Sales Order
Complete guide to creating and managing sales orders for domestic buyers
Overview
Understanding Sales Orders
A Sales Order is an official order confirmation document created when receiving orders from domestic buyers for local sales. It includes product details, pricing, quantities, and payment terms. You can easily create it by linking an existing Offer Sheet with Issue status, or start from scratch.
Export Order vs Sales Order
Understanding the Key Differences
It's crucial to understand the differences between Export Order (Proforma Invoice) and Sales Order, especially regarding where buyer information comes from.
The most important difference is the source of buyer selection. This is a common point of confusion for users. Unlike trade documents, the buyer for Sales Order is selected from Transaction Party in Accounting, NOT from Entity in Main Data.
Export Order (PI)
Buyer is selected from Entity in Main Data (overseas companies registered for international trade)
Sales Order (Domestic)
Buyer is selected from Transaction Party in Accounting (local customers for domestic transactions)
| Feature | Export Order (PI) | Sales Order |
|---|---|---|
| Buyer Source | Entity (Main Data) | Transaction Party (Accounting) |
| Delivery Terms | Incoterms Required (FOB, CIF, etc.) | Not Required |
| Payment Terms | Detailed (TT, LC, DA/DP) | Simple Text Input |
Before You Begin
Required Data Registration
Before creating a sales order, ensure the following data is registered in your system. This enables quick selection during document creation.
Transaction Party (Buyer)
Register domestic buyers in Accounting & Finance → Transaction Party Management before creating sales orders.
Product Selection
Only products registered in Data Management → Product can be added to the sales order.
Currency Selection
Only currencies registered in Basic Data → Currency can be used in the sales order.
Header Input Fields
Document Identification and Transaction Information
The header section contains essential document identification and buyer information. You can link an existing Offer Sheet or create a new order from scratch.
Link Existing
Select an offer sheet with Issue status to reference buyer, product, and pricing information for easy sales order creation.
Create New
Create a sales order from scratch without linking an offer sheet. All information must be entered manually.
Even when linking an offer sheet, you can modify the imported data before saving.
Document Number
System automatically generates a document number. Users can modify if needed.
Document Date
Select the date when issuing the document.
Validity
Select the validity period for this sales order.
Reference Number
Enter the reference document number if applicable.
Buyer
Select the domestic buyer from Transaction Party. Navigate to Accounting & Finance → Transaction Party to register new customers.
Payment Term
Enter the payment conditions as a simple text description (e.g., 'Net 30 days', 'Cash on delivery', '50% advance, 50% on delivery').
Currency
Select the currency for the sales order. Only currencies registered in Basic Data → Currency can be selected.
Notes
Additional Document Information
Add any additional notes, special conditions, or remarks that should appear on the sales order document.
Notes
Enter any additional notes, terms, or conditions that should appear on the document.
Item Details
Product and Pricing Information
Add products with quantities and unit prices. You can include multiple items in a single sales order to process comprehensive orders.
Product
Select the product to add. Only products pre-registered in Data Management > Product can be selected.
Quantity / Unit Price
Enter the quantity and unit price for the selected product. Total amount is calculated automatically.
Add New Item
Click to add another product line to the document.
Sales Order Account Page
Manage Your Created Sales Order
After creating a sales order, you'll be directed to the account page where you can view details, manage the document status, and perform various actions. It consists of the Information tab, Post tab, and Transactions tab.
Information
Document details and actions
Post
Related posts and communication
Transactions
Journal entries and profitability analysis
Status Options
Click the menu button (⋮) in the top right corner to access the following actions:
Generate a PDF version of the sales order for printing or email attachment.
Send File
Send the PDF sales order directly via email to the buyer.
Update
Modify the sales order details and save changes.
Copy
Create a new sales order by copying this document's information.
Decrease Inventory
Generate an inventory decrease entry based on this sales order.
Delete
Permanently remove this sales order from the system.
In the Transactions tab, you can view all accounting entries related to this sales order and create new entries. Link revenue, expenses, and payment entries for comprehensive transaction management.