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How to Add Sales Order

Overview​

This guide walks you through creating a new sales order in Bizconnekt. Sales orders capture customer purchase commitments with pricing, delivery terms, and payment conditions.

Prerequisites​

  • User must have Sales Order creation permission
  • Customer must be added in customer master
  • Items must be configured with selling prices
  • Access to Sales > Sales Orders module

Step-by-Step Guide​

Step 1: Navigate to Sales Orders​

Go to Sales > Sales Orders from the left navigation menu.

Click the Add Sales Order button (green + button) at the top of the page.

Key points:

  • The Sales Orders list shows all existing orders with their current status
  • You can search for specific orders before creating a new one
  • Check if a similar order already exists to avoid duplicates

Step 2: Select Customer​

In the Customer Name field, start typing the customer name or click the search icon.

Select the customer from the dropdown list.

What happens next:

  • Billing address auto-populates from customer master
  • Shipping address loads (can be changed if needed)
  • Customer's GST number displays below billing address
  • Payment terms default to customer's credit terms
  • System generates next SO number automatically

Fields auto-filled:

  • Billing Address: Customer's registered billing location
  • Shipping Address: Default shipping address (editable via dropdown)
  • GST Number: Customer's GSTIN with registration type (Regular/Composition)
  • Payment Terms: Customer's default credit period (Net 30, Net 45, etc.)

Key points:

  • Verify addresses carefully before proceeding
  • Update shipping address if delivering to alternate location
  • GST number determines tax calculation - ensure it's correct
  • Change payment terms only if negotiated differently for this order

Step 3: Set Order Details​

Fill in the order header information:

Fields to fill:

  • SO#: Auto-generated order number (editable if needed - click pencil icon)
  • SO Date: Order creation date (defaults to today, can be changed)
  • Expected Delivery Date: When customer expects delivery (required)
  • SO Expiry Date: Order validity period (optional)
  • Reference: Customer's PO number or reference (optional but recommended)
  • Department: Allocate order to specific department (optional)

Key points:

  • SO# follows format configured in Settings (e.g., SO-1007)
  • Set realistic delivery dates to avoid customer complaints
  • Always capture customer PO number in Reference field for tracking
  • Department allocation helps in sales analysis and commission tracking

Step 4: Add Order Items​

Click on the Items tab (should be selected by default).

In the item line, click Select an Item field and search for the product.

Fields for each item:

  • Item Details: Search and select product from item master
  • Qty: Enter quantity ordered by customer
  • Unit Price: Pre-filled from price list (editable)
  • Discount(%): Enter discount percentage if applicable
  • Tax Rate: Select GST rate (auto-filled from item master)
  • Tax Amount: Auto-calculated based on taxable value
  • Amount: Final line total (Qty × Price - Discount + Tax)

Discount options:

  • Discount at item level: Apply discount percentage per line item (shown in screenshot)
  • Discount at document level: Apply overall discount on order total (change dropdown)

Key points:

  • Unit price loads from item's selling price but can be edited
  • Tax Exclusive/Inclusive toggle affects price calculation
  • Use + button to add multiple items to order
  • Delete unwanted lines using Action column (trash icon)
  • Item-level discount gives better reporting vs document-level

Step 5: Review Terms & Conditions​

Scroll down to Terms & Conditions section.

Review the pre-filled standard terms or add custom conditions.

Standard terms included:

  1. Proforma invoice is estimate only - final amounts may vary
  2. Proforma valid for 30 days from issue date
  3. Proforma does not constitute confirmed order
  4. Advance payment terms as specified
  5. Final billing based on actual delivery

Key points:

  • Terms auto-load from the standard terms your administrator set in Configuration → Sales → Sales Order (Admin console)
  • Edit terms if needed for specific customer requirements
  • Terms print on customer-facing order document
  • Legal protection against disputes - review carefully

Step 6: Review Order Totals​

Check the order summary in the bottom right:

Order totals displayed:

  • Sub Total: Sum of all item amounts before tax
  • Taxable Amount: Amount on which GST is calculated
  • IGST: Interstate GST (if customer in different state)
  • CGST/SGST: Central/State GST (if customer in same state)
  • Total Amount: Final order value including all taxes

Key points:

  • IGST applies when customer's state differs from your GSTIN state
  • CGST + SGST applies when customer in same state
  • Total amount is what customer will pay on delivery/invoice
  • Verify totals match customer expectations before saving

Step 7: Save or Submit Order​

Choose action based on workflow:

Three options:

  • Cancel: Discard order without saving
  • Save: Save as draft for later completion (order stays in Open status)
  • Add: Submit order (moves to next workflow step)

What happens when you click Add:

  • System validates all required fields
  • Order number is finalized and locked
  • If approval workflow configured, order moves to "In Review" status
  • If no approval needed, order stays in "Open" status ready for fulfillment
  • Order appears in sales order list
  • Customer can be notified via email (if configured)

Key points:

  • Save as draft if you need to check something before submitting
  • Once submitted, order cannot be deleted (only voided)
  • Approval workflow routes order to configured approvers
  • Order must be approved before invoice generation

Verification​

After creating the sales order, verify:

  • Order appears in Sales Orders list with correct SO number
  • Customer name and order amount display correctly
  • Status shows "Open" or "In Review" based on workflow
  • All line items visible when you expand the order row
  • Order totals match your calculation

Common Issues & Solutions​

Solution:

  • Check if customer is active in customer master
  • Verify customer has been saved properly
  • If new customer, add them first via Customers module
  • Check spelling of customer name in search

Issue 2: Item price showing as zero​

Solution:

  • Verify item has selling price configured in item master
  • Check if price list is active and applicable
  • Manually enter price if needed for this order
  • Update item master with correct selling price for future

Issue 3: Wrong tax rate applying​

Solution:

  • Check item's HSN code has correct GST rate mapped
  • Verify customer's GSTIN is entered correctly
  • For interstate sale, IGST should apply automatically
  • Manually override tax rate if needed (click Select GST dropdown)

Issue 4: Cannot submit order - validation error​

Solution:

  • Check all required fields are filled (Customer, Date, Items)
  • Ensure at least one item is added to order
  • Verify delivery date is not in past
  • Check item quantities are greater than zero
  • Review error message for specific missing field

Need help? Contact support at support@bizconnekt.com