Sales orders

A sales order records what a customer has agreed to buy and lets you deliver it in parts. The order itself posts nothing and moves no stock. Your accounts change when you dispatch a delivery from it, or when you post an invoice made from it.

Where: Sales › More › Sales orders
Number: SO-000001, given when you first save or when it is made from a quotation
Posts to: Nothing itself. A delivery made from it posts to Unbilled Receivables, Sales Revenue, Output Tax Payable, Cost of Goods Sold and Inventory
Who: Managers and admins

What it’s for

Orders you deliver in several trips, for example one truck now and one next week. The order remembers what is still to deliver.
Two ways to finish an order. Dispatch delivery sends the goods now and you invoice later. Create invoice invoices now, and the stock leaves when you post that invoice.
Both ways share the same quantities. A quantity you have delivered cannot be invoiced again from the order. Invoice it from its delivery instead.
A sales order does not reserve stock. The stock must be there on the day you deliver or invoice.
You can order stock items and bundles. You cannot order a service. A bundle cannot go on a delivery. Invoice it directly.
A sales order made from a quotation starts as issued. One you enter yourself starts as a draft.

Fields

Field	What it means	What it changes
Customer	Who ordered. Search by code or name. Your role may also let you add a new customer from the list	Printed under Bill to. The customer must be active
Document date	Defaults to today. It cannot be in the future	The date printed. A delivery or invoice made from the order cannot be dated before it
Stock location	The store the goods leave from	Used by every delivery and invoice made from the order
Expected date (optional)	The day you expect to deliver. It cannot be before the document date	Printed as Expected. It does not stop you delivering on another day
Reference (optional)	The customer’s order number or similar. Up to 120 characters	Printed. A draft invoice made from the order starts with it
Item	A stock item or a bundle. Each item can be on the order once	The line you are selling
Description (optional)	Extra words for the line. Up to 200 characters	Printed under the item name when it differs from the name
Qty	How many	The line amount, and what can be delivered or invoiced
Price	Starts at the item’s sale price. A company setting decides whether prices include VAT; the order says which	The line amount. Deliveries and invoices use these prices
Discount	An amount per unit, not a percentage	Lowers the price of each unit
VAT	Worked out for each line from the item’s tax profile. Not charged if your company is not VAT registered on the document date	Shown as Estimated VAT. The delivery or invoice works out its own VAT
Notes (optional)	Up to 2,000 characters	Printed. Goes onto each delivery made from the order
Terms (optional)	Up to 2,000 characters	Printed under Terms

An order holds up to 50 lines. The totals under the lines are a preview. When you save, the app works out the final figures again.

Buttons

On the list, press New sales order. Search by number, customer or reference, and filter by status. The last column shows the next step for each order.

Button	When you see it	What happens	Accounts
Save draft & review	New or draft	Saves the order as a draft with its number, then shows it	No change
Save & new	New or draft	Saves the draft and opens a blank form for the same stock location	No change
Edit	Draft, or issued with nothing delivered or invoiced	Opens the form again	No change
Issue sales order	Draft	Makes it an issued order that can be delivered or invoiced	No change
Review changes, then Update sales order	Editing an issued order	Shows what changes, asks for a reason, then saves under the same number	No change
Dispatch delivery	Issued, something left to deliver	Opens a form where you choose the date, a reference and the quantities. Posts a delivery	Posts the delivery
Create invoice	Issued, something left to deliver	Opens a form where you choose the invoice date and quantities. Makes a draft invoice	No change until you post it
Copy as new sales order	Any order that is not a draft	Starts a new draft with the same customer, items, prices, reference, notes and terms. The date is today	No change
Cancel remaining	Draft or issued, something left	Asks for a reason, then Confirm cancellation	No change
Print…	Always	Shows the order to print	No change
Items & terms and Linked history	Always	Switch between the lines and the list of deliveries and invoices made from the order, with the edit history	No change

On the dispatch form, Use all remaining quantities fills every line with what is left. Leave a quantity blank to skip that line. Bundle lines are left out of the list, with a note that bundles are invoiced directly.

Statuses you will see: Draft, Issued, Fulfilled and Cancelled. Fulfilled means every quantity has been delivered or invoiced. Under Linked history, each delivery shows its status and a Create linked invoice link while it is not invoiced yet. Each invoice shows a link to it.

What gets posted

The order itself posts nothing. A delivery or an invoice made from it posts when it is made or posted.

Dispatch delivery

A delivery is dated on the Conversion date you choose, and it posts at once. It records that the goods have left, before you invoice them.

Account	Side	In plain words
1150 Unbilled Receivables	Debit	The customer owes you for goods delivered but not yet invoiced
4000 Sales Revenue	Credit	Income, after the discount
2100 Output Tax Payable	Credit	VAT you owe the FTA, when VAT applies on the delivery date
5000 Cost of Goods Sold	Debit	What the delivered goods cost you
1200 Inventory	Credit	Your stock value goes down

Stock also leaves the order’s stock location. VAT is worked out for the delivery date, because the delivery is the tax point. A worked example with amounts is on the Deliveries page.

When you invoice the delivery later, use Create linked invoice in Linked history. That invoice does not post the income, VAT or stock again. It moves the amount from Unbilled Receivables to Accounts Receivable. See Deliveries.

Create invoice

This makes a draft invoice. Nothing is posted and no stock moves until you post the invoice. The entry is the one on the Invoices page. The quantities come off the order only when you post it.

