Skip to main content

How to View Sales Order

Overview​

This guide explains how to view sales order details, track fulfillment status, check invoices and deliveries, monitor approvals, and access order documents.

Prerequisites​

  • User must have Sales Order view permission
  • At least one sales order must exist in the system
  • 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.

The Sales Orders list displays all orders with key information in table format.

Key points:

  • Orders are listed with most recent first by default
  • Status badges show fulfillment progress at a glance
  • Use search bar to find specific orders quickly
  • Filter by customer, date range, or status using column headers

Step 2: Locate the Order​

Use one of these methods to find your sales order:

Search Options:

  • Search bar: Enter SO number, customer name, or reference number
  • Column sort: Click SO Date header to sort by date
  • Status filter: Filter by status (Open, Partial Fulfilled, etc.)
  • Scroll: Browse through the order list

Visible information in list:

  • SO#: Sales order number
  • SO Date: Order creation date
  • Expected Delivery Date: Committed delivery date
  • SO Expiry Date: Order validity date
  • Customer Name: Business name of customer
  • Reference: Customer PO or reference number
  • Payment Terms: Credit terms (Net 30, Net 45, etc.)
  • GST Number: Customer's GSTIN
  • Status: Fulfillment status badge
  • Amount: Total order value
  • Department: The department the order is for
  • Created At/Updated At: Timestamps
  • Created By/Updated By: User names
  • Action: View, edit, and more options icons

Key points:

  • Status colors help identify order stage (Orange = Partial, Green = Fulfilled)
  • Amount column shows total including GST
  • Click column headers to sort data
  • Use arrow icon on left to expand order details inline

Step 3: Expand Order Row​

Click the arrow icon (►) at the beginning of the order row to expand.

The row expands to show order details in tabs below the main row.

Available tabs:

  • Items: Products ordered with quantities
  • Invoice: Generated invoices against this order
  • Delivery Challan: Dispatch documents created
  • Approval: Approval workflow status and history
  • Documents: Attached files and related documents

Key points:

  • Expanded view shows without leaving the list page
  • Multiple orders can be expanded simultaneously
  • Click arrow again (▼) to collapse the expanded details
  • This is the quickest way to check order contents

Step 4: Review Order Items​

Click the Items tab in the expanded section.

A table displays all line items in the order.

Item details shown:

ColumnDescriptionExample
Item DetailsProduct name and descriptionUSB-C Power Adapter
QtyOrdered quantity50
Billed QtyQuantity already invoiced0 (not yet billed)
Dispatched QtyQuantity delivered to customer12 (partial delivery)

Understanding fulfillment status:

  • Qty = Billed Qty = Dispatched Qty: Fully fulfilled
  • Billed Qty or Dispatched Qty < Qty: Partial fulfillment pending
  • Billed Qty = 0 and Dispatched Qty = 0: Not yet processed

Key points:

  • Dispatched Qty shows physical delivery progress
  • Billed Qty shows invoicing progress
  • Items can be dispatched before or after invoicing
  • Pending quantity = Ordered Qty - Dispatched Qty

Step 5: Check Invoice Status​

Click the Invoice tab in the expanded section.

A table displays all invoices generated from this sales order.

Invoice information shown:

ColumnDescriptionExample
Invoice#Tax invoice number (clickable link)INV-0007379
Invoice DateDate invoice was generated10-10-2025
Due DatePayment due date based on terms09-11-2025
Total AmountInvoice value including tax₹254.42
Payment StatusPayment received statusOpen (unpaid)
Dispatch StatusGoods delivery status- (not dispatched)

Key points:

  • Multiple invoices can exist if partial billing is done
  • Click Invoice# to open detailed invoice view
  • Payment Status shows if customer has paid
  • Dispatch Status tracks physical delivery against invoice
  • Sum of all invoice amounts should match order amount

Step 6: Review Delivery Challan​

Click the Delivery Challan tab in the expanded section.

A table displays all delivery documents created for this order.

Delivery challan shows:

  • Challan number and date
  • Dispatched quantities
  • Transportation details
  • Delivery acknowledgment status

Key points:

  • Delivery challan is mandatory before goods leave warehouse
  • Required for GST compliance on interstate sales
  • Customer signs challan as proof of delivery
  • One order can have multiple challans for partial deliveries

Step 7: Check Approval Status​

Click the Approval tab in the expanded section.

A workflow diagram shows approval progress with three levels:

Approval levels displayed:

  • L1-Sales: First level approval (Sales manager)
  • L1-Admin: Second level approval (Admin)
  • L1-Finance: Final level approval (Finance)

Approval indicators:

  • Green checkmark: Level approved
  • Gray circle: Pending approval at this level
  • Comment displayed: Approval remarks if any

Key points:

  • Orders must pass all configured approval levels
  • Each level shows approver role and status
  • Comments indicate approval/rejection reasons
  • Order cannot be invoiced until fully approved
  • Rejected orders need revision and resubmission

Step 8: Access Order Documents​

Click the Documents tab in the expanded section.

This tab shows:

  • Attached files (quotations, customer PO, specifications)
  • System-generated documents
  • Related transactions

Key points:

  • Upload supporting documents for reference
  • Download proforma invoice or sales order PDF
  • Attach customer PO document for audit trail
  • Link related quotations that converted to this order

Step 9: View Full Order Details​

Click the eye icon in the Action column to open detailed order view.

