Sales Orders
For: Anyone confirming what the customer will actually buy, before you deliver or invoice
A Sales Order is the confirmed order — items, quantities, prices, tax, and where it ships from. It can start from scratch, or carry forward an Accepted Quote, an Accepted Customer Order, or a Rejection you are settling PC-to-PC. From here you convert Open or Partially Recorded orders into a Delivery Challan, an Invoice, or Production. The order itself does not post to the ledger.
What this module does
1. Creating a sales order
Pick Division, then Branch, then Warehouse — the rest of the form stays locked until those three are set. A scratch order can pre-fill those three from Settings → Organization defaults. A few checks run automatically the moment you save.
Customer and Shipping Address: The address has to be one of that customer's own addresses. You can't pick an address that belongs to someone else.
Sales Order Number: Auto-generated unless you turn that off under Sales Order Configuration on the form (prefix and next number). That same drawer stores Terms & Conditions, which pre-fill every new order. Locked after save.
Sales Order Tag: Optional. Tags come from All Master → Sales Order Tag. You can filter the list by them later.
Expected Shipment Date: Optional. Shows on the list and export so you can see what is due out.
Price List: Optional. When you pick one, item rates come from that list instead of the item's default selling price. Changing customer or price list may ask you to refresh rates.
Currency and exchange rate: Currency comes from the customer, or from the quote if this order was converted from one. If it differs from the company base (set under Settings → Currencies), an Exchange Rate field appears and you set it on this order.
Items, discounts, charges, and tax: Line items with quantity and rate. Document discount follows Settings → Discounts — Enable Discount, then Discount Applies On Item Level or Transaction Level. Extra lines such as freight come from Settings → Additional charges assigned to Sales Order. GST (CGST / SGST / IGST) is calculated from customer state vs company state. Round-off is available on the totals.
Credit limit: If the customer has a credit limit that covers sales orders (Restriction Document includes Sales Order), the total can't push them over it. Defaults live under Settings → Credit limits until the customer overrides them. You'll be told the limit, current usage, and how much room is left if it would.
Overdue invoices: If Restriction Payment Terms Document includes Sales Order (on the customer, or the company default under Settings → Credit limits), you can't create an order while that customer has an Overdue invoice. Pay it, or remove Sales Order from that list.
Stock check: If Settings → Inventory Config has Stock Check Source = Sales Order, save is blocked when the warehouse doesn't have enough. Stock is not reserved or deducted here — deduct is never on a Sales Order.
Save vs Save & Open: Save creates a Draft. Save & Open is only on create — saves and marks it Open in one step, so it can be converted straight away.
Warning: You can't create a sales order at all until your company has a primary bank account set up. Mark one under Banking → Banks with Make this primary. Those bank details print on the order PDF, even if this particular order never becomes an invoice.
Note: A sales order does not post to the ledger. Nothing hits Accounts Receivable or Sales until you convert it and save the Invoice.
2. Viewing, searching, and exporting
The list and the detail page cover different needs.
Finding an order: Status tabs across the top, plus filters for date range, status, sales order tag, customer, added by, division, and branch. Search by order number, reference, delivery method, payment terms, notes, or customer name. If CRM is on your plan, a Created From filter separates Books vs CRM.
Export: Export Sales Orders from the list toolbar, using the columns you currently have showing.
Detail page: Header shows the order number and status. Converted From names the Quote, Customer Order, or Rejection if there is one. Linked Delivery Challans, Invoices, and Inventory Impact sit on the same page.
Note: Sales Order-wise, item-wise, and customer-wise analyses are not on this screen — they live under Analytics.
3. Editing a sales order
Only a Draft can be edited. Open, Partially Recorded, Completed, Closed, and Cancelled lock the form.
What stays locked even on a Draft: Customer, Division, Branch, Warehouse, and the order number. Change items, quantities, rates, dates, tags, notes, and attachments.
Stock on edit: If stock check is on, only lines whose quantity increased are re-checked.
