# Sale Order
A Sale Order confirms customer demand before you deliver goods or raise an invoice. Use it to track fulfillment, delivery notes, payments on order, and conversion to sale invoices, pro forma invoices, or commercial invoices.
Overview & List View
The Sale Orders list shows all orders with customer, date, delivery due date, amount, balance, and status. Use quick filters to view Approved, Draft, Cancelled, Delivered, Partial Delivered, Returned, Closed, or Multi Level Approval orders. From the list you can create new orders, open existing ones, edit drafts, or delete draft orders.
List View
List row actions
| **Action** | **Available when status is** |
|------------|------------------------------|
| Edit | Draft, For Revisal |
| Delete | Draft, For Revisal |
| View | All statuses |
Quick Start — Create a Sale Order
1. Navigate
Go to Sales → Sale Order from the left menu.
2. Create new order
Click New to open the order entry screen. You can also create an order from an approved Sale Quotation using Create Order, or from an approved Opportunity using Create Sale Order. Creating the order from an opportunity typically closes that opportunity.
3. Fill in details
- Select Form Type and enter the Order Number.
- Choose the Customer and add item lines with Qty, Unit, and Rate.
- Set Delivery Due Date, Payment Term, and Delivery Term when applicable.
- Review totals, taxes, and discounts. Add Notes or Internal Notes if needed.
4. Save
- save — keeps the order as a Draft.
- Save And Approve — approves the order in one step.
- Cancel — closes the form without saving.
5. Fulfill the order
- Use Create Delivery Note to record goods delivered against the order.
- Use Create Invoice once items are Delivered or Partial Delivered.
- Use Payment In to record customer receipts when payment on order is enabled.
| **Field** | **Description** |
|-----------|-----------------|
| Date * | Date of the sale order. |
| Form Type | Sale type that controls numbering, tax rules, and print layout. |
| Order Number * | Unique order reference. Auto-generated when numbering is configured on the sale type. |
| RFQ Number | Quotation reference number. Shown when linked from a quotation. |
| LPO / FPO Id | Customer purchase order reference. Shown when Show Customer PO Number in Sales is enabled, or when the selected Sale Type requires LPO Number. |
| Customer * | Customer placing the order. |
| Customer Billing Address | Customer's billing address. Choose from the searchable dropdown of active customer addresses, or open the address list with the zoom button. |
| Shipping Address | Delivery address for the order. Choose from the searchable dropdown of active customer addresses, or open the address list with the zoom button. |
| Contact person | Customer contact. Enabled after a customer is selected. Only active contacts are listed. See Customers — Contacts. |
| Reference Name | Optional reference label. Shown when Show Reference Name & Phone field is enabled in Sale Settings. |
| Reference Phone | Phone linked to the reference name. |
| Notify Party | Third-party notify party. Shown when Show Notify Party field is enabled. |
| Notify Party Address | Address for the notify party. |
| Employee | Sales employee responsible for this order. |
| Prepared By | Employee who prepared the document. Shown when Show Prepared by field is enabled. |
| Payment Term | Customer payment terms. |
| Delivery Term | Delivery terms text. Shown when Show Delivery Terms is enabled. |
| Delivery Due Date | Expected delivery date for the order. |
| Branch | Branch for the transaction. Shown when multi-branch is enabled. |
| Brand | Brand for brand-wise profit tracking. |
| Billing center * | Billing center for the transaction. |
| Project | Optional project link. |
| Project Task | Task within the selected project. |
| Currency / Currency Exchange Rate | Shown when multi-currency is enabled. |
| Notes | Remarks printed on the order. |
| Internal Notes | Internal remarks not shown on print. |
> Many optional header and line fields are controlled by Sale Settings.
