Guides
Sales
Sales Orders

Sales Orders

Lekha’s Sales Orders module simplifies the process of capturing and managing confirmed customer orders—bridging the gap between quotations and invoicing. Designed for precision and efficiency, it helps you formalize incoming sales commitments while keeping inventory and billing workflows in sync.

With customizable fields like customer selection, linked proforma invoices, payment terms, billing and delivery addresses, order items, and tax breakdowns, you can issue accurate and professional sales orders in just a few clicks.

Each order supports reference dates, shipment dates, and detailed line-level item specifications, allowing you to track fulfillment timelines and align logistics. Seamless conversion to invoices and receipts ensures quicker billing and transparent documentation throughout the order lifecycle.

The system enhances traceability, minimizes manual errors, and accelerates your order-to-cash cycle—making it easier to scale operations with confidence.

Listing Sales Orders

The sales orders list provides a comprehensive view of all your orders with powerful filtering and management capabilities.

Default View

  • Sales orders are listed by creation time in descending order (newest first)
  • Each row displays key information: order number, customer, date, shipment date, state, and total amount
  • Click on any row to view detailed information for that sales order

Sorting Options

You can sort the list by clicking on column headers:

  • Order Number - Alphanumeric sorting
  • Reference - Reference number sorting
  • Order Date - Date-based sorting
  • Shipment Date - Expected delivery date sorting
  • State - Status-based sorting (Draft, Issued, etc.)
  • Total Amount - Monetary value sorting

Filtering by State

Use the state filter to view specific types of sales orders:

  • Draft - Orders still being prepared
  • Submitted - Orders still waiting for approval
  • Approved - Orders approved and waiting to be issued
  • Issued - Finalized and confirmed orders
  • Cancelled - Cancelled orders

Available Actions

Individual Actions:

  • View Details - Click on order row to see complete information
  • Send Email - Email sales order directly to customer
  • Print - Generate PDF for individual order

Bulk Actions:

  • Bulk Printing - Print multiple sales orders at once

Creating a New Sales Order

Sales orders formalize customer commitments and serve as the foundation for order fulfillment and invoicing.

Step 1: Access Sales Orders

  1. Navigate to Sales in the main menu
  2. Click on Sales Orders from the submenu
  3. Click the "+ New" button

Step 2: Basic Information

Customer (Required)

  • Select customer from the dropdown
  • Start typing to search for existing customers

Customer Currency (Read-only)

  • Automatically displays when customer is selected
  • Shows the customer’s default currency
  • All monetary fields will show this currency symbol

Currency Exchange Rate (Required for foreign customers)

  • Enter exchange rate when customer’s country differs from organization country
  • Used for accurate currency conversion calculations

Supply Destination (Required for domestic customers)

  • Select state/place of supply for tax calculation
  • Only appears when customer’s country matches organization country
  • Affects GST calculations (intra-state vs inter-state)

Payment Terms (Optional)

  • Select or enter payment terms
  • Use "+ button next to Payment Terms selection dropdown to manage available terms
  • Examples: “Net 30”, “Against Proforma”, “45 Days”
  • Auto-calculates due date when selected

Sales Order Number (Required)

  • Auto-generated by system or manually entered
  • Must be unique within the system
  • Used for tracking and reference purposes

Reference (Optional)

  • Enter any reference number or text
  • Links to customer’s purchase orders or internal references
  • Helps with cross-referencing and tracking

Date (Required)

  • Select the sales order date
  • Defaults to current date
  • Can be adjusted as needed for backdating

Shipment Date (Optional)

  • Select expected shipment/delivery date
  • Used for planning and customer communication
  • Helps track fulfillment timelines

Proforma Invoice Number (Optional)

  • Reference to existing proforma invoice
  • Use "🔍 Find Proforma Invoice" button when customer is selected
  • Auto-populates order details from selected proforma invoice

Step 3: Billing Address

Display Name (Required)

  • Enter billing address display name (maximum 50 characters)
  • Examples: “Head Office”, “Accounts Department”

Country (Required)

  • Select billing country
  • Auto-populated from customer data

Address Line 1 (Required)