4. Printing and downloading
Use Download (PDF) or Print on the detail header, next to View Customer. There is no Send-by-email status on a sales order — Open is how it becomes convertible, not Sent.
5. Changing a sales order's status
Mark As only offers the moves below. Partially Recorded and Completed are also set automatically when you save a Delivery Challan or Invoice from this order.
| From | Mark As offers |
|---|---|
| Draft | Open, Cancelled |
| Open | Closed, Draft, Cancelled |
| Partially Recorded | Closed, Cancelled — cancel is offered, but it fails if a non-cancelled Delivery Challan or Invoice already exists from this order |
| Closed | Cancelled |
| Cancelled | Draft, Open |
| Completed | Nothing on Mark As. The system sets this when remaining quantity hits zero after a Delivery Challan or Invoice is saved |
Note: Closed is something you choose — it stops converting even if quantity remains. Completed is something the system sets when remaining quantity hits zero. A Cancelled order isn't a dead end — it can be brought back to Draft or Open.
Cancelling: Blocked while a non-cancelled Delivery Challan or Invoice exists from this order. You'll see which one. A production order does not block cancel. If the order came from a quote, that quote returns to Accepted.
6. Converted from — what can become a Sales Order
Conversion is started on the source document (or Duplicate / Add). Saving this Sales Order is what completes the source — clicking Convert only opens the form.
| From | When / where | What happens to the source |
|---|---|---|
| Quote | Accepted only. Convert To Sales Order sits on the quote itself | Customer, items, amounts, charges, notes, and location come across. The quote stays Accepted until you save this Sales Order — then it becomes Completed |
| Customer Order | Accepted only. Convert sits on the Customer Order. You must pick Division, Branch, and Warehouse first — the portal order does not carry those | The Customer Order becomes Completed when this Sales Order is saved, not when you click Convert |
| Rejection Order | PC-to-PC settle from Rejections. Converted From shows the rejection number | The rejection moves to Settled when this Sales Order is saved. After save you land back on that rejection |
| Scratch | Add Sales Order with nothing pre-filled | A new order. Save makes Draft; Save & Open makes Open |
| Duplicate | Duplicate Document on the list or the detail page | Opens Add Sales Order with the same customer, items, and amounts. New order number, today's dates, Draft, no attachments |
Tip: An Accepted quote can become a Sales Order or an Invoice — not both. Convert from the quote, not from this screen.
7. Converted to — what a Sales Order can become
Only Open or Partially Recorded orders convert. You can raise a Delivery Challan and an Invoice from the same order (remaining quantity is tracked). Production is once per order.
| To | When | Where you start | What happens |
|---|---|---|---|
| Delivery Challan | Open or Partially Recorded. Delivery Challans must be on your plan, and you need create permission | Row action or detail Convert, or the list CONVERT menu (pick customer, then orders, then remaining lines) | Opens a new Delivery Challan with this order linked. The Sales Order status changes only after that challan is saved — remaining quantity left becomes Partially Recorded; remaining quantity zero becomes Completed |
| Invoice | Open or Partially Recorded. You need invoice create permission | Same as Delivery Challan — row, detail, or the list CONVERT menu | Opens a new Invoice with this order linked. Status on the Sales Order updates the same way when the invoice is saved |
| Production | Open or Partially Recorded, Production on your plan, and this order does not already have a production order (rejected or closed ones don't count) | Create Production on the list row or the detail page — a modal, not a new form | Creates production for the selected items (service items are skipped). You pick in-stock, production, and inventory-in warehouses, plus production owner. One conversion per order — the button then says a production order already exists |
Remaining quantity: On a Partially Recorded order, convert only offers lines that still have quantity left after non-cancelled Delivery Challans and Invoices. Fully converted lines disappear from the convert picker.
List CONVERT menu: Convert to Delivery Challan or Convert to Invoice opens a picker: customer first, then which Open / Partially Recorded orders, then which remaining lines. Use this when several orders for the same customer go on one document.
