Sales Orders

For: Sales people confirming and tracking customer orders

Purpose: Understand what the Sales Order module does and how a confirmed order links quotations, delivery, and invoicing

What This Module Does

A sales order is a confirmed order from a customer. It captures the agreed items, quantities, rates, and totals. You can create a sales order directly, or by converting an accepted quotation. From here the order feeds the rest of the cycle — in ABSS Books it can lead to a delivery challan, an invoice, and (for manufacturers) a production order. Sales orders can be labelled with tags so you can group and find them easily.

The Sales Order module lets you:

• Create orders directly or from an accepted quote.
• Apply a coloured tag to an order for easy grouping.
• Track an order's stage (Draft, Open, Closed, and Books stages).
• See the quote an order came from and the documents it leads to.
• Search, filter, and export sales orders.

Main Features (What You Can Do)

1. Create a Sales Order

When you create a sales order you typically enter:

• Customer: who the order is for. The system checks the customer is valid and that the chosen shipping address belongs to them.
• Items: products or services with quantity, rate, amount, and optional discount.
• Branch, division, and warehouse: where the order is raised and fulfilled.
• Order date, reference, subject, notes, and terms.
• Tag (optional): a coloured label from your Sales Order Tag master.
• Attachments: optional files stored securely.

Creating from a quotation

• You can create a sales order from an accepted quotation. The order uses the quote's items. Only a quote in the allowed status (Accepted) can be converted; otherwise you get a clear message.
• If stock checking is switched on, the system checks enough stock is available before allowing the order.
• Once saved, the quote is marked completed/converted and linked to the new order, and a note is added to both documents' comment history.

The system generates a unique order number automatically (e.g. SO-001), stores your primary bank details for display, and records who created the order.

2. Tag and Organise Orders

You can attach a sales order tag (a coloured label such as Priority or Export) to an order. Tags come from the Sales Order Tag master and make it easy to group, filter, and report on similar orders. You can filter the order list by one or more tags.

3. View and Search Sales Orders

You can list orders and filter by customer, tag, status, and a date range, and search (including by customer name). Each row shows the customer, tag, status, and total. The list is paginated.

4. Open a Sales Order (Full Details)

Opening an order shows its header (number, customer, status, dates, total), the item lines, the customer and shipping address, tag, bank details, and its comment history. If the order came from a quote, that link is shown, along with any delivery challans, invoices, or production orders created from it.

5. Edit a Sales Order

You can edit an order's customer, items, pricing, warehouse, tag, and attachments while it is in an editable stage. If stock checking is enabled, availability is re-checked. Changes are recorded in the order's comment history.

6. Change Sales Order Status

An order moves through Draft, Open, and Closed (and, when used with ABSS Books, Partially Recorded and Completed as delivery and invoicing progress). The system only allows valid moves between these stages, and Cancelling an order is blocked if a delivery challan, invoice, or production order has already been created from it.

7. Delete a Sales Order

You can delete an order only when nothing has been created from it. The system blocks deletion if a delivery challan, invoice, or production order exists for the order, and tells you which document is linked so you can handle it first.

Summary of Rules (Quick Reference)