Create New Sales Order

• Click on Sales Order Menu and then click on Create New button

• Header
• Line Items
• Additional Info
• Payment Terms
• Summary
• Save Document
• Attachment
• Comments
• Transaction Actions

Step 1: Click edit Header. System will open a popup to edit the information of the header. following information is required:

• Supplier Name: Select the supplier for the item.
• Currency: Provide the currency of the purchase, by default system will show local currency
• Required by Date: Specify the date by when the items are required, this will help purchase department to make priority to complete your purchase
• 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
• Delivery Address: Select the delivery address, if Delivery Address is different than Billing Address
• Comments: Any comments that will help make the purchase.

Step 2: After the information that is required is keyed in, click on the Confirm button to close the popup.

• 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.

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:

• Quantity, Cost, Discount, Tax
• Comments, Reference Code, etc.
• 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:

• Click Add Record to add Cost, specify Purpose, Cost amount, comment.
• Repeat the above step for each additional cost
• After cost is provided, click Confirm to close the popup

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

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.

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

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.

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 2: Click confirm to close the popup

Note: At a time only one attachment can be uploaded.

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.

Note: User can edit only their own comment, eg: User A cannot change comment of User B

Have quick access to create transaction documents directly from Sales Order screen. Transaction Actions section is located below the Summary section.

You can Create the following documents from Transaction Actions:

1. Deposit Invoice: Create Deposit Invoice if payment is pending or partly completed.
   • 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)
   • Click on Confirm to Create Deposit Invoice.
2. Full Invoice: Create Full Invoice when payment is completed.
   • 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.
3. Delivery: Create Dispatch.
   • 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.
4. Payment: Create Payment document. Payment can be created in parts
   • Click on Payment. A popup will open.
   • Provide Currency, Exchange Rate, Amount, Comments
   • Click on Confirm to Create Payment.