Sales Order

A Sales Order is the main document used to plan a sale and monitor its execution.

It records the products and services requested by the customer, the agreed prices, payment terms, and other information needed to prepare delivery, service provision, and invoicing.

As related documents are created, the Sales Order allows you to check:

• the amount invoiced;
• the amount paid;
• which products have been delivered;
• whether the services have been provided;
• the current status of the operation.

The Sales Order brings together commercial information and execution data in one place. By itself, it does not generate accounting entries or record a customer debt.

When to use a Sales Order

You can use a Sales Order when you need to:

• register an order received from a customer;
• prepare a commercial offer;
• agree on prices and terms before invoicing;
• monitor a sale carried out in several stages;
• invoice or receive payment partially;
• coordinate invoicing, payments, and product delivery;
• monitor the overall status of an operation.

For simple operations, you can also use the Sales Order as the basis for creating an invoice directly.

For more complex operations, it preserves the relationship between all documents created during the process.

Creating a Sales Order

When creating a Sales Order, enter the general details of the operation:

• customer;
• contract, if used;
• date, if it differs from the current date;
• currency. By default, the Sales Order is recorded in euros, but you can select another currency when necessary. To work with other currencies, the Use multicurrency accounting option must be enabled;
• payment terms, if deferred payment or an early payment discount has been agreed;
• person responsible for the operation;
• any other required commercial information.

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Multicurrency accounting is commonly used to record supplier invoices from foreign suppliers in their original currency, but it also allows you to create sales documents in other currencies.

Then add the products and services requested by the customer.

If the Use warehouse management system option is enabled, you can use the Select by stock availability function. It allows you to search for products and view stock on hand, reserved quantities, expected receipts, and available quantities.

You do not need to specify the warehouse in the Sales Order. The warehouse is selected later, when preparing the delivery.

Before continuing, check that the customer, prices, taxes, and payment terms are correct. These details will be used when creating invoices and other related documents.

Products and services

A single Sales Order can include products, services, or both.

For each line, select the product or service and enter the quantity. The remaining data is completed automatically; some values can be changed when necessary.

Main line details:

• Product or service. Select the required item.
• Quantity. Enter the requested quantity.
• Unit of measure. Completed automatically from the selected product or service record.
• Price. Can be completed automatically according to the selected price type. You can also change it manually.
• Tax rate. Completed automatically from the product or service record.
• Amount. Calculated automatically without IVA or IRPF withholding.

Additional details:

• Customer-facing description. Enter it when you need to show different text in printed forms. When this field is filled in, it replaces the standard product or service name.
• Discount. Enter it when applicable.
• Comment. Add it when you need to include additional information. It is added to the description in printed forms.

The price type can be completed automatically if it is specified in the customer record.

Products

Product delivery can be recorded using warehouse documents.

If Warehouse management is enabled, the Sales Order can track delivered quantities using related warehouse documents.

If Warehouse management is disabled, the program cannot track physical delivery through warehouse documents. In this case, invoicing can be used as an indication that the products have been delivered.

Services

In simple processes, issuing an invoice can be used as confirmation that the service has been provided.

When the company needs to monitor service execution separately, it can use the Service Provision Control functionality.

This functionality allows you to specify which services require monitoring and distinguish between:

• One-time service: a service monitored once. Monitoring begins from the Sales Order date.
• Scheduled service: a service whose execution is monitored during periods defined by a schedule.

If a monitored service is added to a Sales Order, its execution monitoring starts automatically. No additional document needs to be created.

During execution, you can record:

• the service status;
• the person responsible;
• the degree of completion;
• planned deadlines;
• comments and related files.

Statuses can be adapted to the company’s workflow. For example: Not started, Document collection, In progress, and Completed. Status changes can be performed manually or through automatic actions configured in the system.

Prices and discounts

Prices can be entered manually or completed automatically according to the selected price type.

To use price types, enable the Use price types option in the Purchases and sales settings. You can then create price types and price-setting documents for products and services.

The price type determines which prices are suggested in the Sales Order. It can be completed automatically from the customer record or selected directly in the document.

For each product or service, the system uses the price from the latest price-setting document that matches the selected price type and whose date is not later than the Sales Order date.

If the Sales Order date is earlier than the dates of all price-setting documents containing that product or service, the price will not be completed automatically.

After the prices have been completed, check the calculated amounts. You can change a price manually or apply a discount when necessary.

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If prices have changed, select the price type again to refill the prices valid on the Sales Order date.

Using the Sales Order as a commercial offer

The Sales Order has a printable form that you can send to the customer as a commercial offer or order confirmation.

For most operations, there is no need to create a Proforma Invoice: the Sales Order itself can be used to agree with the customer on products, services, prices, and terms.

A Proforma Invoice is a separate document. You can create one, for example, when the customer needs a formal document to make an advance payment.

A Proforma Invoice:

• does not generate accounting entries;
• does not record a debt;
• does not replace a Sales Invoice;
• can be created for the full amount or for part of the Sales Order.

Invoicing

You can create one or more invoices from a Sales Order.

This allows you to invoice:

• the entire operation at once;
• only part of the products or services;
• different stages of the operation.

