Sales Order Field Reference
This page provides detailed information about all fields used in Sales Orders. Reference this guide when creating or editing orders.
Header Fields
Customer Information
| Field Name | Description | Required | Example |
|---|---|---|---|
| Customer Name | Customer business name from customer master | Yes | APPLE INDIA PRIVATE LIMITED |
| Billing Address | Customer's registered billing address | Yes | Head Office, C/o Kuehne Nagel PVT LTD, IGI Airport, New Delhi |
| Shipping Address | Delivery location (can differ from billing) | Yes | Warehouse, Noida Sector 63, Uttar Pradesh |
| GST Number | Customer's GSTIN for tax calculation | Yes (for GST customers) | 07AABCA1906H1Z4 / REGULAR |
Order Details
| Field Name | Description | Format | Example |
|---|---|---|---|
| SO# | Sales Order number - unique identifier | Auto-generated (editable) | SO-999, SO-1006 |
| SO Date | Order creation/booking date | DD-MM-YYYY | 29-09-2025 |
| Expected Delivery Date | Promised delivery date to customer | DD-MM-YYYY | 29-09-2025 |
| SO Expiry Date | Order validity period end date | DD-MM-YYYY | 10-10-2025 |
| Reference | Customer PO number or reference | Free text | CUST-PO-12345, Rajesh |
| Payment Terms | Credit period allowed to customer | Dropdown | Net 30, Net 45, Net 60, Due on Receipt |
| Department | Sales department for allocation | Dropdown | Admin, Finance, Purchase |
Field Notes:
- SO#: System generates next number based on the numbering set in Configuration → Finance → Auto Id (Admin console). Click pencil icon to edit if needed.
- SO Date: Defaults to today but can be backdated if order was received earlier.
- Expected Delivery Date: Cannot be before SO Date. Sets customer expectation and warehouse priority.
- SO Expiry Date: Optional field. Used for time-bound offers or seasonal orders.
- Reference: Highly recommended to capture customer's PO number for tracking and dispute resolution.
- Payment Terms: Auto-fills from customer master but can be changed for specific order.
- Department: Used for sales reporting, commission calculation, and performance tracking.
Line Item Fields
Item Selection
| Field Name | Description | Example |
|---|---|---|
| Item Details | Product name and description from item master | USB-C Power Adapter, Steel Pipe 2 inch |
| HSN/SAC Code | Tax classification code (auto-filled from item) | 39239090, 73041100 |
Quantity and Pricing
| Field Name | Description | Calculation | Example |
|---|---|---|---|
| Qty | Ordered quantity | Manual entry | 50, 1000 |
| Unit Price | Price per unit (tax exclusive/inclusive) | From item master or manual | ₹100.00, ₹250.00 |
| Discount(%) | Discount percentage on line item | Manual entry (0-100) | 0, 5, 10 |
| Taxable Amount | Amount before tax | Qty × Unit Price - Discount | ₹5,000.00 |
| Tax Rate | GST percentage applicable | From HSN code mapping | 18%, 12%, 5% |
| Tax Amount | GST amount on line item | Taxable Amount × Tax Rate | ₹900.00 (18% of ₹5,000) |
| Amount | Final line total | Taxable Amount + Tax Amount | ₹5,900.00 |
Field Notes:
- Qty: Enter in item's base unit of measure. Decimal quantities allowed for items like kg, meters.
- Unit Price: Can be overridden from item's selling price for special pricing. Toggle Tax Exclusive/Inclusive affects calculation.
- Discount(%): Applied at item level. For overall discount, use "Discount at document level" option.
- Tax Rate: Auto-selects based on HSN code. Can manually override if needed via "Select GST" dropdown.
- Amount: This is what customer pays for this line item including all taxes.
