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Retail Topics

Sales Order

Managing Sales Orders

A Sales Order (SO) is a confirmation document created by a seller upon receiving a purchase request from a customer. Acting much like a proforma invoice, it confirms the items, quantities, pricing, and terms and conditions of the sale before goods are delivered or actual invoices are issued.

Key Accounting Note:

Creating a Sales Order does not affect your company's financial accounts. It is strictly a confirmation document used to process deliveries and prepare for invoicing. Your accounts will only be updated once the final invoice is generated from this order.

1. Accessing the Sales Order Module

To view and manage your sales orders, follow these steps:

  1. Log in to your AiPSoft dashboard.
  2. On the left-hand navigation menu, locate and click on the Sales module to expand it.
  3. Click on Sales Order.

**[Image: Left navigation sidebar highlighting the Sales > Sales Order menu path]**

2. Understanding the Sales Order Dashboard

The Sales Order dashboard displays a comprehensive list of all issued sales orders. You can use the search bar or filter dropdowns (by Date, Branch, Status, or Paid Status) to find specific orders.

The table provides a quick overview with the following columns:

  • Order Number & Date: The unique SO reference number and the creation date.
  • Branch & Customer: The issuing branch and the associated customer.
  • Sales Account: The payment type (e.g., Credit Sale, Cash Sale).
  • Grand Total & Currency: The total value of the order.
  • Status & Paid: Color-coded badges showing fulfillment status (e.g., Under Processing, Delivered) and payment status (Paid, Not Paid).
  • Details: Action buttons to view or edit the specific document.

**[Image: Sales Order list view displaying existing orders, statuses, and column headers]**

3. Creating a New Sales Order

When a customer confirms they want to proceed with a purchase, create a new Sales Order using these steps:

  1. Click the blue + Add New button located at the top right of the Sales Order dashboard.
  2. Fill in the Order Details:
    • Voucher: The system automatically generates the next sequential SO number (e.g., SO0072).
    • Branch: Select the branch issuing the order from the dropdown.
    • Customer Account: Search and select the customer requesting the goods/services.
    • Sales Account: Choose the account type, such as Credit Sale or Cash Sale.
    • Dates: Select the primary Date of the order, and assign a Due Date to let the customer know when payment is expected.
    • LPO No: Enter the Local Purchase Order number if provided by the customer.
    • Tax Billing: Check this box if this is a taxable transaction.
    • Remarks/Notes: Add any specific instructions or terms.
    • Salesman: Assign the team member responsible for this order.
  3. Add Products to the Order:

    In the Product grid at the bottom, add the requested items by searching via Barcode or Item Name.

    Specify the Qty (Quantity) and adjust the Rate or apply any Disc (Discount) as necessary. Taxes and net amounts will calculate automatically based on your settings.

  4. Review the Total Tax, Gross, and Grand Total at the bottom of the screen. Click the save icon to finalize and issue the Sales Order.

**[Image: Add New Sales Order screen showing the top details form and the product entry grid below]**

4. Viewing Details and Managing Existing Orders

You can review, print, edit, or track history on any previously generated Sales Order.

  1. From the Sales Order dashboard, click the Details (eye icon) button next to any order.
  2. The document view will open, providing access to several tabs:
    • Details Tab: Shows the ordered items, units, costs, and net amounts. From this screen, you can use the action buttons to Print the order, Delete it, or Export to Excel. There is also an Edit button at the top right if modifications are needed.
    • Journal Entry Tab: View any related accounting entries (Note: this may be empty until invoiced, as SOs do not impact ledgers immediately).
    • Notes & History Tab: Add internal notes or view a log of actions taken on this specific order.
    • Attachments Tab: Upload supporting documents. This is highly useful for attaching original customer LPOs, email confirmations, or photos related to the transaction.

**[Image: Sales Order details view showing the item grid, action buttons (Print/Export), and tabs for Notes and Attachments]**

Pro Tip: Communication

Once a Sales Order is created, you can quickly print it or export it to send to your customer. Getting their final sign-off on the Sales Order document helps prevent disputes regarding pricing, quantities, or due dates before the physical delivery takes place.

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