Sales Orders Overview
What is Sales Orders?
Sales Orders is your order management system that converts customer commitments into trackable transactions. It captures customer orders with all commercial terms, manages fulfillment status, generates invoices, and tracks delivery progress from order creation to payment collection.
Who Uses This?
Sales Team
Create and manage customer orders, track fulfillment status
Warehouse Team
View dispatch requirements and update delivery status
Finance Team
Generate invoices, track payments, monitor outstanding amounts
Department Heads
Track departmental sales, monitor order pipeline
Key Features
Order Management
- Customer Selection: Quick search and select from customer master
- Multi-Item Orders: Add multiple products per order
- Pricing Control: Apply customer-specific pricing and discounts
- Tax Automation: Auto-calculate GST based on customer GSTIN
- Payment Terms: Set credit terms and payment schedules
Fulfillment Tracking
- Status Management: Track from Open to Fully Fulfilled
- Partial Fulfillment: Handle multiple deliveries per order
- Invoice Generation: Create proforma or tax invoices
- Delivery Challan: Generate delivery documents
- Approval Workflow: Route orders for multi-level approvals
How It Works
Typical Workflow
- Create Order: Select customer, add items with quantities and prices
- Add Terms: Set delivery date, payment terms, and reference details
- Submit for Approval: Route to approvers if workflow is configured
- Dispatch Goods: Create delivery challan and mark items dispatched
- Generate Invoice: Convert order to tax invoice once goods delivered
- Track Payment: Monitor payment receipt against invoice terms
Understanding Order Status
Sales orders progress through different statuses based on fulfillment and invoicing:
| Status | What It Means | Next Action |
|---|---|---|
| Open | Order created but no items dispatched yet | Create delivery challan or dispatch goods |
| In Review | Submitted for approval, awaiting authorization | Approver reviews and approves/rejects |
| Partial Fulfilled | Some items dispatched or invoiced, some pending | Complete remaining dispatches |
| Fully Fulfilled | All items dispatched and invoiced completely | Track payment receipt |
Getting Started
| Task | Guide | Time Required |
|---|---|---|
| Create New Sales Order | How to Add Sales Order | 5-8 minutes |
| View Order Details | How to View Sales Order | 2 minutes |
| Generate Invoice | How to Generate Invoice | 3 minutes |
Related Sections
- Customers - Manage customer master data
- Quotations - Convert quotes to orders
- Invoicing - Generate tax invoices
- Delivery Challan - Create delivery documents
- Payment Received - Track payment collection
Quick Tips
Best Practices
- Always verify customer address before creating order to avoid delivery errors
- Set realistic delivery dates that your warehouse can meet
- Use reference field to capture customer PO number for tracking
- Apply discounts at item level for better reporting visibility
- Submit orders for approval before EOD to avoid fulfillment delays
- Create delivery challan before goods leave warehouse for legal compliance
Need help? Contact support at support@bizconnekt.com