When you create an invoice from the Sales Order, the program fills it with the quantities and amounts still pending invoicing. It takes into account invoices already related to the order, so the new document includes only the quantities and amounts not yet invoiced.

These are the same values shown in the Sales Orders report under Pending invoicing.

Before saving the invoice, you can change the proposed lines, quantities, and other available data.

The invoiced amount is calculated from the invoices related to the Sales Order.

The relationship can be established:

• when creating an invoice using the Sales Order as the base document;
• by explicitly linking an existing invoice to the Sales Order.

The program compares the Sales Order amount with the total amount of related invoices and displays the invoicing status.

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The Sales Order does not replace the Sales Invoice. Customer debt and accounting entries are recorded through the invoice or other relevant documents.

Customer payments

The Sales Order allows you to monitor how much the customer has paid for the operation.

The paid amount is calculated from:

• payments linked to the Sales Order invoices;
• payments linked directly to the Sales Order.

This supports both payments received after invoicing and advance payments.

When an advance payment is received, it can be linked directly to the Sales Order. Later, after the invoice is issued, the payment can also be linked to the invoice according to the company’s working procedure.

The program compares the operation amount with the registered payments and displays the payment status.

Goods delivery

If the company uses warehouse management, delivery is recorded through warehouse documents.

When Sales Orders are used, delivery documents can be created from the Sales Order. This is not mandatory, but it is convenient because it keeps all documents in the operation related and allows you to monitor progress from the order itself.

When a delivery document is created from the Sales Order, the program fills it with the quantities still pending delivery. It takes into account delivery documents already related to the order, so the new document includes only products that have not yet been delivered.

These are the same values shown in the Sales Orders report under Pending delivery.

Before saving the document, you can change the proposed lines, quantities, and other available data.

Delivery can be carried out:

• in full;
• in several partial deliveries;
• from one or more warehouses.

The Sales Order compares the requested quantities with the quantities recorded in related delivery documents.

This allows you to check which products:

• have not yet been delivered;
• have been partially delivered;
• have been delivered in full.

If the Use sales orders and proforma invoices option is disabled in the Purchases and sales settings, you can record the delivery first and then create an invoice using the delivery document as the base.

If warehouse management is disabled, no separate documents are created to record the release of products. In this case, invoicing is used as an indication of the operation’s progress.

Monitoring operation execution

To monitor the execution of a Sales Order, you can use:

• statuses in the order list;
• the Sales Orders report;
• the related document structure.

Sales Order statuses

You can view the operation status directly in the Sales Orders list. The system displays separate columns for different aspects of execution:

Invoicing	Payment	Delivery

Each column uses a colored icon to show the corresponding status.

Icon	Meaning
	Not invoiced, not paid, or not delivered.
	Partially invoiced, partially paid, or partially delivered.
	Fully invoiced, fully paid, or fully delivered.
	Invoiced, paid, or delivered in excess.
	Mixed status with excess and shortage in different order lines. It can appear, for example, when some products or services have been invoiced or delivered above the ordered amount and others below it.

The system calculates the statuses by comparing the Sales Order data with related documents:

• invoicing status is calculated from related invoices;
• payment status is calculated from registered payments;
• delivery status is calculated from related warehouse documents.

These indicators allow you to quickly see whether the operation is pending, partially completed, fully completed, or has discrepancies.

“Sales Orders” report

For detailed monitoring of order execution, use the Sales Orders report.

You can open it directly from the Sales Order using the command with the same name and the report icon. In this case, the report is filtered by the current order.

If you open the report from the order list, it includes the orders selected in the list. To select several orders, use the Shift or Ctrl keys.

The report allows you to compare requested, delivered, invoiced, and paid quantities and amounts.

It includes, among others, the following indicators:

• ordered: quantity and amount;
• pending delivery: quantity and amount;
• delivered: quantity and amount;
• pending invoicing: quantity and amount;
• invoiced: quantity and amount;
• amount due;
• amount paid;
• outstanding balance.

The data can be detailed by company, customer, Sales Order, product or service, and registering document.

For common tasks, the report includes several predefined settings:

• Orders pending payment;
• Orders pending delivery;
• Partially paid orders;
• Detailed report.

When necessary, you can change the fields, groupings, filters, and sorting in the report settings.

Related documents

To work with related documents, open the Document Structure tab.

It is available in the Sales Order and other related documents and shows how the documents are connected. The structure can include:

• invoices created from the Sales Order;
• payments linked directly to the Sales Order;
• payments linked to its invoices;
• delivery documents;
• other documents in the operation.

The open document is shown in bold. Use the Show by current object command to rebuild the structure using that document as the starting point.

From the structure, you can open a related document, review it, or make the necessary changes. For example, you can open a previously registered advance payment and link it to an invoice if this was not done when the invoice was created.

Modifying and completing a Sales Order

While the operation is in progress, you can modify the Sales Order if the terms agreed with the customer change.

After you change quantities, prices, or the contents of the order, the program recalculates its statuses and the indicators in the Sales Orders report.

When the operation has been invoiced and paid, and the products have been delivered or the services provided according to the agreed terms, the Sales Order can be considered completed.