Sales Orders
Confirm and follow customer orders — statuses from Draft to Completed, partial transfers to delivery notes and invoices, order payments, delivery planning, client tracking link and the Snoonu import.
A sales order is a confirmed commitment from a client. It is the pivot of the chain: from an order you create one or several delivery notes (what leaves stock) and one or several invoices (what is billed), possibly for partial quantities, and the order keeps track of what has been transferred, delivered and paid.
Screen tour
Header
| Control | What it does |
|---|---|
| Create Sales Order | Opens the create drawer |
| Advanced Features | Numbering, Exercice, Statistics, Scan Sales Order, Email Autofill (orders created from e-mails, see Email Autofill), Import (Snoonu order history), Export PDF, Print List |
| Print Report | Prints the filtered list |
Filters
Search by reference or customer, Status (Draft, Confirmed, In Production, Ready, Shipped, Delivered, Completed, Cancelled), year, branch, location, customer and order date range. Filters are remembered.
Table
| Column | Content |
|---|---|
| Ref # / Date | Reference (SORD-0001) and order date |
| Customer | Client, with the client-card shortcut |
| Total | Net to pay |
| Branch / Location | Origin of the goods |
| Status | Order status |
| Delivery Status | Not Scheduled, Scheduled, In Progress, Delivered, Cancelled |
| Payment | Pending, Partial, Paid, Overdue |
| Signed / Actions | Signed mark; View, Print, Edit |
Create a sales order
Create the header
Create Sales Order → choose the Customer (or Create New Client), check Location, Branch, Ledger and the Order Date, then Create. The editor opens.
Add the lines
In Order Items search the product in Designation, set quantity, price, VAT % and Discount %, click Add. Add New Product creates a product that does not exist yet without leaving the order.
Confirm
Quick Actions → Confirmed when the client commits. Orders created by transferring an approved quotation are already confirmed.
Alternatively, approve a quotation and use Transfer to Sales Order — see Quotations.
The editor
| Area | What you do there |
|---|---|
| Toolbar | Lock, Quick Actions, Transfer (menu: Transfer to Delivery Note, Transfer to Invoice), Sign, Print, status badge |
| Order Information | Reference, client, order date, expected delivery, location, branch, ledger |
| Order Items | Lines with Edit / delete, inline entry row, Add New Product |
| Taxes / Order Summary | FODEC, stamp duty, withholding; totals and Net to Pay |
| Payment Management / Payment Transactions | Add Payment to record a deposit or full payment on the order; list of payments |
| Transfer status | Not Transferred, Partially Transferred or Fully Transferred, with the linked delivery notes and invoices and their print buttons |
| Notes & Remarks, Attachments, Danger Zone | Remarks, files, delete |
Quick Actions
| Group | Actions |
|---|---|
| Status | Draft, Confirmed, In Production, Ready, Shipped, Delivered, Completed, Cancelled |
| Transfer | Transfer to Invoice, Transfer to Delivery Note |
Status workflow
The order also carries two independent statuses: Delivery Status (planning and shipping of the goods) and Payment Status (deposits and payments recorded on the order). Transferring every line to delivery notes that are delivered moves the order to Completed automatically.
Transfers
Transfer to Delivery Note
- Click Transfer to Delivery Note (toolbar, Quick Actions or the transfer section).
- The modal lists each line with Ordered, Delivered, Remaining, Transfer Qty, Unit Price and Status (Available when stock is sufficient). Tick the lines to include or Select All; adjust the quantity to deliver part of a line.
- Create Delivery Note creates the note and opens it. The order's transfer status becomes Partially Transferred or Fully Transferred and the note appears in the linked documents.
Repeat the transfer for the remaining quantities as goods become available: each run creates another delivery note.
Transfer to Invoice
Same principle: choose lines and quantities, Create Invoice. Use it when you invoice before or without a delivery note (services, deposits, direct sales). Invoiced quantities are tracked so a line cannot be invoiced twice.
Payments on an order
Payment → Add Payment records money received against the order (a deposit, for example): amount, Payment Method, date, status, ledger and treasury account. The order's Payment column moves to Partial or Paid. Payments recorded here are visible in Payment Management.
Delivery planning and client tracking
- Delivery Planning (
/modules/sales/orders/planning) shows the expected deliveries day by day for the coming week, with search and a date range, so production and fulfilment can be prepared. Open it from the orders page. - Client tracking link (in the View drawer) generates a link the client can open to follow the delivery of the order.
- A Delivery app can be attached to the order (Manage apps, default None / in-house) — see Delivery Apps.
Import Snoonu orders
Advanced Features → Import creates sales orders from a Snoonu Order History export (.xlsx, .xls or .csv; expected columns include OrderId, OrderLineItems, Subtotal, Total, OrderStatus).
| Option | Effect |
|---|---|
| Customer, Location, Ledger | Defaults applied to every imported order |
| Delivery app | Records the orders as fulfilled by that application (fees and commission apply) |
| Record auto payment on import (full order total) | Creates a completed payment for each order |
| Skip already imported orders | Ignores order IDs already present |
| Only Delivered status | Imports only orders marked delivered in the file |
| Delivered orders: create DN + stock movement | Also creates the delivery note and the stock-out |
| Allow negative stock on delivery | Lets the stock-out go below zero |
The drawer shows a preview of what will be created before you confirm the import.
View drawer
View opens the order in a side drawer with Quick Actions, Client tracking link, Print and Edit, the items (editable inline, with a Stock status check per line), the payment section and the delivery app selector.
Field reference
| Field | Required | Notes |
|---|---|---|
| Customer | Yes | Existing client or Create New Client |
| Location / Branch / Ledger | Location and ledger required | Same rules as quotations |
| Order Date | Yes | Defaults to today |
| Expected delivery date | No | Feeds the Delivery Planning board |
| Lines | Product and quantity required | Price, VAT and discount editable |
| Delivery app | No | From the Delivery Apps settings |
Troubleshooting
| Situation | What to do |
|---|---|
| Confirmed is greyed out in Quick Actions | The order is already confirmed (current status is disabled) |
| A line shows no stock in the transfer modal | Adjust stock in Products or allow negative stock in the delivery |
| The order stays Partially Transferred | Some quantities were not transferred; run the transfer again for the remainder |
| Import rejects the file | Check the column names against the expected list shown in the drawer |