Sales Order

Sales | Sales Quotation | Sales Order Aids | Delivery Receipt | Sales Invoice

Sales Order

This module allows the user to create a Sales Order that the customer wants to buy. This includes the Quantity, Item, Price and the status of the order if it is Pending, Partial, Completed or Cancelled.

Requirements before using Sales Order

• The user should setup the following Maintenance Module in order to proceed on using the Sales Order
  1. Customer
  2. Item Master
  3. Price List
  4. Sales Person
  5. Tax
  6. Warehouse

Sales Order Record Status

Status	Description
PENDING	If the Sales Order has not been delivered.
PARTIAL	If the Sales Order is delivered partially.
COMPLETED	If the Sales Order items has been all delivered.
CANCELLED	If the Sales Order is cancelled.

Steps on how to Add a Sales Order

1. Under Sales Order Menu, Click Add Sales Order
2. Fill up the necessary fields under Create Sales Order Screen

Creating Sales Order Information

Field	Description	Expected Values
1.Sales Quotation Number	•Sales Quotation Reference Number	•Auto-Generated after creation
2.Customer	•Name of Customer	•Text/Set of Customer List provided in Customer Maintenance Module
3.Discount Type	•Type of Discount Prices for the Customer	•Type of Discount (Percentage/Amount)
4.Transaction Date	•Date of Transaction	•Date
5.Target Shipping Date	•Estimated date of the items to be shipped	•Date
6.Sales Person	•Sales Representative for the transaction.	•Sales Person List provided in Sales Person Maintenance Module
7.Shipping Address	•Address where the items to be shipped.	•Alphanumeric
8.Notes	•Other remarks for the transaction	•Alphanumeric
9.Item	•List of Items to be quoted	•Item List provided in the Item Master Maintenance Module
10. Description	•Description of the Item	•Alphanumeric
11.Warehouse	•Warehouse where the item should be ordered	•List of Warehouse provided in the Warehouse Maintenance Module
12.Quantity(Qty)	•Quantity of items to be ordered	•Quantity(Number)
13. UOM (Unit of Measure)	•Unit of Measure of the Item	•Unit of Measure assigned in the Item under Item Master Maintenance Module
14. Price	•Initial price per unit of an item	•Numeric •Auto-Generated based from Pricelist assigned to a specific Customer under Price List Maintenance Module
15. Discount	•Discount Amount to be applied on the item depending on the Discount type chosen.	•Numeric
16.Tax	•List of Tax to be applied on the item	•Tax list provided in the Tax Maintenance Module
17. Amount	•Total Amount of the Item	•Numeric(Auto-generated)

3. Click Save to complete the creation process

Notes:

• The Sales Order will be automatically set to PARTIAL when:
  • When tagging it to Delivery Receipt where in the quantity available in the Warehouse is less than to the intended order

• Item should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Item Master Maintenance Module.

• Customer should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Customer Maintenance Module.
• Sales Person should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Sales Person Maintenance Module.

• Tax should on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Tax Maintenance Module.
• Warehouse should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Warehouse Maintenance Module.

Editing Sales Order

Editing Sales Order Information

Field	Description	Expected Values
1.Sales Quotation Number	•Sales Quotation Reference Number	•Auto-Generated after creation
2.Customer	•Name of Customer	•Text/Set of Customer List provided in Customer Maintenance Module
3.Discount Type	•Type of Discount Prices for the Customer	•Type of Discount (Percentage/Amount)
4.Transaction Date	•Date of Transaction	•Date
5.Target Shipping Date	•Estimated date of the items to be shipped	•Date
6.Sales Person	•Sales Representative for the transaction.	•Sales Person List provided in Sales Person Maintenance Module
7.Shipping Address	•Address where the items to be shipped.	•Alphanumeric
8.Notes	•Other remarks for the transaction	•Alphanumeric
9.Item	•List of Items to be quoted	•Item List provided in the Item Master Maintenance Module
10. Description	•Description of the Item	•Alphanumeric
11.Warehouse	•Warehouse where the item should be ordered	•List of Warehouse provided in the Warehouse Maintenance Module
12.Quantity(Qty)	•Quantity of items to be ordered	•Quantity(Number)
13. UOM (Unit of Measure)	•Unit of Measure of the Item	•Unit of Measure assigned in the Item under Item Master Maintenance Module
14. Price	•Initial price per unit of an item	•Numeric •Auto-Generated based from Pricelist assigned to a specific Customer under Price List Maintenance Module
15. Discount	•Discount Amount to be applied on the item depending on the Discount type chosen.	•Numeric
16.Tax	•List of Tax to be applied on the item	•Tax list provided in the Tax Maintenance Module
17. Amount	•Total Amount of the Item	•Numeric(Auto-generated)

Notes:

The user can only edit the Sales Order record if it is on PENDING status.

• The Sales Order will be automatically set to PARTIAL when:
  • When tagging it to Delivery Receipt where in the quantity available in the warehouse is less than to the intended order

• Item should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Item Master Maintenance Module.
  • Past Transactions with INACTIVE item prior to its deactivation can still be used.

• Customer should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Customer Maintenance Module
  • Past Transactions with INACTIVE customer prior to its deactivation can still be used.
• Sales Person should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Sales Person Maintenance Module.

• Tax should on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Tax Maintenance Module
  • Past Transactions with INACTIVE Tax prior to its deactivation can still be used. rderO
• use should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Warehouse Maintenance Module.
  • Past Transactions with INACTIVE Warehouse prior to its deactivation can still be used.

Sales Order Record Options

Actions Available base on Sales Order Record Status

Status	View	Edit	Print	Tag as Complete	Cancel
PENDING	☑	☑	☑		☑
PARTIAL	☑		☑	☑
COMPLETED	☑		☑
CANCELLED	☑		☑

Notes:

• The user has an option to edit the details of the record under View Option
  • The user can only edit the details of the record if it is still on PENDING status
• Tagging the Sales Sales Order as Complete will change the status of Sales Quotation and its Sales Order to COMPLETED
• The user can only cancel the Sales Order record if it is still on PENDING status