Sales Order
The Sales Order module streamlines the entire order management process—from creating and modifying orders to confirming and sharing them with customers.
What You Can Do:
- Create and manage sales orders
- Check real-time stock availability
- Track order status and fulfillment
Sales Order Workflow
Follow these simple steps to create and confirm a sales order:
- Create a new sales order
During order creation, the system may display the following optional checkboxes based on your input:
-
Bypass Duplicate PO Number?
This appears if the entered PO number already exists in the system. Select this only if the duplication is intentional. -
Bypass INR for Supply State Outside India?
This shows up when the currency is set to INR and the supply state is outside India. Enable only in valid international billing scenarios.
- Add Items – Use Create Line to add items manually or Import Lines to add multiple items at once
- Modify – Adjust item rates, add freight charges, or upload the customer PO if needed
- Print or Email – Share the order with the customer
- Confirm – Finalize the order using Convert to Confirmed Order
Key Features
| Feature | Description |
|---|---|
| Create | Start a new Sales Order |
| Create Line | Add items individually |
| Import Lines | Import multiple items in bulk |
| Modify | Edit the entire order |
| Modify Line | Edit a specific line item |
| Delete / Delete Line | Remove the full order or a specific item |
| Email / Print | Send or print the sales order |
| Upload Customer PO | Attach the customer’s purchase order (available after adding items) |
| Convert to Confirmed Order | Lock and confirm the order when all validations are satisfied |
| Add Freight Item | Include freight charges as a separate item |
| Create/Modify Ship-To Info | Add or update shipping address details |
| Re-update Rate From Price Master | Refresh prices using the latest price master values |
| Convert to Manual Rate | Allow manual rate input (if permitted by item group settings) |
Optional Features
- Order Booking Link
Enable the Link Order Booking to Sales Order sysparameter to link order bookings directly with sales orders.
Validations During Order Creation
| Validation | Reason | Resolution |
|---|---|---|
| GST State Code missing | The selected party’s state code is not defined. | Go to Party Master → Branch Details → Modify → Update the state name. |
| Supply state and GSTIN mismatch | The party’s GSTIN does not match the selected supply state. | Update the correct state code in Party Master. |
| Unregistered party in different state | Interstate supplies are not allowed for unregistered parties. | Either update the party to a local state or align the company’s unit state. |
| Party Credit Limit Exceeded | The order amount exceeds the party’s credit limit. | Increase the credit limit in Party Master or reduce the order value. |
How Party Credit Limit Validation Works
When creating or editing a sales order, the system checks the total credit exposure for the party, which includes:
- Outstanding invoices
- Pending sales orders
- Current order amount
If this total exceeds the party’s defined credit limit, the system will block order confirmation to prevent credit overrun.
To resolve:
- Review and adjust the party’s credit limit in Party Master
- Reduce the current order value
- Request internal approval to increase the credit limit, if needed
Common Errors During Item Entry
| Validation | Cause | Resolution |
|---|---|---|
| Manual Rate not enabled for this Item Group | The item group doesn’t support manual rates. | Go to Group Master → Enable Is Manual Rate? for the item group. |
| Rate missing in Price Master | No valid rate found for the item-party combination, possibly missing brand or currency. | Go to Price Master → Filter by item, party, brand, and currency → Add or update rate. |