Add Sale Order

Prerequisites

Before initiating a Sale Order, sufficient inventory must be available in the system.

• Inventory Addition: Ensure that the stock has been updated by navigating to the Add Purchase Invoice module and logging the incoming inventory.

Phase 1: Creating a New Sale Order

Navigate to the Sale Order dashboard to initiate a new transaction. The form is divided into three main sections: Document Details, Item Mapping, and Order Summary.

1. Document & Party Details

Fill in the primary transaction details at the top of the form:

• Document Type: Will default to Sale Order.
• Transaction Date: Select the current date or backdate as per company policy (e.g., 28-04-2026).
• Document Number Prefix & Number: Select the appropriate prefix (e.g., SALE-) and input/verify the auto-generated Document Number.
• From Party Type & Name: Select the originating party type and choose the specific party name from the dropdown.
• To Party Type & Company: Select the receiving party type and the target company placing the order.

2. Item Details & Pricing

Add the products requested by the client in the item table:

• Select Item: Choose the specific inventory item from the dropdown menu.
• Order Unit & Qty: Define the unit of measurement and input the total quantity (click the Slab link if tier-based pricing applies).
• Pricing & Taxes: * Verify the Price (Excl GST) and DP Price (Excl GST).
• Apply any applicable discounts using Disc Type and Disc val.
• The system will auto-calculate the Taxable Amt, Tax (%), and final Gross Amt for the line item.
• Add New Item: Click this primary button to insert additional rows for multi-item orders. Use the Trash Can icon on the right to remove any incorrect line items.

3. Summary & Attachments

Review the automated calculations and add any supporting documentation:

• Calculations: Verify the auto-populated fields at the bottom, including Total Item Discount, Taxable Amount, Total, Rounding Off, and the final Total Amount.
• Freight details: Select the correct option under Freight Paid By Party.
• Proof of Order: Use the Choose File button to upload any client purchase orders, emails, or physical confirmations.
• Additional Note: Enter any specific delivery instructions or manual notes regarding the order.

Phase 2: Forwarding for Approval

Once the Sale Order is fully drafted, it must be routed to the Accounts Department for financial verification.

1. Remarks: Enter any context or specific instructions in the Remarks for Next Department text box located at the bottom of the screen.
2. Action Buttons:

• Click Forward to instantly route the Sale Order to the Accounts Department's queue.
• (Optional) Click Hold if the order is incomplete and needs to be saved as a draft for later.

Phase 3: Accounts Approval & Inventory Deduction

This phase is handled by the Accounts/Admin department.

1. Approval: The Accounts Department reviews the forwarded Sale Order. Upon successful verification of pricing, credit limits, and terms, they will approve the document.
2. Document Generation: Post-approval, the system will prompt the generation of a final dispatch document. Based on the active Company Configuration, the user will be restricted to generating either:

• A Sale Invoice (Tax document)
• A Delivery Challan (Non-tax dispatch document)



1. Inventory Deduction: The moment the Sale Invoice or Challan is successfully generated, the system will automatically deduct the finalized item quantities from the central inventory in real-time.