What you cannot convert to from here: Not a Quote, not a Customer Order, not a Credit Note, not another Sales Order. Those are separate documents.
8. Duplicating a sales order
From the list or the detail page, Duplicate Document opens Add Sales Order with the same customer, items, and amounts.
What is left off: A new order number, today's dates, Draft status, and no attachments. You save it as a fresh order.
9. Deleting a sales order
Delete is stricter than cancel.
Blocked when: Any Delivery Challan, Invoice, or Production Order exists from this order — including cancelled ones. You'll be shown which document is holding it.
If it came from a quote: That quote returns to Accepted and the conversion link is removed, so you can convert the quote again.
Business rules
| Topic | Rule |
|---|---|
| No ledger posting | A Sales Order never posts to the general ledger. Accounts Receivable and Sales hit when you save an Invoice (and stock movement follows Inventory Config on Delivery Challan / Invoice, not on this document) |
| Subscription gate | Only creating a Sales Order is limited by your plan. Editing, changing status, converting, duplicating, and deleting are not. Create Production is separately gated by the Production add-on |
| A primary bank account is required to create | If your company hasn't set up a primary bank account yet, you can't create a Sales Order at all — mark one under Banking → Banks with Make this primary. The bank details print on the PDF |
| Sales Order number | Auto-generated with an SO prefix unless you turn that off under Sales Order Configuration on the form. That same drawer also stores Terms & Conditions, which pre-fill every new order. Locked after the order is saved |
| Division, Branch, Warehouse, Customer | All four are required to create. After save they are locked. Converted-from Quote, Customer Order, or Rejection also lock those fields on the new form before save |
| Currency | Taken from the customer at creation (or from the quote, if this order came from one). An exchange rate field appears when that currency differs from the company base. The customer itself can't be changed later, so the currency stays put |
| Stock check | If Inventory Config has Stock Check Source = Sales Order, save is blocked when the warehouse doesn't have enough. Stock Deduct Source cannot be Sales Order — this order does not reserve or deduct stock. The Inventory Impact panel on detail only shows whether stock check was on at create time |
| Editing skips the overdue-invoice check | That check only runs when you first create an order. Editing a Draft re-checks the shipping address, the credit limit, and stock on quantity increases, but not overdue invoices |
| You can only edit a Draft | Open, Partially Recorded, Completed, Closed, and Cancelled cannot be edited. Change items and amounts while it is still Draft, then Mark As Open |
| Convert to DC / Invoice only from Open or Partially Recorded | Closed, Completed, Draft, and Cancelled cannot convert. Partially Recorded carries only remaining quantity |
| Closed vs Completed | Closed is a Mark As you pick — it stops converting even if quantity remains. Completed is set by the system when remaining quantity hits zero after a Delivery Challan or Invoice is saved. You never Mark As Completed |
| Open can go back to Draft | Mark As on an Open order offers Closed, Draft, and Cancelled. Cancelled is not a dead end — it can return to Draft or Open |
| Cancelling vs deleting | Cancel is blocked while a non-cancelled Delivery Challan or Invoice exists from this order. Delete is stricter — blocked if any Delivery Challan, Invoice, or Production Order exists from it, including cancelled documents. A production order does not block cancel |
| Source documents after cancel / delete | If this order came from a Quote, cancel or delete moves that quote back to Accepted. A Customer Order stays Completed. A Rejection Order stays Settled |
| Credit limit and overdue restrictions aren't Sales Order-specific | Settings → Credit limits holds the company defaults. Restriction Document is the amount check. Restriction Payment Terms Document is the overdue check — if Sales Order is listed, you cannot create an order while that customer has an Overdue invoice. A customer can override those defaults on their Branches tab |
| Attachments | Up to 3 files, 5 MB each. Editing a Draft adds new files to the existing ones; nothing is replaced unless you remove it |