Item Lines — ITEMS
| **Column** | **Description** |
|------------|-----------------|
| Sl.No | Line serial number. |
| Item | Item being ordered. Required. |
| Item code, Variant, Description, HSN, MRP, Brand | Optional columns enabled in Sale Settings. |
| Qty | Quantity ordered. Required. |
| Unit | Unit of measure. Required. |
| Rate | Price per unit. Required. |
| Amount, Trade Discount, discounts, Taxable Amount, Taxes, Tax Amount, Total | Calculated based on tax and discount settings. |
Actions & Status
View toolbar actions
| **Action** | **Description** | **Available when status is** |
|------------|-----------------|------------------------------|
| Approve | Finalizes the order. Credit limit may be checked. | Draft |
| Edit | Opens the order for editing. | Draft, For Revisal |
| Delete | Permanently removes the order. | Draft, For Revisal |
| Clone | Creates a copy of the order. | All (if permitted) |
| Print | Prints the order. | All |
| Export | Exports the order to Excel. | All |
More menu (⋮) actions
| **Action** | **Description** | **Available when status is** |
|------------|-----------------|------------------------------|
| Create Invoice | Opens a new Sale Invoice from delivered quantities. | Delivered, Partial Delivered |
| Create Delivery Note | Opens a new Delivery Note pre-filled from this order. | Approved, Partial Delivered, Returned |
| Revise Order | Creates a revised order from a cancelled order. | Cancelled |
| Payment In | Records a customer receipt against the order. Shown when payment on order is enabled. | Approved, Delivered, Partial Delivered |
| Cancel | Cancels the order. | Approved, Open, Delivered |
| Create ProForma Invoice | Opens a new Pro Forma Invoice from this order. | Approved, Delivered, Partial Delivered |
| Create Commercial Invoice | Opens a new Commercial Invoice from this order. | Approved, Delivered, Partial Delivered |
| Create Service Completion Note | Opens a Service Completion Note for service lines. | Approved, Partial Delivered, Delivered |
| Create Material Request | Opens a Material Request linked to this order. | Approved, Partial Delivered |
| Create Production Order | Opens a Production Order linked to this order. | Approved |
| Create Production Plan | Opens a Production Plan pre-filled with the order's producible items. | Approved |
| Create Purchase Order | Opens a Purchase Order linked to this order. | Approved, Partial Delivered |
| WorkFlow Request | Starts a company process linked to this order (purchase, stock in, delivery, invoice). Does not approve the order. See WorkFlow Request. | Approved, Closed |
| Create Shipment | Creates a shipment linked to this order. | Approved, Closed, Delivered, Partial Delivered |
| Create Inventory Conversion | Opens an Inventory Conversion linked to this order. | Approved, Partial Delivered |
| Create Stock Reservation | Reserves stock against this order. | Approved, Partial Delivered |
| Add/Update Note | Adds or edits an internal note. | All |
| Master Update | Updates selected header fields. See Master Update. | Approved, Closed, Returned, Delivered, Partial Delivered |
| Update Secondary Status | Updates a custom secondary status. | Approved, Closed, Delivered, Partial Delivered, Returned |
| Mark As Delivered | Manually marks the order as fully delivered. | Partial Delivered |
| Mark As Closed | Manually closes the order. | Delivered, Partial Delivered |
| Undo Close | Reverts a manual close. | Closed (only when manually closed) |
| Get PDF | Downloads a PDF copy. | All except Draft |
| Export Items | Exports item lines to Excel. | All |
Statuses
| **Status** | **Description** |
|------------|-----------------|
| Draft | Saved but not yet approved. Can be edited or deleted. |
| For Revisal | Sent back for changes. Treated like Draft for edit and delete. |
| Approved | Finalized. Ready for delivery notes, invoicing, or production. |
| Partial Delivered | Some quantities have been delivered. |
| Delivered | All ordered quantities have been delivered. |
| Returned | Goods have been returned against this order. |
| Closed | Order is closed — typically after invoicing or manual close. |
| Cancelled | Order has been cancelled. Use Revise Order to create a replacement. |
| Multi Level Approval | Awaiting multi-level approval workflow. |
Posting note: Sale Orders do not post to accounts or inventory. Stock and ledger entries are created when you approve Delivery Notes or Sale Invoices linked to the order.
