Finalising a sales order and handing it to the warehouse and invoicing
Steps 6 to 8 of creating a sales order: set the delivery details, finalise the order, and hand it to the warehouse and to invoicing. It follows Steps 1 to 5. The running example is GadgetSphere’s order at GS-KV-01: 12 ultraportable laptops at RM 3,450 and 12 wireless mice at RM 89, RM 42,468 before tax, on 30-day terms, for delivery on Thursday.
Check Before you start first: the Final button needs finalise permission on the sales order document type, and a blacklisted customer is refused at Final (Step 3); if your company has switched on the credit check in the Sales Order settings, Final is also refused when this order would take the customer past the credit they have left in this company. If the order holds a deposit, read Use the deposit against the invoice before anyone raises the invoice in Step 8: answering Yes to Transfer Available Credit? moves the whole deposit balance onto the invoice.
Step 6: Set the delivery details
Delivery Details tab
Delivery branch and location, the requested delivery date — Thursday — and the person in charge. Anything the driver needs to know goes in the remarks: which entrance, who to call, what time the loading bay is free.
If your company plans deliveries in sessions, the Delivery Plans and Delivery Trips tabs are where this order joins one.
Step 7: Save, check, and finalise
Save keeps the order as a DRAFT. A draft is fully editable, and the warehouse has nothing to act on — Send To Queue refuses a draft, and a packing order lists only lines that FINAL opened — which is exactly what you want while you are still confirming things with the customer.
When it is right, click Final. BigLedger checks:
- the exchange rate, if the order is not in your company’s base currency;
- that the customer is not blacklisted;
- serial, batch and bin quantities, where your company requires them;
- that the date does not fall in an accounting period your company has locked. (A date with no accounting period set up at all is not refused here.)
Every check runs, and all the problems come back together, so fix the whole list before you click Final again.
If it passes, the order is numbered and locked. Printing is available; whether you can print a draft depends on a permission.
Finalising does not put the order in front of the warehouse. The Pick Pack Queue fills only when someone sends the lines there. Go back to the finalised order’s Delivery Details tab, set Require Delivery to YES on the lines that ship, and click Send To Queue. The button refuses a draft (“Sales order need to be finalised”), and it sends each line once. If you skip it, the order sits FINAL and complete while the warehouse sees nothing, and on Thursday nobody has picked the laptops.
A FINAL order can be pulled back to DRAFT if your company has enabled that button and you hold the permission. Otherwise the way to change a finalised order is to VOID it — with a reason — and raise a new one. Voiding re-opens the lines of any quotation the order was pulled from. Whether it also releases stock reserved against the order we could not settle from the source, so open the line’s Reserved Stock sub-tab after a void and check. VOID is refused while any later document is linked to the order, and also while the order’s warehouse picking list is still waiting to be picked. If the order holds a deposit, read what a void does to the money first.
Step 8: Hand it on
The order is now a source document for whatever comes next:
- Sales Invoice — raised from the order rather than typed, so quantities and prices carry across and the order is knocked off line by line. Where you invoice many orders together, the SO Consolidation applet batches them into one invoice per company, branch, customer and agent.
- Delivery Order or Packing Order — for fulfilment.
- SO Line with SI KO — the screen that shows what has been invoiced against what was ordered, and lets you close a line that is never going to ship.
That last screen is the one to check monthly. An order line that will never be invoiced, left open, keeps eating into available stock for ever.
What success looks like for this part
The order has a document number and reads FINAL, its delivery date and remarks are on the Delivery Details tab, and after Send To Queue both lines are on the Pick Pack Queue. Then run the whole order’s success check.
Common mistakes in this part
| What goes wrong | What you see | The fix |
|---|---|---|
| Finalising and stopping there | The order is FINAL, but the Pick Pack Queue is empty and the warehouse never sees it | FINAL alone queues nothing. On the Delivery Details tab, set Require Delivery to YES and click Send To Queue |
| Never closing abandoned order lines | Available stock stays permanently below the stock balance | Close the lines in SO Line with SI KO, or void the order |
| The invoice cannot find a FINAL order | The order is FINAL, not voided and not fully invoiced, yet absent from the invoice’s KO For picker | Your company’s Knock Off Configuration (Organisation > Company > Knock Off Configuration) has no enabled Sales Order → Sales Invoice row, so FINAL created no open-queue rows — a one-off fix for your administrator |
The rest of the order’s mistakes are on the front page; the deposit mistakes are with the deposit walk-through.
Next: if the order holds a deposit, follow it to close.
Related documentation
- Creating a Sales Order — the whole task.
- Sales Order (Internal) applet — every screen, field and setting.
- Delivery order processing — what happens after the order.
- Partial delivery workflow — when only some of the order ships.