Fulfillment Tracking Fields (View Only)
| Field Name | Description | Example |
|---|---|---|
| Billed Qty | Quantity already invoiced to customer | 0 (not billed), 50 (fully billed), 12 (partial) |
| Dispatched Qty | Quantity delivered/shipped to customer | 0 (not dispatched), 50 (fully), 12 (partial) |
Understanding Fulfillment:
- Pending Qty = Ordered Qty - Dispatched Qty
- Order status becomes "Partial Fulfilled" when Dispatched Qty > 0 but < Ordered Qty
- Order status becomes "Fully Fulfilled" when Dispatched Qty = Ordered Qty for all items
- Billed Qty can be different from Dispatched Qty (advance billing or billing after delivery)
Tax Calculation Fields
Order-Level Tax Summary
| Field Name | Description | When Applied | Example |
|---|---|---|---|
| Sub Total | Sum of all line amounts before tax | Always | ₹1,00,000.00 |
| IGST | Integrated GST (interstate) | When customer state ≠ your state | ₹18,000.00 (18%) |
| CGST | Central GST (intrastate) | When customer state = your state | ₹9,000.00 (9%) |
| SGST | State GST (intrastate) | When customer state = your state | ₹9,000.00 (9%) |
| Total Amount | Final order value with all taxes | Always | ₹1,18,000.00 |
Tax Calculation Logic:
Interstate Sale (Different States):
- IGST = Sub Total × GST Rate
- CGST = 0, SGST = 0
- Total = Sub Total + IGST
Intrastate Sale (Same State):
- IGST = 0
- CGST = Sub Total × (GST Rate ÷ 2)
- SGST = Sub Total × (GST Rate ÷ 2)
- Total = Sub Total + CGST + SGST
Example: If Sub Total = ₹1,00,000 and GST Rate = 18%
Interstate: Total = ₹1,00,000 + ₹18,000 (IGST) = ₹1,18,000
Intrastate: Total = ₹1,00,000 + ₹9,000 (CGST) + ₹9,000 (SGST) = ₹1,18,000
Status Fields
Order Status Values
| Status | Badge Color | Meaning | Next Action |
|---|---|---|---|
| Open | Gray/Blue | Order created, no items dispatched yet | Create delivery challan, dispatch goods |
| In Review | Yellow | Submitted for approval, awaiting authorization | Approver reviews and approves/rejects |
| Partial Fulfilled | Orange | Some items dispatched/invoiced, some pending | Complete remaining dispatches |
| Fully Fulfilled | Green | All items dispatched and invoiced | Track payment receipt |
Payment Status (on Invoice)
| Status | Meaning | Example |
|---|---|---|
| Open | Invoice generated but payment not received | Invoice created today, payment due in 30 days |
| Partial Paid | Part payment received, balance pending | ₹50,000 received against ₹1,00,000 invoice |
| Paid | Full payment received and reconciled | ₹1,00,000 received against ₹1,00,000 invoice |
| Overdue | Payment due date passed, amount not received | Due date was 15-10-2025, today is 20-10-2025 |
System Fields (Auto-Generated)
Audit Trail Fields
| Field Name | Description | Example |
|---|---|---|
| Created At | Date and time when order was created | 29-09-2025 |
| Created By | User who created the order | aditya, harshdeep |
| Updated At | Date and time of last modification | 03-10-2025 |
| Updated By | User who last modified the order | aditya, info |
Usage:
- Audit trail helps track who made changes and when
- Useful for dispute resolution and compliance
- Cannot be edited by users
- Automatically updated on every save
Discount Options
Item-Level vs Document-Level Discount
| Type | How It Works | When to Use | Impact on Reports |
|---|---|---|---|
| Discount at item level | Apply discount % on each line item separately | Product-specific discounts, promotional pricing | Better visibility in item-wise sales reports |
| Discount at document level | Apply overall discount on order sub-total | Volume discounts, early payment discounts | Shows as single line item discount |
Calculation Examples:
Item-Level Discount:
- Item 1: Qty 10 × ₹100 = ₹1,000 - 10% discount = ₹900
- Item 2: Qty 5 × ₹200 = ₹1,000 - 5% discount = ₹950
- Sub Total = ₹1,850
Document-Level Discount:
- Item 1: Qty 10 × ₹100 = ₹1,000
- Item 2: Qty 5 × ₹200 = ₹1,000
- Sub Total = ₹2,000 - 10% discount = ₹1,800
Unit of Measure
| UOM Type | Common Values | Usage |
|---|---|---|
| Count-based | Pcs, Nos, Units, Box, Carton | Discrete items like phones, laptops |
| Weight-based | Kg, Gm, Ton, Quintal | Raw materials, chemicals, food items |
| Volume-based | Ltr, ML, Gallon | Liquids, oils, beverages |
| Length-based | Mtr, Ft, Inch, Km | Cables, fabric, pipes |
| Area-based | Sq Ft, Sq Mtr, Acre | Tiles, flooring, land |
Key Points:
- UOM comes from item master configuration
- Decimal quantities allowed for weight/volume/length UOMs
- Ensure UOM matches how customer orders (don't mix Kg and Gm)
- Multi-UOM items can have different buying vs selling units
Terms & Conditions
Standard Terms (Configurable)
Default terms that auto-populate on every sales order:
-
This proforma invoice is an estimate only. Final invoice amounts may vary based on actual delivery, taxes, or specification changes.
-
This proforma invoice is valid for 30 days from issue date. Prices subject to change after validity expires without notice.
-
Proforma invoice does not constitute confirmed order. Valid purchase order required to proceed with supply/delivery.
-
Advance payment terms as specified. GST and other applicable taxes extra unless mentioned as inclusive.
-
Final billing based on actual delivery. Any excess advance payment will be adjusted or refunded in final invoice.
Customization:
- Your administrator edits the standard terms in Configuration → Sales → Sales Order (Admin console)
- Add customer-specific terms if needed
- Legal protection against future disputes
- Terms print on customer-facing order document
Related Field Groups
Address Fields Structure
Both Billing and Shipping addresses contain:
- Company Name / Attention To
- Address Line 1, Line 2
- City, State
- PIN Code
- Country
Contact Fields (in Customer Master)
- Contact Person Name
- Email Address
- Phone Number
- Mobile Number
Need help understanding any field? Contact support at support@bizconnekt.com