How to Create Sales Orders

A Sales Order (SO) in QNE Optimum is a formal confirmation of a sale issued to a customer before delivering goods or services. Creating a sales order allows businesses to track pending orders, manage inventory, and streamline the order fulfillment process. This helps ensure accurate billing, allows businesses to monitor pending orders and inventory requirements, and maintains professional customer communication.

Prerequisites

• Customer record exists.

• Inventory items or services have been created.

• Pricing and tax codes have been configured, if applicable.

• The user has permission to create Sales Orders.

Scenario:

Imagine you are a sales officer in a company that sells office supplies. A client calls to place an order for multiple items, including desks, chairs, and stationery. To process the request efficiently, you need to create a sales order in QNE Optimum to confirm the order details and prepare for delivery.

Procedure 1: Creating a Sales Order

1. In the navigation pane click Sales > Sales Orders

• Note: If the Quick Create icon is enabled (the highlighted button in the red box), selecting Sales Orders opens the new Sales Order transaction form. Otherwise, the Sales Order List opens.

2. From there, select the New button to create a new Sales Order transaction.

There are two options available for creating a Sales Order:

Option 1: Create a Sales Order by transferring details from a Quotation. Or, depending on your sales process. 

1. Select the Customer code

2. On the top part of the Sales Orders  window, select the Transfer button. Then select Quotation, depending on your sales process.

3. Select the Quotation/s needed to be transferred to the Sales Order by clicking OK.

4. The system copies the details from the selected quotation into the Sales Order. Review the information, then click Save.

Option 2: Create Sales Orders manually.

1. Complete the required fields in the sales order header.

• Customer – Select the customer placing the order.

• Delivery Term - Specifies the agreed delivery conditions, such as delivery location, shipping arrangements, or delivery instructions.

• Term - Payment terms offered to the customer, such as C.O.D., 30 Days, or 60 Days.

• Currency – Displays the transaction currency and exchange rate. Update the exchange rate if required.

• Location – Warehouse, branch, or business location from which the items will be supplied.

• Attention – Name of the customer contact associated with the order.

• Agent - Salesperson or account manager responsible for handling the customer's order.

• Project - Project code associated with the sales order

• Reference No. - Internal reference number used for tracking purposes, if applicable.

• Doc Date – Date the Sales Order is created or recorded.

• Require Date - Date on which the customer expects the goods or services to be delivered. Used for delivery planning and order fulfillment.

• S. Order No. – Document number used to identify the Sales Order.

• Tax Inclusive – Enable if prices include tax.

5. In the Details section, enter the item information

• Stock Code – Stock code of the item.

• Description – Automatically populated with the stock name once the Stock code is selected.

• QTY – Quantity of the item being offered to the customer.

• UOM - Unit of Measure (e.g., pcs, boxes, liters).

• Unit Price - Proposed selling price per unit.

• Disc – Any Discount applied.

• Stock Location - Warehouse or inventory location where the item is available.

• Tax Code -Tax code assigned to the sales order item, if applicable.

• WTAX Code - Withholding tax code assigned to the sales order item, if applicable.

6. Confirm that the totals are calculated correctly and reflect all adjustments. Then proceed by clicking Save.

Optional Steps:

• The Others and/or Notes tabs can be used to enter additional remarks or references related to the sales order. 

• The Files tab can be used to attach supporting documents from your workstation.

• The Info tab displays:

  • document creation timestamp,

  • user who created the document,

  • print history information.

Procedure 2: Validation of Recorded Sales Order

1. After saving the transaction, verify if:

• The Sales Order is saved successfully.

• The Sales Order number is generated or displayed correctly.

• The totals reflect the entered pricing, discounts, and taxes.

2. Verify that the Sales Order appears in the Sales Orders List.

Procedure 3: Editing a Sales Order

1. Go to Sales > Sales Orders, then select the Doc # of the Sales Order that you want to update.

2. Once opened, make the required changes, then click Save.

Procedure 4: Deleting a Sales Order

1. In the Sales Order  List View, identify the document you wish to delete. Hover your cursor over the document and right-click on it. Then click Delete to remove the transaction.

2. Verify that the Sales Order no longer appears in the Sales Orders List.

3. Preferred Method: If the order is no longer valid, click Cancel instead. This preserves the transaction history while marking it as inactive.

Application:

Sales Orders can be used to:

• Record customer orders before goods or services are delivered.

• Reserve inventory for pending customer orders.

• Track the status of customer order fulfillment.

• Generate Delivery Orders and Sales Invoices from confirmed orders.

• Maintain a documented history of customer purchase requests.

Important Notes:

• Editing and Deleting Transactions: Editing and deletion permissions may be restricted based on system configuration, organizational policy, or applicable regulatory requirements (such as CAS approval, where applicable). Ensure modifications and deletions follow your organization's internal policies and applicable regulatory requirements.
  
  System Scope: QNE Optimum