How To Create Sale Order
Quick Summary
A sale order is created when a customer confirms they want to buy from you, but you haven’t delivered the goods or raised the final invoice yet. It serves as an internal record that reserves stock and initiates the fulfillment process.
What Is This Feature
What It Is
A sale order is created when a customer confirms they want to buy from you, but you haven’t delivered the goods or raised the final invoice yet. It serves as an internal record that reserves stock and initiates the fulfillment process.
When To Use This Feature
When & Who
Wholesalers, distributors, manufacturers, or any business where orders are placed in advance and fulfilled later. Common in B2B trade. When: When a customer sends you an order and you want to formally accept it, reserve inventory, and track delivery.
Step-by-Step Flow
🔁 Flow for creating the Sale Order
- From the dashboard, swipe right to left to find the Sale Order section.
- Tap Create Sale Order → fill in client and item details → Save.
- Status: Pending (order accepted, not yet delivered/invoiced).
🔁 Flow for creating the Sale Order to Invoice
- When ready to deliver: tap the Sale order → Make Invoice → save.
- Once payment is received, Sale order status updates to Completed.
Fields Explanation
Sale Order Statuses
| Status | Meaning |
|---|---|
| Pending | Order accepted but goods not yet delivered or invoiced. |
| Completed | Invoice has been raised and payment received. |
| Manually Completed | You force-close the sale order manually, even if it’s not fully fulfilled or completed. |
| Cancelled | The sale order is completely cancelled and will not be processed. |
Underlying Concept (Accounting / Logic / Calculation)
Concepts
Sale Order vs. Invoice: A sale order is a commitment to sell — it records the customer's confirmed intent to purchase. An invoice is the formal bill generated after delivery and requesting payment. A sale order does not affect inventory or accounts until it is converted to an invoice.
Reference Number on Invoice:
When you create an invoice from a sale order, the invoice is automatically assigned the corresponding sale order reference number. This helps you easily track and search for invoices linked to a specific sale order from the invoice list. Using two sale orders with same customer we can create a single invoice record.