Create a sales order
Where: Sales → Sales orders → Add Sales Order
Who: sales.order.create, plus access to the business unit.
Check Before you start first: the customer, products, prices and stock must be ready.
The form at a glance
Step 1: order information
| Field | What to enter | Example |
|---|---|---|
| Business Unit | The part of your organisation making the sale | Bright Home Supplies (BHS) |
| Warehouse | Where the goods will be reserved and sent from | Main Warehouse (WH-MAIN) |
| Customer | The partner buying | Café Aroma (CUST-0042) |
Step 2: dates and currency
| Field | What to enter | Example |
|---|---|---|
| Order Date | When the order was placed (defaults to today) | 06/11/2026 |
| Expected Delivery Date | When the customer expects it | 10/11/2026 |
| Transaction Currency | The customer's currency: USD, GBP or EUR | GBP |
| Base Currency | Your accounting currency | GBP |
| Exchange Rate | 1 if the currencies are the same; otherwise how many base units one transaction unit is worth | 1 |
| Exchange Rate Date | The date of the rate | 06/11/2026 |
Example: selling in euros. Transaction Currency EUR, Base Currency GBP, Exchange Rate 0.85: one euro is worth 0.85 pounds.
Step 3: notes
Notes for anything the team should know: "Deliver to rear entrance; café opens 8am."
Step 4: product lines
Select Add Product for each product. Each line is shown as Product 1, Product 2, …
| Field | What to enter | Example (Product 1) |
|---|---|---|
| Product | The product | Ceramic Mug (MUG-CERAMIC) |
| Product Variant | The exact version, shown as "name — SKU" | Standard — MUG-STD |
| Description | Optional text for this line | Café logo mugs |
| Quantity | How many; more than 0 | 40 |
| Unit Price | Read-only. "Estimate only — final price is calculated on save" (from the variant's sale price) | 4.50 |
| Line Total | Read-only estimate: quantity × unit price | 180.00 |
| Manual Discount % | Optional discount for this line (see approvals) | 15 |
| Override Reason | Required when you give a manual discount | Annual contract, agreed with Nadia |
Remove a line with its bin icon.
Step 5: save
Select Save Order. The order is saved as Draft, and the system calculates the real prices, discounts, surcharges, tax and freight. Open the order to see the final figures and each line's Breakdown.
Example: the Café Aroma order
| Product / variant | Qty | Est. price | Manual discount | Reason | |
|---|---|---|---|---|---|
| Product 1 | Ceramic Mug / Standard | 40 | 4.50 | 15% | Annual contract, agreed with Nadia |
| Product 2 | Cotton T-shirt / Blue, Large | 10 | 12.00 | (none) |
After saving, the order is Draft. Because line 1 has a 15% discount, the order needs manager approval before it can be confirmed.
Messages
| Message | Meaning | What to do |
|---|---|---|
| "Reason is required when a manual discount is applied" | Discount without a reason | Enter the Override Reason. |
| "Base price is not configured. productId=…" / "No price found for productId=…" | No price in the pricing setup for that variant | Ask your administrator to add a price. |
| "Line quantity must be greater than zero" | Quantity is 0 | Enter a quantity. |
| "Manual discount cannot be greater than line subtotal" | The discount is more than the line is worth | Lower the discount. |
| "Sales order must have at least one line" | No product lines | Select Add Product. |
| "Customer partner is required" / "Business unit is required" / "Order date is required" | A required field is empty | Fill it in. |
| "Exchange rate is required for base line pricing" | Missing exchange rate | Enter 1 for the same currency. |
Copy an existing order
For a repeat order, use Copy Sales Order (the copy icon) in the register. A new Draft is created with the same customer and lines, today's order date and a new number: "Sales order copied successfully". Open it, check the quantities and prices, then save.