5.6Sales orders

A sales order confirms that a customer has committed to buy. You record deliveries as goods ship and convert the order into one or more invoices. Essentials plan and above.

#Creating a sales order

Sales → Sales Orders → New sales order (or convert an approved estimate). Header: Customer *, Order number, Reference, Order date *, Payment terms, Delivery date * (defaults to a week ahead), and the line items, notes and terms. Click Create order.

#Statuses

#Working an order

1. Confirm Order on a draft. With Settings → Inventory → Items → Reserve stock when a sales order is confirmed on, confirming also holds what is in stock for every line (see Reserving stock below).
2. Record Delivery — available until everything is delivered. The drawer asks for Delivery date, Warehouse and a Note, and lists each line with Ordered, Delivered, Remaining and Deliver now (pre-filled with the remainder; reduce it for a part shipment). Click Record delivery (an item inspected before delivery first needs its outbound inspection accepted — Inspect on the order, Chapter 10.17). Stock leaves the chosen warehouse. Repeat for further shipments.
3. Convert to Invoice — creates an invoice for what has been delivered but not yet invoiced, and opens it. Convert again after later deliveries.
4. ⋯ menu: View linked invoice, Reopen to draft, Cancel order, Edit sales order, Delete sales order.

The order page has tabs Overview, Deliveries (every shipment against the order) and Notes.

#Reserving stock

A confirmed order can hold stock so that no other order, invoice or cash sale is promised the same units. What an order holds is still on hand; it is simply not for sale to anyone else — a delivery, invoice or cash sale that would need it is refused with a message naming the order ("8 reserved for SO-0042").

• Reserve stock (on a confirmed order with something still to ship) holds what is available for every line that lacks it: the Reserved column on the lines shows what each holds, with N short when stock ran out, and Reserved in the details reads 6 of 10 · 4 short. Click it again after stock arrives to hold the rest.
• ⋯ → Release reserved stock lets it all go.
• With the setting on, confirming the order reserves automatically (what is short stays short until you click Reserve stock again), a delivery shrinks the hold by what shipped, deleting a delivery holds the stock again, and reopening or cancelling the order releases it. Editing a confirmed order's lines starts its holds over.
• A specific lot can be promised through the API (batch, serial or bin): the order's own delivery takes that lot first and other orders' deliveries leave it alone.
• A kit line holds its stocked components; the line shows how many kits are covered.

#Delivered by the supplier (drop-ship)

Switch Supplier ships on a line when the supplier sends the goods straight to the customer. The item needs a preferred supplier (Chapter 10.2, Suppliers; tick Ships direct there so the line defaults that way). Confirming the order raises one draft purchase order per supplier for those lines, shipped to the customer's address, listed under Drop-ship purchase orders on the order page. The goods never enter your stock: the line holds nothing, is not picked, and does not count in replenishment.

Issue the purchase order as usual (Chapter 6.3). When the supplier says it shipped, Mark shipped by supplier on the purchase order delivers the sales order line (a delivery with no stock movement) and the purchase order counts as received; then Convert to Invoice bills the customer. The supplier's bill debits cost of goods sold rather than inventory. Reopening or cancelling the order deletes its draft purchase orders; once one was issued, cancel or close it first.

Stock Summary (Chapter 19) shows Reserved and Available (closing less reserved) per item, and the item's per-warehouse quantities carry the same two figures.