  • Enter primary billing address (maximum 100 characters)
  • Street number and street name

Address Line 2 (Optional)

  • Enter secondary address line (maximum 50 characters)
  • Apartment, suite, or building details

Address Line 3 (Optional)

  • Enter tertiary address line (maximum 50 characters)
  • Additional address information

City (Required)

  • Enter billing city (maximum 50 characters)

State (Required)

  • Select billing state or province
  • Used for tax calculations

Zip Code (Required)

  • Enter postal code (maximum 15 characters)

Call Country Code (Optional)

  • Enter phone country code (maximum 5 characters)
  • Examples: “+1”, “+91”, “+44”

Phone Number (Optional)

  • Enter phone number (maximum 15 characters)
  • Contact for billing inquiries

Step 4: Delivery Address

Same as Billing Address (Toggle)

  • Enable to use billing address for delivery
  • When disabled, separate delivery fields appear

When delivery address differs:

Display Name (Required)

  • Enter delivery address display name (maximum 50 characters)
  • Examples: “Warehouse”, “Delivery Location”

Country (Required)

  • Select delivery country

Address Line 1 (Required)

  • Enter primary delivery address (maximum 100 characters)

Address Line 2 (Optional)

  • Secondary delivery address (maximum 50 characters)

Address Line 3 (Optional)

  • Tertiary delivery address (maximum 50 characters)

City (Required)

  • Enter delivery city (maximum 50 characters)

State (Required)

  • Select delivery state or province

Zip Code (Required)

  • Enter delivery postal code (maximum 15 characters)

Call Country Code (Optional)

  • Phone country code for delivery (maximum 5 characters)

Phone Number (Optional)

  • Contact number for delivery coordination (maximum 15 characters)

Step 5: Order Line Items

Adding Items:

  1. Click "+ New Row" to add line items
  2. Fill in details for each item

Item (Required per line)

  • Select item/product from dropdown
  • Sales price auto-populates when item is selected
  • Tax rate auto-fills based on item configuration

Quantity (Required per line)

  • Enter quantity (minimum 1, integer only)
  • Must be positive number
  • Uses item’s configured unit of measurement

Rate (Required per line)

  • Enter unit price/rate (2 decimal precision)
  • Must be positive number
  • Can override item’s default sales price

Discount Amount (Optional per line)

  • Enter line-level discount amount
  • Only available when discount level is set to “LINE_LEVEL”
  • Maximum value depends on discount type

Discount Type (Optional per line)

  • Select percentage (%) or fixed amount
  • Only available when discount level is “LINE_LEVEL”
  • Radio selection between “%” and currency symbol

Tax Rate (Optional per line)

  • Select applicable tax rate from dropdown
  • Auto-selected based on item’s default tax rate
  • Can be overridden as needed

Amount (Read-only per line)

  • Automatically calculated line total
  • Formula: (Quantity × Rate) - Discount + Tax
  • Updates automatically when other values change

Managing Rows:

  • Use "🗑️" to remove line items
  • Button disabled if only one row remains
  • Add multiple rows for different items

Step 6: Order Summary

Apply Discount (Radio buttons)

  • Select when to apply order-level discount
  • Only available when discount level is “Order Level”
  • Options: “Before Tax” or “After Tax”

Discount (Optional)

  • Enter order-level discount amount
  • Only when discount level is “Order Level”
  • Minimum: 0, Maximum: depends on discount type

Discount Type (Optional)

  • Select percentage (%) or fixed amount
  • Only when discount level is “Order Level”
  • Dropdown with “%” and currency symbol

Tax Breakdown (Read-only)

  • Individual tax amounts per tax rate
  • Auto-calculated based on line items and rates
  • Shows detailed tax calculations

Total Tax (Read-only)

  • Sum of all taxes from line items
  • Auto-calculated and updates with changes

Adjustment (Optional)

  • Enter final adjustment amount (2 decimal precision)
  • Can be positive or negative
  • Applied after all other calculations

Total (Read-only)

  • Final order total
  • Formula: Subtotal + Tax - Discount + Adjustment
  • Updates automatically with all changes