Master Update
Master Update lets you change selected header fields on an approved or in-progress order without editing item lines. Open the three-dot menu and select Master Update.
| **Field** | **Can be updated?** | **Notes** |
|-----------|---------------------|-----------|
| Date * | Yes | Cannot be set before the accounts closing date. |
| Payment Term | Yes | |
| Delivery Term | Yes | Shown when delivery terms are enabled in Sale Settings. |
| Delivery Due Date | Yes | Expected delivery date for the order. |
| Employee In charge | Yes | |
| Prepared By | Yes | Shown when prepared-by is enabled in Sale Settings. |
| LPO / FPO Id | Yes | Customer purchase order reference. |
| Branch | Yes | When multi-branch is enabled. |
| Brand | Yes | When brand-wise tracking is enabled. |
| Project | Yes | |
| Customer, centers, item lines, totals | No | Edit the full order (Draft / For Revisal) or cancel and revise. |
Click Confirm to save or Cancel to close without saving.
View Tabs & Side Panels
When you open a sale order in full view (not in a small modal), the right side shows tabbed panels. Click the expand icon on a tab to open the same data in a larger modal.
Top panel
| **Tab** | **What it shows** |
|---------|-------------------|
| Summary | Linked documents created from this order — delivery notes, sale invoices, pro forma invoices, commercial invoices, and related follow-up transactions. See Sale Transaction Summary. |
| Customer Info. | Quick customer stats: recent sales, outstanding balance, and activity for the customer on this order. See Customer Summary. |
| Production | Linked production orders created from this sale order. Shown when your role includes production access. |
Middle panel
| **Tab** | **What it shows** |
|---------|-------------------|
| Payments | Receipt vouchers and payments recorded against this order. Shown when Payment on Order is enabled in transaction preferences. |
| Deliveries | Delivery notes and delivery progress against this order. |
| Profit Summary | Estimated or actual profit on this order (sale value vs cost). Requires profit report access. See Bill Wise Profit Report. |
Bottom panel (all transactions)
| **Tab** | **What it shows** |
|---------|-------------------|
| History | Activity log — who created, approved, edited, or cancelled the order and when. |
| Attachments | Files uploaded to this order. |
| Secondary Status | Custom secondary status history and updates, when secondary status is configured. |
Best Practices
- Approve the order before Create Delivery Note so quantities and rates carry forward correctly.
- Use Create Invoice only when status is Delivered or Partial Delivered to invoice delivered quantities.
- Enable payment on order in transaction preferences if you collect advance payments against orders.
- Link production orders early using Create Production Order for make-to-order items.
- Configure Sale Types for correct numbering and tax rules before creating orders.
FAQ
Can I invoice before delivery?
Create Invoice is available only when the order is Delivered or Partial Delivered. Deliver goods first using Create Delivery Note, or use Mark As Delivered on Partial Delivered orders when appropriate.
What is the difference between Delivered and Closed?
Delivered means all items have been delivered. Closed means the order lifecycle is complete — often after invoicing or a manual close.
Does approving a sale order post to accounts?
No. Only Sale Invoice, Credit Note, and Advance Tax Invoice post to accounts.
Why is the Payments tab not visible?
The Payments tab appears only when Payment on Order is enabled in your company's transaction preferences.
Why is Profit Summary not visible?
You need access to profit reports. The tab appears only when your role includes profit report access.
Why was delivery quantity blocked?
When Prevent over delivery from sale order is on, delivered quantity cannot exceed the remaining order quantity.
Why can I not cancel this order?
Cancel open delivery notes, service completion notes, and receipt vouchers linked to the order first.
Is credit limit checked on order approve?
Yes, when configured in Credit Limit Setting for sale orders. The check runs on approve, not on save.
Can I reserve stock from a sale order?
Yes. On an approved order use Create Stock Reservation to hold inventory for fulfilment before delivery.
Can I create a sale order from an opportunity?
Yes. On an approved Opportunity use Create Sale Order. Customer and item lines are prefilled. Creating the order typically closes the opportunity.