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--- erp-manual:cloud:sales:sales-order [2026/01/17 09:58]
Kalpesh Popat [Start]
+++ erp-manual:cloud:sales:sales-order [2026/01/18 11:01] (current)
Kalpesh Popat
@@ Line 1: / Line 1: @@
  ====== Create New Sales Order ======
- ===== Step 1 ======
+ ===== Workflow =====
-  * Click on **Sales Order** from the Menu and then click on **Create New** button
+  * Create Sales Order
+  * Dispatch Item
+  * Record Payment
+  * Create Invoice
- ===== Components of Sales Order =====
+ ===== Step 1: Create New or Edit existing Order ======
-  * Header
+  * **Create New**: Click on **Sales Order** from the Menu and then click on **Create New** button
-  * Line Items
+  * **Edit Existing Order**: Search for the order that you want and then click on the link to open that sales order
-  * Additional Info
-  * Payment Terms
-  * Summary
-  * Save Document
-  * Attachment
-  * Comments
-  * Transaction Actions
- ===== Header =====
+ ===== Step 2: Who is the Customer =====
-{{popup>erp-manual:cloud:sales:soheaderview.png?400}}
+Click **Edit Header**. System will open a popup to edit the information of the header. Following information is required:
-**Step 1:** Click edit Header. System will open a popup to edit the information of the header. following information is required:
+    * **Customer Name**: Select an **existing customer** or **Click +** to add new customer.
+    * **Currency**: Provide the currency of the sale, by default system will show local currency
-    * **Supplier Name**: Select the supplier for the item.
+    * **Order Date**: The date of sale,
-    * **Currency**: Provide the currency of the purchase, by default system will show local currency
+    * **Channel**: Select the appropriate sales channel,
-    * **Required by Date**: Specify the date by when the items are required, this will help purchase department to make priority to complete your purchase
+    * **Billing Name**: This defaults to the customer name, to have a Billing different from customer, select the required billing name.
-    * **Order Incharge** or **Requested by**: This is the person who wants the item, by default system will set the name of the person creating the sales order.
-    * **Billing Name**: Select the billing person, if Billing name is different than the one selected.
     * **Billing Address**: Select the billing address, if Billing address is different than the one selected.
-    * **Delivery Name**: Select the delivery person, if Delivery Name is different than Billing Name
+    * **Comments**: Any comments as needed.
-    * **Delivery Address**: Select the delivery address, if Delivery Address is different than Billing Address
-    * **Comments**: Any comments that will help make the purchase.
-{{popup>erp-manual:cloud:sales:soheaderedit.png?400}}
+After the information that is required is provided, click on the **Confirm** button to close the popup.
-**Step 2**: After the information that is required is keyed in, click on the Confirm button to close the popup.
+ ===== Step 3: Add the items sold =====
- ===== Add / Edit Line Items =====
+**Add item**: In Order item section, There are following option to add new item:
-    * Line Items: Add / Edit items that are required:
-**Step 1:** Add line item: In Line item section, there are following option to add new item:
     * **Scan Barcode or QR code** to add item.
     * Provide the **Item Id** in the box mentioned "Barcode / Id..." and then click the + button to add the item.
     * Click **+ button directly**, this will **open search screen** for users to search and select the item to add.
-{{popup>erp-manual:cloud:sales:solineitemview.png?400}}
-**Step 2:** Provide item details: After the item is added, you can click on Edit button for that item, system will open a popup, and users can provide the following details:
+**Provide item details**: After the item is added, you can click on Edit button for that item, system will open a popup, and you can provide the following details:
-    * Quantity, Cost, Discount, Tax
+    * Provide Quantity
-    * Comments, Reference Code, etc.
+    * Provide Discount detail
-    * After editing is done, click **Confirm** to close the popup.
+    * Select the applicable Tax
+    * Add Comments as necessary.
-{{popup>erp-manual:cloud:sales:solineitemedit.png?400}}
+After editing is done, click **Confirm** to close the popup.
-**Step 3:** Provide Cost Breakup. Click on Action button "..." to open menu specific to the item and select the option "Cost Breakup", a popup will open to provide budget details, and users can provide the following details:
+**Provide Cost Breakup**. This is required only if there is a partner to whom you pay commission
+Click on Action button "..." to open menu specific to the item and select the option "Cost Breakup", a popup will open to provide cost breakup, provide the following details:
     * Click Add Record to add Cost, specify Purpose, Cost amount, comment.
     * Repeat the above step for each additional cost
@@ Line 61: / Line 51: @@
+**Repeat Step 3** for each item to be added in the Order
-**Step 4:** Provide Tax Breakup. Click on Action button "..." to open menu specific to the item and select the option "Tax Breakup", a popup will open to select tax template, and users can provide the following details:
-    * Select the tax template that is applicable for that item.