A side panel opens showing complete sales order information.

Left panel shows:

  • Customer name and order value
  • Order date and due date
  • Status badge
  • List of recent sales orders from this customer

Right panel displays:

  • Complete proforma invoice: Full formatted order document
  • Customer billing and shipping addresses
  • All line items with pricing breakdown
  • Tax calculation (IGST/CGST/SGST)
  • Terms and conditions
  • Digital signature (if configured)

Action buttons available:

  • Edit: Modify order details
  • ...: Additional options menu
    • Download PDF: Get printable order copy
    • Mark as closed: Close order manually
    • Mark as expired: Expire order if validity passed
    • Add e-way Bill: Attach e-way bill details
    • Attach: Upload supporting documents

Key points:

  • This view shows order exactly as customer sees it
  • Use Download PDF to send order confirmation to customer
  • Invoice generation happens from this detailed view
  • Right panel shows formatted, print-ready document

Step 10: Access More Options​

Click the three dots menu (...) in the Action column for additional options.

Available actions:

Depending on order status and permissions, you may see:

  • Download PDF: Save order as PDF file
  • Print: Direct print order document
  • Email: Send order to customer email
  • Mark as closed: Manually close completed order
  • Mark as expired: Expire order past validity
  • Clone: Duplicate order for similar transaction
  • Delete: Remove order (only if not processed)

Key points:

  • Actions change based on order status
  • Fully fulfilled orders have different options than open orders
  • Some actions require specific permissions
  • Deleted orders cannot be recovered

Understanding Order Information​

Order Header Fields​

FieldDescriptionExample
SO#Unique sales order numberSO-999, SO-1006
SO DateOrder creation date29-09-2025
Expected Delivery DatePromised delivery date to customer29-09-2025, 10-10-2025
SO Expiry DateDate when order becomes invalid10-10-2025
Customer NameCustomer business nameAPPLE INDIA PRIVATE LIMITED
ReferenceCustomer PO or reference numberRajesh, Khanna
Payment TermsCredit period allowedNet 30, Net 45
GST NumberCustomer's GSTIN07AABCA1906H1Z4
StatusOrder fulfillment statusIn Review, Partial Fulfilled, Open
AmountTotal order value with tax₹11,55,760.00
DepartmentSales department allocationAdmin, Finance, Purchase
Created By/Updated ByUser who created/modified orderaditya, harshdeep, info

Proforma Invoice Display​

When viewing full order details, the right panel shows a formatted proforma invoice document.

Document sections:

Header Section:

  • Proforma Invoice title with SO number
  • Company details with GSTIN
  • Billing address (customer)
  • Shipping address (delivery location)

Item Table:

  • Serial number
  • Item & Description
  • HSN/SAC code
  • Quantity
  • Rate
  • Discount percentage
  • IGST percentage
  • Tax Amount
  • Final Amount

Footer Section:

  • Sub Total (before tax)
  • IGST amount
  • Total amount
  • Terms & Conditions
  • Authorized Signature seal

Key points:

  • This document can be sent to customer as order confirmation
  • Contains all commercial terms and pricing
  • Legally valid proforma invoice for advance payment
  • Digital signature adds authenticity

Verification​

When viewing a sales order, check:

  • Customer name and addresses are correct
  • Order date and delivery date match customer expectation
  • All ordered items appear with correct quantities
  • Pricing and discounts match negotiated terms
  • Tax calculation is accurate (IGST vs CGST/SGST)
  • Order status reflects actual fulfillment progress
  • Approval status shows all required approvals
  • Invoice and delivery challan tabs show expected documents

Common Issues & Solutions​

Issue 1: Cannot see sales order in list​

Solution:

  • Check if you have view permission for sales orders
  • Verify you're searching with correct SO number or customer name
  • Check date filters - order might be outside selected date range
  • Try clearing all filters and search again
  • Contact admin if order exists but you cannot view

Issue 2: Expanded order section is empty​

Solution:

  • Wait for data to load - slow connection may delay display
  • Refresh the page and try expanding again
  • Check if you have permission to view order details
  • Verify order actually has line items added
  • Try opening order in detailed view using eye icon

Issue 3: Invoice tab shows no data but order says "Partial Fulfilled"​

Solution:

  • Status may reflect delivery challan creation, not invoicing
  • Check Delivery Challan tab - goods may be dispatched without invoice
  • Invoice might be generated but not yet visible due to sync delay
  • Refresh page to update invoice status
  • Verify with finance team if invoice was actually created

Issue 4: Approval tab not showing​

Solution:

  • Approval tab only appears if workflow is configured for sales orders
  • Orders created before workflow setup won't have approval history
  • Check with admin if approval workflow is enabled
  • Some orders may skip approval based on amount threshold

Issue 5: Cannot download PDF from more options menu​

Solution:

  • Check browser pop-up blocker settings
  • Ensure you have download permission
  • Try right-click and "Save link as" instead
  • Check if PDF generation is enabled in system settings
  • Contact admin if issue persists

Need help? Contact support at support@bizconnekt.com