Create & Manage Sales Orders
A Sales Order is a confirmed order from a customer before delivery. Use sales orders when there is a gap between order confirmation and actual delivery — for example, in wholesale businesses where goods are shipped later, or in made-to-order businesses. Sales Orders help you plan inventory and fulfillment without affecting your stock levels. You can add items with quantities, prices, discounts, and taxes just like an invoice. Once the goods are ready for delivery, convert the order into a Sales Invoice with one click — all details carry over automatically. Sales Orders do not reduce stock or affect financial reports until they are converted to an invoice.
Steps
- Navigate to Sales > Sales Orders from the sidebar.
- Click "+ Create Sales Order" to open the order form.
- Select or add a Customer — you can create a new customer on the fly.
- Set the Order Date and Order Number (auto-generated, editable).
- Select the Store if you have multiple stores — this determines which store's stock will be checked.
- Add items by clicking "+ Add Item" — search by item name or scan a barcode. Add multiple items to a single order.
- For each item, enter Quantity, Price, and Unit.
- Apply Item-level Discount for individual items — supports both percentage (%) and flat amount (Rs.) discounts.
- GST/Tax is auto-calculated based on each item's tax rate settings.
- Add Extra Discount (bill-level discount) on the overall order total.
- Add Shipping Charges or any other additional charges if applicable.
- Set an Expected Delivery Date if needed — helps you plan fulfillment.
- Add optional Remarks or notes about the order.
- Click "Save" to create the order. No stock is deducted at this point.
- When goods are ready for delivery, open the order and click "Convert to Invoice" — all item details carry over automatically to a new Sales Invoice.
Tip: Sales Orders are ideal for wholesale, B2B, or made-to-order businesses. They help you track what customers have ordered without affecting stock until you actually deliver. You can also convert a Quotation into a Sales Order first, and then into a Sales Invoice.
Common Questions
No, a sales order does not reduce your stock. Stock is only deducted when the sales order is converted to a sales invoice. The order serves as a confirmed commitment from the customer and helps you plan fulfillment and inventory without premature stock changes.
Yes, once the goods are ready for delivery, open the sales order and click 'Convert to Invoice'. All item details, quantities, prices, discounts, and taxes are carried over automatically to the new sales invoice. This eliminates the need for re-entry and ensures consistency.
No, sales orders do not appear in your sales reports, profit reports, or GST reports. They are only used for order tracking and fulfillment planning. Financial reports only reflect actual sales invoices. This ensures your revenue figures are based on completed sales, not pending orders.
The typical workflow is: Create a Quotation (price proposal) → Customer accepts → Convert to Sales Order (confirmed order) → Goods ready → Convert to Sales Invoice (final bill with stock deduction). You can skip the Sales Order step and convert directly from Quotation to Invoice if delivery is immediate.
Yes, sales orders support all the same pricing features as invoices: item-level discounts (percentage or amount), bill-level extra discounts, GST/tax auto-calculation, and shipping charges. When you convert the order to an invoice, all these details carry over automatically.
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