-    * System will auto calculate the tax breakup and show it on the screen
-    * Instead of coming to the Tax Breakup popup, users can also select the Tax Template directly from the Line Item Edit screen.
-Repeat the Step 1, 2, 3 and 4 for each item to be added in the Line Item
-===== Payment Terms =====
-**Step 1:** Click edit Terms. System will open a popup to edit the information of the terms. following information is required:
-    * Payment date, Credit Days, Payment Terms and Mode of Payment
-    * After editing is done, click **Confirm** to close the popup.
-{{popup>erp-manual:cloud:sales:sopaymentterms.png?400}}
-===== Summary =====
-This section will show the following key information
-  * Values: Total value of the transaction, including tax, discount, total payable
-  * Transaction References: Document ID, Document Code, Document Date, Currency, Budget Used, any other Reference Document that this transaction refers to
-  * Status of the document
-{{popup>erp-manual:cloud:sales:sosummary.png?400}}
-===== Save the Document =====
-After all changes are done, it is necessary to Save the Document, by clicking the button "Save Document", If this is new Document, system will assign the Document ID and Code after it is saved for the first time.
-===== Attachments =====
-Note: Attachments can be added only after document is saved.
-**Step 1:**
-After the document is saved, click on Add button in the Attachment section. This will open a popup for file selection.
-Users can select the file to attach or drag and drop the file on the popup
+===== Step 4: Order Terms =====
-{{popup>erp-manual:cloud:attachment.png?300}}
+**Click edit** in Terms. System will open a popup to edit the information of the terms. following information is required:
+    * Payment date
+    * Credit Days
+    * Payment Terms
+    * Mode of Payment
-**Step 2:** Click confirm to close the popup
+After editing is done, click **Confirm** to close the popup.
-Note: At a time only one attachment can be uploaded.
+===== Step 5: Review Summary =====
-===== Comments =====
+Check following details in the summary:
+  * **Order Total**: Review the value of the transaction, including tax, discount, total payable
+  * **Document details**: Code, Date, currency and the status of the document
+  * **Document status** is updated, according to the quantity ordered vs quantity dispatched: It can be Order accepted, Part dispatched, or full dispatch done
+  * **Finance status** will show 3 levels of Status according to the payment received from the customer: Pending, Part settled or full settled.
-Note: Comments can be added at any time, even if the document status is pending or closed.
-To add comment click on Add button and provide the comment in the popup.
+===== Step 6: Save the Document =====
+After all necessary information is provided and reviewed, Click on **Save** at the top of the screen,
-{{popup>erp-manual:cloud:comments.png?300}}
+You need to **Save each time** any changes are made in the sales document.
-Note: User can edit only their own comment, eg: User A cannot change comment of User B
-===== Transaction Actions =====
+===== Step 7: Record Dispatch, Invoice and Collection =====
-Have quick access to create transaction documents directly from Sales Order screen. Transaction Actions section is located below the Summary section.
+Following **one click** actions are available at the bottom, after the summary, scroll down and find the section.
-You can Create the following documents from Transaction Actions:
+You can Create the following documents in one click:
-  - **Deposit Invoice: ** Create Deposit Invoice if payment is pending or partly completed.
+  - **Deposit Invoice: ** Create Deposit Invoice if customer is paying an advance.
     * Click on Deposit Invoice. A popup will open.
-    * Provide Billing Name, Billing Address, Amount of the Invoice, Ref No (if required) and Ref Date (if required)
+    * Provide Billing Name, Billing Address, Amount paid, Ref No (if required) and Ref Date (if required)
     * Click on Confirm to Create Deposit Invoice.
-  - **Full Invoice: ** Create Full Invoice when payment is completed.
+  - **Full Invoice: ** Create Full Invoice if full payment is done and all items are dispatched.
     * Click on Full Invoice. A popup will open.
     * Provide Billing Name, Billing Address, Ref No (if required) and Ref Date (if required)
     * Click on Confirm to Create Full Invoice.
-  - **Delivery: ** Create Dispatch.
+  - **Dispatch: ** Create one click Dispatch to dispatch all items given in the sales order.
     * Click on Dispatch. A popup will open.
     * Provide Billing Name, Billing Address, Ref No (if required) and Ref Date (if required)
     * Click on Confirm to Create Dispatch.
-  - **Payment: ** Create Payment document. Payment can be created in parts
+    * **Note**: It is possible the system may reject the dispatch if the items are not in the correct location
+  - **Payment: ** Record the Payments being made by the customer in part or full
     * Click on Payment. A popup will open.
     * Provide Currency, Exchange Rate, Amount, Comments
     * Click on Confirm to Create Payment.
+    * Repeat this step for each part payment. eg: If customer is paying in 2 parts - some amount is in **cash** and some amount is in **credit card**: then click this button twice to record both payment separately

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