The Sales Order module is used to record and manage confirmed customer orders within the ERP system. A sales order captures the customer’s commitment to purchase products or services, including pricing, quantities, delivery requirements, payment terms, and other commercial details.

A sales order may be created directly or generated from an approved Sales Quotation. Once confirmed, it becomes the primary document that drives the downstream fulfilment process, including Delivery and Billing, while ensuring complete traceability throughout the sales lifecycle.

Purpose

The Sales Order module enables your organisation to:

• Create customer sales orders.
• Generate orders directly or from approved quotations.
• Record customer, pricing, and delivery information.
• Manage products and line items.
• Apply discounts, taxes, and freight charges.
• Confirm and approve customer orders.
• Convert confirmed orders into Delivery documents.
• Track order status throughout fulfilment.
• Maintain complete order history for reporting and auditing.

Navigation

Sales → Sales Order

Key Features

The Sales Order module provides the following capabilities:

• Sales order creation
• Sales quotation conversion
• Customer and contact management
• Product and line item management
• Automatic pricing calculation
• Discount, freight, and tax management
• Product configuration support
• Order confirmation and approval workflow
• Delivery conversion
• Status tracking
• Search, filter, and order history

Screen Overview

The Sales Order screen enables authorised users to capture confirmed customer orders by selecting a customer, adding products or services, reviewing pricing, and defining delivery and commercial terms.

A sales order is organised into multiple sections to capture all information required for order fulfilment.

Section	Description
Sales Order Information	Captures order details such as Sales Order Number, customer, order type, order date, requested delivery date, billing, and shipping information.
Line Items	Allows users to add products or services, quantities, pricing, discounts, taxes, and freight charges.
Configuration & Pricing	Displays pricing calculations, configured products, and overall order totals.
Organisation Details	Stores organisational information such as Business Unit, Sales Office, Sales Team, and Sales Person.
Other Information	Stores additional notes, references, attachments, payment terms, and supporting information.

Data Model

The Sales Order module uses a header-and-line structure. The order header stores customer, commercial, organisational, and delivery information, while line items contain the products or services being ordered, along with pricing and fulfilment details.

Sales Order Header

The Sales Order Header stores the overall order information and is uniquely identified by a system-generated Sales Order Number. Customer information is automatically populated from the Customer Master when a customer is selected, ensuring consistency and reducing manual entry.

Information Stored

Category	Information
Order Identification	Sales Order Number, Sales Order Type, Status
Customer Information	Customer, Customer Name, Contact Person
Communication	Email ID, Phone Number
Billing & Shipping	Invoicing Party, Billing Address, Receiving Party, Shipping Address
Commercial Information	Billing Type, Order Date, Requested Delivery Date
Delivery Information	Delivery Type, Shipping Condition, Priority
Organisation Details	Business Unit, Sales Office, Sales Team, Sales Person
Audit Information	Created By, Created Date, Updated By, Updated Date

Sales Order Line Items

Each Sales Order contains one or more line items representing the products or services ordered by the customer.

Each line stores product information, ordered quantity, pricing, discounts, taxes, freight charges, delivery details, and calculated totals. Pricing is automatically derived from the configured pricing rules wherever applicable.

Entity Relationship

Sales Order
│
├── Customer Information
├── Organisation Details
├── Line Items
│     ├── Product
│     ├── Pricing
│     ├── Taxes
│     └── Freight
├── Delivery Information
├── Other Information
└── Attachments

The Sales Order acts as the parent transaction for all order-related activities and serves as the source document for downstream Delivery and Billing processes.

Status Lifecycle

A Sales Order progresses through the following statuses during its lifecycle:

Status	Description
Draft	The order has been created and saved but is not yet confirmed.
Confirmed	The order has been confirmed and is ready for fulfilment planning.
In Delivery	The order has been converted into a Delivery document and fulfilment is in progress.
Completed	The order has been fully delivered and/or billed.
Cancelled / Rejected	The order has been cancelled or rejected and will not proceed further.

Status transitions occur automatically or through authorised user actions depending on the order stage.

How It Works

The Sales Order process generally follows these steps:

1. Navigate to the Sales Order module.
2. Create a new Sales Order.
3. Optionally reference an existing Sales Quotation or Sales Order.
4. Select the customer.
5. Review the customer information automatically populated from the Customer Master.
6. Add products or services as line items.
7. Configure products and review pricing.
8. Complete Sales Order Information, Organisation Details, and Other Information.
9. Save the order, which is initially created with a Draft status.
10. Confirm or approve the Sales Order.
11. Convert the confirmed Sales Order into a Delivery document.
12. Complete delivery and billing to close the order.

Business Benefits

Using the Sales Order module helps organisations to:

• Streamline order processing.
• Reduce manual data entry through quotation conversion.
• Improve pricing accuracy.
• Standardise customer order management.
• Support efficient delivery planning.
• Maintain complete traceability from quotation to delivery and billing.
• Improve visibility into order fulfilment status.

Best Practices

• Create Sales Orders from approved quotations whenever possible.
• Verify customer and shipping information before confirming the order.
• Review pricing, discounts, taxes, and freight charges before approval.
• Confirm delivery dates with customers.
• Ensure all mandatory fields are completed before saving.
• Use the approval workflow where applicable.
• Convert confirmed Sales Orders into Delivery documents instead of manually creating deliveries to maintain document traceability.
• Regularly monitor open orders to ensure timely fulfilment and customer satisfaction.

Next Steps

The Sales Order module includes the following functional areas, each documented separately in the User Guide:

1. Sales Order List
2. Create Sales Order
3. Edit Sales Order
4. View Sales Order
5. Manage Line Items
6. Pricing & Configuration
7. Order Confirmation & Approval
8. Convert to Delivery

Each section explains its purpose, available fields, and the steps required to create, manage, confirm, and fulfil Sales Orders within GEMS ERP.