Take the deposit on a sales order and send it for fulfilment
Steps 3 and 4 of the standard sales workflow: take the deposit against the order, then send the order’s lines to whoever fulfils them. It follows Steps 1 and 2, where you quoted the customer and turned the accepted quote into a finalised order. Nothing on this page changes your stock balance: the invoice in Step 5 does that. Taking a deposit needs settlement methods with a cashbook behind each one (Before you start).
The running example is a corporate customer’s order for twelve ultraportable laptops at RM 4,200 each, delivered to Klang Valley from branch GS-KV-01: RM 53,424 in total with SST, against a 20% deposit of RM 10,684.80.
Step 3: Take the deposit
Sales > Sales Order (Internal) > (your order) > Settlement
The outcome: RM 10,684.80 in the bank, recorded against this order.
Open the Settlement tab on the order and add a deposit line: the date, the amount, and the settlement method the customer paid with. Cheque number for a cheque, transaction number for a bank transfer — whichever fields that method requires.
The deposit line is a payment line on the order itself — no separate receipt voucher is created. When the order is finalised, the order writes the cashbook line and the journal (debit the bank, credit the customer) itself, but only if your tenant runs those posting jobs for sales orders. Check the order’s Trace Document tab: one line on Cashbook Txn and one journal on Journal Txn means the RM 10,684.80 is in your books. If both stay empty, it is not, and you should use the order’s Receipt Voucher tab instead. That tab creates a separate, numbered receipt linked to the order, and the receipt’s FINAL writes the cashbook line you will later match in Bank Reconciliation. The two routes differ most when an order is voided: Creating a Sales Order compares them and follows one deposit to the end.
Either way, the order’s ARAP tab now shows Outstanding −10,684.80: a credit held for this customer against this order. The order’s product lines still post nothing.
If the deposit arrives later, or by a route the counter did not handle, raise it directly in Receipt Voucher (Internal) against the customer, and contra it to the invoice when that exists.
Step 4: Send the lines for fulfilment
Sales > Sales Order (Internal) > (your order) > Delivery Details > Send To Queue, then Pick Pack Queue
The outcome: the twelve laptops are in the Pick Pack Queue, and handed on to whoever fulfils them at your branch.
Open the finalised order’s Delivery Details panel, tick Require Delivery on the lines going out, set Qty To Deliver, and click Send To Queue. That button — not FINAL — is what puts the lines in the Pick Pack Queue; the applet refuses it on a draft order. An order that was finalised and never sent is the single most common reason nothing gets picked. Send each line once: a second send after a page reload adds to the queued quantity rather than replacing it.
The Pick Pack Queue lists the sent lines and offers the two hand-offs below. The Delivery Items screen shows each line’s own delivery fields, lets you edit the batch and bin numbers on a line, and prints the list; picking lists belong to the Warehouse Management applet. What happens next depends on how your branch fulfils.
If your branch runs drivers and vehicles, select the lines in the Pick Pack Queue and click Create Delivery Job. That creates a job in the Delivery and Installation applet and reduces the queued balance; dispatch then puts the job on a trip — see the Installation Scheduling Workflow.
If your branch runs the Warehouse Management applet, click Send To Warehouse Picking Queue instead. The lines leave the Pick Pack Queue and appear in the Warehouse Management applet’s Picking Queue, where the warehouse creates a picking list and then a packing list. A line takes one exit or the other, never both. If your branch runs neither, stop here: the Require Delivery flags, delivery branch and location you set on Delivery Details are saved with the order, and picking happens off the printed order.
For serialised goods — and laptops are — this is where the serial numbers get captured. Scan them onto the order lines. The count must equal the line quantity.
What success looks like for this part
The deposit is in your books: the order’s ARAP tab shows Outstanding −10,684.80, and either its Trace Document tab holds one Cashbook Txn line and one Journal Txn or you took it as a separate receipt from the order’s Receipt Voucher tab; a deposit that arrived another way is a receipt voucher against the customer, to contra to the invoice when that exists. The lines went out with Send To Queue and were handed on: a delivery job reduces the queued balance and a warehouse hand-off takes the lines out of the Pick Pack Queue, so a short or empty queue is what you expect; a branch that runs neither picks from the printed order. Your stock balance has not moved. When you are done, run the whole order’s success check.
Common mistakes in this part
Finalising the order and never sending it to the queue. Nothing reaches the Pick Pack Queue until Send To Queue, and nothing reaches the warehouse’s picking list or a delivery job until the second button after that (Create Delivery Job or Send To Warehouse Picking Queue). Symptom: a FINAL order, a customer asking where their laptops are, and an empty queue. Open the order’s Delivery Details and click Send To Queue.
Next: invoice the order and collect the balance.
Related documentation
- Sales Order (Internal) and Receipt Voucher (Internal) — the applet references for these steps
- Goods Delivery Note (Internal) — the delivery paperwork, which moves no stock
- Delivery and Installation Scheduling — getting it to the customer’s door