A sales order from start to finish
Follow Café Aroma's order through every step. Use a training system. You need:
- the customer Café Aroma;
- the products from the Catalog worked example, with prices set up;
- 100 Ceramic Mugs and 20 Blue / Large T-shirts at Main Warehouse's default location;
- users for the different roles (or one user with every permission).
1. Omar creates the order
Sales → Add Sales Order:
| Field | Value |
|---|---|
| Business Unit / Warehouse / Customer | Bright Home Supplies / Main Warehouse / Café Aroma |
| Order Date / Expected Delivery Date | today / in 4 days |
| Transaction / Base Currency, Exchange Rate | GBP / GBP, 1 |
| Product 1 | Ceramic Mug, Standard, qty 40, Manual Discount 15%, reason "Annual contract" |
| Product 2 | Cotton T-shirt, Blue Large, qty 10 |
Save Order. Check: status Draft; the page shows manager approval needed.
2. Nadia approves the discount
Open the order → Approve (Manager) → confirm. Check: "Pricing override approved." The approval box has gone.
3. Nadia confirms
Confirm → "Confirm this sales order?" → OK. Check:
| Where | Expected |
|---|---|
| Order status | Confirmed |
| Inventory Balance, mugs at DISPATCH | Reserved +40 |
| Inventory Balance, T-shirts at DISPATCH | Reserved +10 |
4. Farah creates and posts the invoice
Create Invoice → open Invoice → check the lines and journal → Post Invoice. Check: "Invoice posted successfully."; status Posted; total 327.60.
5. Farah records payment in two parts
Record Payment: 200.00 by bank transfer, then 127.60 by card. Check: status Partially Paid after the first, Paid after the second.
6. Ali dispatches in two parts
Dispatch → mugs 40, T-shirts 6 → Dispatch Selected Lines. Check: Partially dispatched; 4 T-shirts remaining.
Dispatch again → T-shirts 4. Check: Dispatched.
| Where | Expected |
|---|---|
| Inventory Balance, mugs at DISPATCH | On Hand −40, Reserved back down |
| Stock Movement | SALE_RESERVATION, then SALE_DISPATCH entries for the order |
Try the refusals
| Try | Expected |
|---|---|
| Confirm while the discount is pending | Confirm isn't offered ("pending approval") |
| Order 500 mugs and confirm | "Insufficient available stock: …" |
| Dispatch before paying | Dispatch is greyed out: "Create and pay the sales invoice …" or "… until its invoice is fully paid" |
| Pay 400.00 against 327.60 | "Amount cannot exceed the outstanding balance." |
| Dispatch 12 T-shirts when 10 were ordered | "Cannot exceed remaining quantity." |
A shorter variation: change of mind
Create an order, confirm it, then Revert to Draft. Edit the quantity, save, and confirm again. Check that Reserved in Inventory went down after reverting and back up after the new confirm.