Sales Order (Internal)

Purpose and Overview

The Sales Order (Internal) Applet is a full lifecycle sales order management module for Wavelet ERP. It covers order creation, editing, approval, fulfillment, delivery planning, e-commerce synchronization, reporting, and file import/export. It is designed to centralize sales order data, enforce operational controls (credit limits, workflow status, posting status), and connect downstream processes such as pick/pack, delivery, invoicing, and accounting.

Key Features Overview

Who Benefits from This Applet?

Sales Operations and Order Entry:

• Structured sales order creation and editing
• Fast search and listing of orders and line items
• Customer, billing, and shipping details in one place
• Quick conversion to downstream documents

Warehouse and Fulfillment Teams:

• Pick Pack Queue with grouped sales orders
• Delivery Items listing and printing
• Delivery plans and calendar view
• Accurate stock and delivery status visibility

Finance and AR/AP Teams:

• Posting status control (DRAFT, FINAL, VOID, DISCARD, CLOSE)
• Credit limit enforcement
• Settlement, ARAP, receipt voucher, and contra visibility
• Audit-ready reporting and export

E-commerce Operations:

• Marketplace order visibility and sync status
• Ecomsync dashboard, scheduler, and review management
• Lazada and Shopee order handling

Management and Admins:

• Detailed reports and line-level analytics
• Configurable settings and permissions
• Clear audit trail and operational control

What Problems Does This Solve?

The Manual Sales Order Problem:

Traditional sales order handling is fragmented across spreadsheets, email threads, and disconnected systems. Common issues include:

• Duplicate data entry and inconsistent documents
• Delayed fulfillment due to missing delivery details
• Inaccurate stock and pricing updates
• Poor visibility into approval status and credit limits
• Difficulty tracking order history and changes

The Sales Order (Internal) Applet Solution:

• Single source of truth - One centralized sales order record across teams
• Controlled posting - DRAFT, FINAL, VOID, DISCARD, CLOSE with rules
• Integrated fulfillment - Pick/pack queue, delivery plans, and delivery items
• E-commerce ready - Marketplace integration and status visibility
• Financial control - Credit limit checks and settlement management
• Reporting and export - Detailed analytics and file exports

Key Features Overview

Key Concepts

Understanding the Sales Order Framework

Sales Order Lifecycle

Draft -> Final -> Fulfillment -> Delivery -> Settlement/Invoice -> Close
  |       |           |             |              |               |
  |       |           |             |              |               +--> Close (if enabled)
  |       |           |             |              +--> Receipt vouchers and ARAP
  |       |           |             +--> Delivery items and tracking
  |       |           +--> Pick/pack and warehouse posting
  |       +--> Credit limit and workflow validation
  +--> Edit and discard if required

Quick Start Guide

Get started fast based on your role.

For Sales and Order Entry: Create Your First Sales Order

Goal: Create a valid sales order and submit it for fulfillment.

1. Navigate: Go to Sales Order from the sidebar

   

2. Create: Click Create and fill in Main Details

   

• Branch, location, transaction date

  

• Customer/entity selection (from Customer Applet)

  

• Sales agent and reference

  

3. Confirm Billing & Shipping:
   • Select billing and shipping addresses

     

• Copy billing to shipping if applicable

4. Add Line Items:

   

   • Search items or scan code

     

   • Set quantity, price, discounts

     

   • Enter serial/batch/bin if required

     

5. Delivery Details:

   • Select delivery branch and location

     

   • Set requested delivery date and instructions

     

6. Optional Add-ons:

   • Add settlement lines or attachments if required

     

   

7. Review: Check totals, taxes, and any credit limit warnings

8. Save: Click Create to save as DRAFT

   

9. Finalize and Verify: Click FINAL to post the order and confirm it appears in Pick Pack Queue or Delivery Items (if you have access)

For Warehouse and Fulfillment: Process Pick Pack Queue

Goal: Prepare and dispatch items for delivery.

1. Navigate: Go to Pick Pack Queue
2. Filter: Search by branch, date, or customer

   

3. Select Orders: Grouped by Sales Order number

4. Set Qty to Deliver: Confirm delivery quantities
5. Confirm Delivery Details: Ensure delivery branch and location match
6. Ready to Ship: Create delivery jobs
7. Post to Warehouse Picking Queue: Send to WMS if enabled
8. Print Delivery Items: Generate delivery documents for dispatch
9. Update Delivery Status: Record delivered/partial status and remarks

Result: Orders move from sales entry to fulfillment and delivery execution.

For Finance and AR/AP: Finalize and Settle

Goal: Ensure orders are financially valid and settled.

1. Review Final Orders: Ensure posting status is FINAL
2. Check Credit Limit: Verify credit limit checks passed
3. Settlement: Add settlement lines or receipt vouchers
4. Generate Sales Invoice: Use Generate Sales Invoices if enabled
5. Export: Use File Export or reports for reconciliation
6. Audit: Review Events and Trace Document for status changes and downstream links
7. Close: Set CLOSE when delivery and invoicing are complete (if enabled)

Result: Sales orders are financially closed and audit-ready.

For Admins: Initial Setup

Goal: Configure the applet for consistent order processing.

1. Set Defaults: Branch, location, currency, posting status
2. Configure Workflow: Approval routing and finalization rules
3. Enable Key Tabs: Delivery, settlement, attachments, and ecomsync
4. Define Printables: Sales order and delivery formats
5. Configure Email Templates: Sales order email formats and recipients
6. Set Permissions: Role and team access controls
7. Test Flow: Create a test order and run through FINAL → Pick Pack → Delivery

Result: Users see the right menus, and orders follow a controlled lifecycle.