Step 7: Additional Information

Customer Notes (Optional)

  • Enter notes for customer (maximum 1024 characters)
  • Appears on printed/emailed sales order
  • Used for special instructions or information

Terms and Conditions (Optional)

  • Enter terms and conditions (maximum 2048 characters)
  • Legal terms for the sales order
  • Standard terms can be saved as templates

Step 8: Additional Features

Settings (⚙️)

  • Configure sales order settings
  • Access discount level preferences
  • Set default values and behaviors

Step 9: Save Sales Order

  1. Review all entered information
  2. Click “Save” to save for later editing

Editing a Sales Order

Sales orders can be edited based on their current state and fulfillment status.

Step 1: Find the Sales Order

  1. Go to Sales Orders list
  2. Use search or filters to locate the order
  3. Click on the order row to view details

Step 2: Access Edit Mode

  1. Click the “Edit” button
  2. The editing form will open

Step 3: Edit Reason (For non-draft orders)

Edit Reason (Required for issued orders)

  • Enter reason for editing the sales order
  • Required when order state is not “DRAFT”
  • Maintains audit trail for order modifications

Step 4: Make Changes

You can update most fields:

  • Modify quantities, rates, or discounts
  • Add or remove line items
  • Update delivery information
  • Change shipment dates
  • Adjust customer notes

Step 5: Validation and Dependencies

The system enforces several validation rules:

  • Currency Exchange Rate: Numbers and dots only
  • Quantity: Minimum 1, integer values
  • Rate: 2 decimal precision, positive numbers
  • Discount: Maximum based on type and order value
  • Text Fields: Character limits as specified

Step 6: Save Changes

  1. Review modifications
  2. Click “Save” to save as draft

Deleting a Sales Order

Sales orders can be deleted under specific conditions to maintain data integrity.

Step 1: Find the Sales Order

  1. Go to Sales Orders list
  2. Locate the order you want to delete

Step 2: Check Deletion Eligibility

  • Draft orders: Can usually be deleted
  • Issued orders: May have restrictions
  • Linked orders: Cannot be deleted if:
    • Converted to invoices
    • Associated with shipments
    • Referenced in payments

Step 3: Delete Process

  1. Click on the order to view details
  2. Click the “Delete” button
  3. Confirm deletion when prompted

Important: Deletion restrictions apply when:

  • Order has been converted to invoice
  • Order has associated shipment records
  • Order is referenced in other transactions
  • Inventory has been allocated or shipped

Best Practices for Sales Orders

Accuracy and Completeness

  • Verify customer information before creating orders
  • Double-check quantities and pricing
  • Ensure delivery addresses are accurate
  • Set realistic shipment dates

Workflow Management

  • Use draft status for internal review
  • Issue orders only when confirmed by customer
  • Track order status through fulfillment
  • Maintain clear communication with customers

Inventory Integration

  • Verify item availability before confirming orders
  • Consider lead times for procurement
  • Monitor inventory allocation
  • Plan for just-in-time fulfillment

Financial Controls

  • Review discount applications
  • Validate tax calculations
  • Ensure proper payment terms
  • Monitor foreign exchange rates

Documentation

  • Include comprehensive customer notes
  • Maintain standard terms and conditions
  • Reference related proforma invoices
  • Keep audit trails for modifications

Integration with Other Modules

Sales orders integrate seamlessly with:

  • Customers: Auto-populate customer details and preferences
  • Items: Use item pricing and inventory data
  • Proforma Invoices: Convert quotations to confirmed orders
  • Shipping: Create shipment records and tracking
  • Reports: Analyze order volumes and fulfillment performance

Order States and Lifecycle

Understanding order states helps manage the fulfillment process:

  • Draft: Order being prepared, not yet confirmed
  • Submitted: Order is sent for approval
  • Approved: Order is approved and is ready to issue to customer
  • Issued: Confirmed order, ready for fulfillment
  • Cancelled: Order cancelled before completion

Each state transition maintains audit trails and affects available actions for the order.

Proforma InvoicesInvoices