Sales
Sales takes a customer's order from first draft to goods out of the door: pricing, discount approval, stock reservation, invoice, payment and dispatch, all in one place.
The journey of a sales order
An order can only be dispatched once its invoice is fully paid. This is a firm rule in the system.
| Step | Who usually does it | Page |
|---|---|---|
| 1. Create the order | Salesperson | Create a sales order |
| 2. Approve a big discount | Sales manager or director | Pricing, discounts and approvals |
| 3. Confirm | Sales manager | Confirm, edit, cancel or copy |
| 4. Invoice | Accounts | Invoice and payment |
| 5. Record payment | Accounts | Invoice and payment |
| 6. Dispatch | Warehouse | Dispatch |
Every task page follows the same pattern:
- Where (the screen) and Who can do it (the permission);
- numbered steps with the exact button and field names;
- a field table with an example for each field;
- the messages you may see, with what they mean and what to do.
All examples use Bright Home Supplies (see the Catalog and Inventory guides) and one customer.
The example used in this guide
Café Aroma (customer code CUST-0042) orders from Bright Home Supplies:
| Line | Product / variant | Qty | Price | Notes |
|---|---|---|---|---|
| 1 | Ceramic Mug / Standard (MUG-STD) | 40 | 4.50 | 15% discount agreed, which needs manager approval |
| 2 | Cotton T-shirt / Blue, Large (TS-BLU-L) | 10 | 12.00 | Staff uniforms |
Shipped from Main Warehouse, whose default location is DISPATCH.
| Person | Role in the examples |
|---|---|
| Omar | Salesperson: creates the order |
| Nadia | Sales manager: approves discounts up to 25% and confirms orders |
| Imran | Director: approves discounts over 25% |
| Farah | Accounts: creates and posts invoices, records payments |
| Ali | Storekeeper: dispatches |
Order statuses
| Status | Meaning | What you can do |
|---|---|---|
| Draft | Being prepared; prices are estimates until saved | Edit, Confirm, Cancel, approve or reject discounts |
| Confirmed | Agreed with the customer; stock reserved | Create Invoice, Dispatch (once paid), Cancel, Revert to Draft |
| Partially dispatched | Some goods sent | Dispatch the rest; View Dispatch |
| Dispatched | Everything sent | View Dispatch |
| Cancelled | Will not go ahead; reservation released | Revert to Draft |
(Other statuses such as Submitted, Fulfilled and Closed exist in the system but aren't reached from the Sales screens today.)
The Sales pages
Open Sales from the Dashboard.
| Screen | How you get there | What it's for |
|---|---|---|
| Sales orders (register) | Sales on the Dashboard | Find, create, copy and open orders |
| Sales order detail | Select an order number, or the View (eye) icon | Everything about one order: approval, confirm, invoice, dispatch |
| Sales invoice | Invoice button on the order | Post the invoice; check the journal |
| Invoice payments | Record Payment / Payments on the invoice | Record and view payments |
| Dispatch sales order | Dispatch on the order | Send goods, all or part |
The separate Sales Invoices tile on the Dashboard belongs to the Invoicing module.
Where to start
- Check your access
- Make sure everything an order needs is ready: customer, products, prices, stock
- Create your first order
- Follow the worked example from draft to dispatch