Sales Order Core

Sales Order Listing

The listing is the operational dashboard for sales orders. It provides advanced search and bulk actions:

• Search by document number, customer, date, or status
• Bulk actions: FINAL, DRAFT, DISCARD, VOID, PRINT
• Send email with template and printable format
• Marketplace bulk updates (if enabled)

Create and Edit Sales Orders

The edit screen uses tabs (or accordion panels in simplified UI). Tab order and visibility are controlled by settings and permissions, so some tabs may be hidden or re-ordered.

Edit Sales Order: Tabs and What They Do

Line Item Editor Tabs (inside a line item)

Posting Status Controls

Approval and Permissions

Use approvals and permissions to control who can finalize, edit, or void orders.

• Approval flow: Configure routing and FINAL rules in settings to enforce checks before posting.
• Credit limit control: FINAL is blocked when customer credit limits are exceeded (if enabled).
• Role permissions: Restrict access to sensitive tabs (Settlement, Gross Profit, Export) and actions (VOID, CLOSE).
• Audit visibility: Use Events and Status tabs to review status history and changes.

Line Item Management

Line items are the heart of the sales order. Use them to control pricing, fulfillment rules, and item-level validation:

• Edit existing line items; new lines are created in the Sales Order.
• Control pricing, tax, and discounts
• Group discount at document level
• Serial number validation
• Batch and bin handling
• Stock availability checks
• Costing details and sales history
• MRP job order linkage (if enabled)

Delivery and Fulfillment

Delivery Details

• Delivery branch and location
• Requested delivery dates
• Delivery instructions and tracking

Pick Pack Queue

• Grouped sales orders and line items
• Quantity to deliver vs balance
• Stock visibility at location and company level

Delivery Items

• Delivery item listing for shipment
• Printable delivery documents
• Quick visibility of delivery status and remarks

Delivery Plan and Calendar

• Plan delivery sessions and schedules
• Calendar view for dispatch planning

E-commerce Integration

• Ecomsync dashboard and scheduler
• Marketplace order visibility
• Reply to reviews and review tracking
• Lazada and Shopee order handling

Reports and Analytics

• Sales Order Detailed Report: Date range filtering
• SO Line with SI KO Report: Knock-off and outstanding tracking
• Line Items Listing: Open qty and line-level visibility
• Gross Profit View: Enabled in order view (if permitted)

File Import and Export

File Import

• Upload CSV file
• Select delimiter
• Validate with helper checking and error list
• Use sample format for correct template

File Export

• Generate export by transaction date range
• Track generation status
• Download export files for reconciliation

Configuration & Settings

The Sales Order (Internal) Applet is highly configurable. Settings are accessed under: Settings

Application Settings

Common toggles and defaults:

• Default branch and location

  

• Column visibility and advanced search controls

  

Printable Format Settings

• Configure sales order print layouts
• Enable auto preview and batch printing

Branch and Settlement Settings

• Branch-specific settlement behavior
• Payment and receipt voucher defaults

Email Templates

• Templates for sales order emails
• Configure recipients (billing, shipping)

Sales Order Status

• Custom order status list
• Status tagging for reporting and tracking

Feature Visibility and Permissions

• Feature visibility configuration
• Role and team permission sets
• Client-side permission controls

Personalization

• Set default branch, location, and currency for faster order entry
• Customize visible columns and advanced search fields for your team
• Use role-based menus to simplify the UI for specific users

Recommended setup checklist:

1. Set Defaults: Branch, location, currency, and posting status
2. Enable Required Tabs: Delivery, settlement, and attachments
3. Configure Approval Rules: Workflow and permission controls
4. Define Printables: Sales order and delivery formats
5. Validate Credit Limits: Enable credit limit checks if required
6. Enable Ecomsync: For marketplace integration and tracking

Audit and History

Use built-in tracing and history tools to track changes and downstream documents.

• Events tab: Review status changes, edits, and system actions on the order
• Trace Document: Follow the document flow to delivery, invoices, and settlements
• Listing export: Export filtered orders for reconciliation or audit sampling

FAQ

Q: Why can I not see the FINAL button?
A: The FINAL action may be hidden by settings or restricted by your permissions.

Q: How do I enable delivery details on the order?
A: Enable Delivery Details in Settings > Application Settings.

Q: Why does the order fail credit limit checks?
A: The customer credit limit may be exceeded. Update credit limits or reduce order value.

Q: Can I edit a FINAL order?
A: In most setups, FINAL orders are locked. If changes are needed, use permitted actions (VOID/CLOSE) and re-create or issue a new order per your policy.

Q: Why can’t I change the delivery date after FINAL?
A: Delivery fields may be locked after posting. Update via Delivery Plan/Delivery Items or adjust settings if your workflow allows edits.

Q: Can I print multiple sales orders at once?
A: Yes. Use Batch Printing from the menu or SINGLE/MULTIPLE PRINT in the listing.

Q: How do I import sales orders in bulk?
A: Use File Import, upload CSV, and validate via helper checking.

Q: Why can’t I see Pick Pack Queue or Delivery Items?
A: These menus can be hidden by applet settings or restricted by permissions. Check Feature Visibility and role permissions.

Q: How do I send a Sales Order email to the customer?
A: From the listing, select the order, choose an email template, pick Billing or Shipping recipient, then click Send Email.

Q: How do I re-sync a marketplace order?
A: Open the order and use the Ecomsync tab to review sync status and re-run sync actions (if enabled).