cur	The item's total in the Sales Order's currency.
Code	The line's code.
Category	The line's category.
DN No.	The linked Delivery Note.
From	The type and number of the transaction the line was copied from (for example, QT 2345/1).
CPN ProductID	The Campaign product the line came from.
PO No.	The linked Purchase Order.
CGST %	The CGST percentage. Only for companies that use GST (India) (see GST (India)).
SGST %	The SGST percentage. Only for companies that use GST (India) (see GST (India)).
IGST %	The IGST percentage. Only for companies that use GST (India) (see GST (India)).
CGST Amt	The CGST amount. Only for companies that use GST (India) (see GST (India)).
SGST Amt	The SGST amount. Only for companies that use GST (India) (see GST (India)).
IGST Amt	The IGST amount. Only for companies that use GST (India) (see GST (India)).
Tracking	The line's tracking details.
Category (Mat)	The material's category.
Subcategory	The material's subcategory.
Status (WO)	The status of the latest Work Order for the line.
Menu (...)	A submenu with these options: Convert to Fixed Unit Price (MUP): changes a material priced from a price range by quantity to a fixed unit price. You need this to invoice part of the quantity. Copy Item: copies the line. Delete Item: deletes the line. A line linked to a Work Order cannot be deleted. View/Edit Note View/Edit Specification View/Edit Tracking: records tracking details for the line. Open linked Material Item View Material Summary View Detailed Inventory Register Move Up Move Down

Item Types

Sales Order lines use the same types as Quotation lines (see Item Types on Quotations). Estimate lines arrive on a Sales Order when a Quotation is copied.

Statuses

Sales Orders use the statuses set up for the module. See Statuses for the status groups and default statuses.

Item Statuses

Lines have their own fixed statuses, separate from the Sales Order's status:

Lines	Statuses
Line status	Pending In Progress Complete Cancelled

How Sales Orders Work

Resolve

Each line's Resolve says how it is fulfilled. A material line takes its Resolve from the material's setup.

Resolve	Description
Produce	The item is made. Copy the line to a Work Order.
Purchase	The item is bought. Copy the line to a Purchase Order.
Reserve	The item comes from stock, which is reserved until it is issued. Use this for a job that needs no producing or purchasing. To issue the stock, copy the Sales Order to a Materials Movement (Issue), set the correct location and set the status to Issued. Issuing the stock updates the Inventory module.
Reserve (Auto Issue)	The stock is reserved until the Sales Order is set to a Complete status. A Materials Movement (Issue) is then created automatically and issues the stock, so it is no longer reserved. Note: When the stock is issued depends on when you complete the Sales Order: before production starts, or after production is finished.
N/A	No stock action, for example, for services and custom lines.

Outstanding Quantities

Each line's Out Qty and Out Amt show what is still to be invoiced or delivered, depending on the Set Outstanding Quantity by general setting. The list's Invoiced (Exc) and Out Amt columns show the same for the whole Sales Order.

Point of Sale

Users with the Import Sales Orders to PoS - Access Allowed setting can bring Sales Orders into the PoS module. Actions > Add to Point of Sale (POS) makes a Sales Order available there again (see Point of Sale).

Custom Actions

Any custom Actions your administrator set up appear in the Actions dropdown, under a Custom Actions heading.
On the edit view, an Action runs on the open Sales Order.
On the list view, it runs on the selected rows.
After an Action runs, the screen refreshes.

See Actions.

Good Practice

A Sales Order should ideally have an Order No., a delivery address (Deliver to) and a Due Date.

Output Templates

For the data available on output templates, see Output Data Pipelines.

For step-by-step instructions, see the Sales Orders Tutorial.

Sales Orders

Overview#

Settings#

User Settings#

General Settings#

List View#

Buttons Explained#

Filters Explained#

Fields Explained#

Items View: Fields Explained

Edit View#

Buttons Explained#

Actions Button#

Header Explained#

Footer Explained#

Item Buttons Explained#

Item Fields Explained#

Item Types#

Statuses#

Item Statuses#

How Sales Orders Work#

Resolve#

Categories#

Outstanding Quantities#

Point of Sale#

Custom Actions#

Good Practice#

Output Templates#

Overview

Settings

User Settings

General Settings

List View

Buttons Explained

Filters Explained

Fields Explained

Edit View

Buttons Explained

Actions Button

Header Explained

Footer Explained

Item Buttons Explained

Item Fields Explained

Item Types

Statuses

Item Statuses

How Sales Orders Work

Resolve

Categories

Outstanding Quantities

Point of Sale

Custom Actions

Good Practice

Output Templates