Sales Workflow Guides
“Which document actually takes stock out?” On the sales side it is the one you finalise: a Sales Invoice (Internal), a cash bill at the counter in POS General, or a Sales GIN Stock Out, which only an integration raises. Each guide covers one sales job, for whoever does it — at the counter, on the order desk, in credit control or in accounts — using the same business, GadgetSphere Sdn Bhd.
New here? Start with Standard Sales Workflow for a sale on an order, or Cash Sales at the Counter for a sale paid on the spot. Arrived with a problem? Go to When a sale goes wrong below.
Read this before you read anything else
Everything upstream of those three documents is a promise. A quotation, a sales order, a delivery note and a delivery order all post nothing, and finalising one never moves the stock balance. A sales order only reduces the available figure. Standard Sales Workflow draws the whole chain; Sales core concepts explains why.
Which guide do you need?
At the counter
Orders, delivery and returns
Credit and collections
Channels and customer records
Before you start any of these guides
Every sale needs a company, branch and location (Organisation), a customer (a walk-in default is enough at the counter), items with prices, the company’s default GL codes (Chart of Account), and a settlement method per tender with a cashbook behind it (Cashbook). Map the GL codes before the first sale: a missing code never stops FINAL, and what it does instead is in Standard Sales: Invoice and Collect, Step 5.
Two things people expect that are not there
No approval step on any sales document, and no server-side credit-limit block at the moment of sale: at FINAL the server refuses only a blacklisted customer, and an optional screen check counts one company. What to do instead: Credit Sales Workflow and Can This Customer Take More Goods?.
When a sale goes wrong
Most show no error: FINAL reports success, and separate jobs write the stock, the journal and the balance after it.
| What you see | Read |
|---|---|
| The goods went out on a delivery order, and the stock balance has not moved | Standard Sales: Invoice and Collect, Step 5 |
| “Do I have to raise a sales order before I can invoice?” | Standard Sales Workflow |
| “Stock Availability shows 50 physical but 0 available.” | Stock shows zero, but there is stock |
| “The order still shows a quantity outstanding after I invoiced it all.” | Partial Delivery Workflow, then The order still shows a quantity outstanding |
| “Cash bills are missing from my Z report.” | Balancing the Drawer |
| A laptop is back on the shelf, and BigLedger still says it was sold | Returns and Exchanges |
| “Can I set a credit limit that actually stops an order?” | Can This Customer Take More Goods? |
| “I knocked off the payment and the outstanding balance hasn’t changed.” | Standard Sales: Invoice and Collect, Step 6, then Knocked off, but the balance hasn’t changed |
| “Every sales invoice finalises, but none of them post, and the trace names a missing default GL code.” | Standard Sales: Invoice and Collect, Step 5, and Documents and posting FAQ |
| Trade debtors in the ledger has stopped agreeing with the debtor ageing, and nothing failed | Standard Sales: Invoice and Collect, Step 5 |
What success looks like
After your first real sale, run the five checks of Standard Sales Workflow, or for a cash bill check 3 of Cash Sales at the Counter, which finance runs because the till has no Posting tab.
Related documentation
- Sales Workflow applets — the reference pages for every document named here
- Sales module
- Financial Accounting module and the accounting guides
- E-Invoice guides — what happens to a finalised invoice on its way to LHDN
- Purchasing guides — the mirror image of this section