What is copied

	Delivery	Draft invoice
Customer, stock location	Copied	Copied
Items and quantities	The ones you choose, up to what is left	The ones you choose, up to what is left
Prices and discounts	As ordered	As ordered. You are not asked for a price
Item description	Copied	Copied, if you typed one
Reference	The one you type on the form	The order’s reference, or its number if it has none
Notes	The order’s notes	Not copied
Date	The conversion date you choose	The invoice date you choose

A draft invoice gets a due date of the invoice date plus the customer’s payment terms.

What can still change

On the draft invoice you can lower a quantity or remove an item. Do not change a price, a discount, the customer or the stock location. The invoice would not post.
The order’s quantities fall when a delivery is made or an invoice is posted, not when a draft invoice is made. If something else uses up the quantity first, the app refuses to post the draft invoice.
A delivery made from an order cannot be edited. See Fixing a mistake.
After posting, an invoice made from an order keeps its items and prices. You can change only its due date, reference and note. See Invoices.

Where it shows up

Place	What changes
Sales › More › Sales orders	The order is listed with its status and how many lines are left
Deliveries made from it	Each is listed under Linked history on the order. A delivery made from an order cannot be edited, and offers Record another delivery while the order has something left
Invoices made from it	The invoice says Made from sales order, with a link. It is listed under Linked history on the order
A sales order made from a quotation	It shows Source with a link back to the quotation
Stock reports	A sale movement at the order’s stock location, dated on the delivery (or on the invoice)
Profit and loss, Balance sheet	Sales Revenue, Cost of Goods Sold, Inventory and Output Tax Payable move when a delivery is made. Unbilled Receivables moves to Accounts Receivable when it is invoiced
VAT return (Detailed Reports › Tax)	The VAT counts in the period of the delivery date. An invoice made directly from the order counts on its invoice date
Customer balance, Overview, reports	Nothing, for the order on its own

What the printout shows

Print… opens a preview you can print on A4 or A5 paper.

Your shop’s details, the title SALES ORDER, and the number, date, Expected date and reference.
A Bill to box with the customer’s name, mobile, address and TRN (when VAT applies and the customer has one).
The items (a discount column only if a line has a discount), the net total, Estimated VAT, the total and the total in words.
Your terms and notes, the line Not a tax invoice., and signature lines Prepared by and Customer.

The printout does not show the status or version unless your print layout is set to show them.

What the app blocks

Most checks happen before anything is saved, so a refused action leaves no half-finished records.

The checks when you save, issue, edit or cancel an order are the same as for a quotation. See Quotations. Posting a draft invoice made from an order has the same checks as one made from a quotation. They are listed on that page too.

Dispatch delivery

Situation	What you see
No quantity entered	Choose an item to convert.
More than is left	‹item›: quantity cannot exceed ‹quantity left›.
Decimals the unit does not allow	‹item›: use whole-number quantities.
Not enough stock at the order’s location	Only 4 PCS of ‹item› is in stock at this location. or ‹item› is out of stock at this location.
Date inside a locked period	The accounting period is locked through ‹date›. Choose a later date, or ask an administrator to reopen the period.
Date before the order date, or in the future	Use a date on/after the source date, not in the future, and within quotation validity.
The order has a bundle. The dispatch form leaves it out and shows this note	Bundles can’t go on a delivery. Invoice them directly.
Someone else changed the order	This document changed. Reload its current version and remaining quantities before continuing.
The company’s prices-include-VAT setting, an item’s tax profile, VAT rate or unit changed, or an item was made inactive, since the order was saved	The agreed tax, unit or supplier-pack basis changed. Revise an unissued draft, or cancel the remaining issued order and create a replacement.

If your company allows selling stock that has not been received yet, a short delivery follows the owed stock rules described on the Deliveries page instead of being refused.

Warnings that do not stop you

VAT on the delivery date. If the order was priced without VAT and the delivery date is one when your company is VAT registered, the dispatch form says: This sales order was priced without VAT. The delivery will add VAT of AED ‹amount›.
VAT stops. If the order included VAT and your company is not VAT registered on the delivery date, it says: This sales order included VAT. The company is not VAT registered on ‹date›, so the delivery will not charge VAT.
Credit limit or credit hold. They do not stop a delivery.

Who can do it

Action	Admin	Manager	Cashier
See, create, edit and print	Yes	Yes	No
Issue, cancel remaining, copy	Yes	Yes	No
Dispatch delivery	Yes	Yes	No
Create invoice	Yes	Yes	No

These are the standard roles. Your administrator can give a custom role each action separately in Settings › Users & access. Create invoice needs two rights: converting sales orders and creating invoices.

Fixing a mistake

Still a draft. Use Edit, then Save draft & review. If you no longer want it, use Cancel remaining and give a reason. A draft keeps its number.
Issued, nothing delivered or invoiced. Use Edit. Press Review changes, check the list of changes, pick or type a reason, then press Update sales order. The number stays and the history keeps the before and after.
Part delivered or invoiced. Edit is blocked. Use Cancel remaining for what is left, and Copy as new sales order to start again. What you already delivered or invoiced stays as it is.
A delivery was wrong. A delivery made from an order cannot be edited. Open the delivery and use one of these:
- Correct quantity takes back what was not delivered. In the same step you can also cancel what is still to be delivered on the order.
- Record return takes back goods the customer sends back.
- Cancel delivery reverses a delivery that nobody has touched.
The order does not get the quantity back. Make a new order if you will deliver it again. If the delivery has been invoiced, correct the invoice first. See Deliveries.
An invoice made from it was wrong. Cancel a draft on the Invoices page, or credit a posted one. See Invoices.
The prices-include-VAT setting or an item changed. The app refuses to deliver or invoice. Edit and save a draft again. Cancel an issued order and copy it as a new one.