Creating Sales Orders

A sales order is the foundation of your sales process, capturing customer requirements, products ordered, pricing, and payment terms. This guide walks you through creating sales orders efficiently and accurately.

Before You Start

Prerequisites

Ensure you have:

• ✅ Customer information (existing or ready to create new profile)
• ✅ Product details and stock availability confirmed
• ✅ Pricing and discount information
• ✅ Delivery requirements and timeline
• ✅ Payment method and terms agreed with customer

Step-by-Step: Creating a Sales Order

Step 1: Access Sales Order Module

1. Log in to BigLedger
2. Navigate to Sales Module (main menu)
3. Click Sales Orders (or Create Sales Order)
4. System displays sales order creation screen

Step 2: Select or Create Customer

If Customer Exists:

1. Click Customer field (dropdown or search box)
2. Start typing customer name, code, or phone number
3. System displays matching results
4. Select correct customer from list
5. System auto-fills customer information:
   • Billing address
   • Delivery address
   • Contact details
   • Payment terms (if credit customer)
   • Tax information

If New Customer:

1. Click Create New Customer (or + icon)

2. Enter required information:

   Basic Details:

   • Customer name
   • Contact person (if company)
   • Phone number (primary)
   • Email address
   • Customer type (Individual/Company)

   Addresses:

   • Billing address (full address with postcode)
   • Delivery address (if different from billing)

   Additional Info:

   • Tax registration number (if applicable)
   • Payment terms (Cash/Credit)
   • Credit limit (if credit customer)
   • Preferred contact method

3. Click Save Customer

4. System creates customer profile

5. Returns to sales order with customer selected

Quick Customer Creation: For fast orders, enter minimum information (name, phone, address). Complete profile later.

Step 3: Enter Sales Order Details

Order Information:

1. Order Date: Auto-fills to today (change if needed)
2. Reference Number: Customer’s PO number or reference (optional)
3. Salesperson: Select from dropdown (yourself or assign to colleague)
4. Payment Terms:
   • Auto-populates if credit customer (Net 30, Net 60)
   • Select appropriate terms for cash customers
5. Expected Delivery Date: Customer’s preferred date

Delivery Information:

6. Delivery Address: Verify or select alternative address
7. Delivery Instructions: Special instructions for driver
   • Example: “Call 30 mins before. Use back entrance. 3rd floor, no elevator.”
8. Contact Person: Person receiving delivery (if different from customer)
9. Contact Phone: Phone number for delivery day

Step 4: Add Items to Order

Adding Products:

1. Click Add Item or + Add Line

2. Search for Product:

   • Type product name, code, or barcode
   • Select from dropdown
   • Or browse product catalog

3. For Each Item, Enter:

   • Quantity: Number of units
   • Unit Price: Auto-fills from pricebook
   • Discount: % or fixed amount (if applicable)
   • Tax: Auto-calculates based on tax settings
   • Notes: Item-specific notes (optional)

4. Verify Line Item:

   • Description correct
   • Quantity correct
   • Price acceptable
   • Line total = (Qty × Unit Price) - Discount + Tax

5. Add More Items: Repeat for each product in order

Quick Add Multiple Items:

• Use barcode scanner for rapid entry
• Import from quotation if exists
• Copy from previous order

Step 5: Apply Discounts (if applicable)

Item-Level Discounts:

• Applied per line item (already done in Step 4)
• Example: 10% off specific product

Order-Level Discounts:

1. In order totals section, find Order Discount
2. Enter percentage or fixed amount
3. System recalculates total
4. Add discount reason/approval (if required by policy)

Promotional Discounts:

• System may auto-apply active promotions
• Verify correct promotion applied
• Check terms and conditions met

Discount Approval:

• Large discounts may require manager approval
• Submit for approval if needed
• Wait for approval before confirming order

Step 6: Review Order Totals

Verify Calculations:

Subtotal:         $_______  (Sum of all item totals before discounts)
Item Discounts:   $_______  (Sum of line-item discounts)
Order Discount:   $_______  (Order-level discount)
Taxable Amount:   $_______  (After discounts)
Tax (SST/VAT):    $_______  (Tax rate × taxable amount)
Shipping (if any): $_______
──────────────────
GRAND TOTAL:      $_______

Check:

• Math accurate
• Tax calculated correctly
• Discounts applied properly
• Shipping charges if applicable

Step 7: Enter Payment Information

Payment Type Selection:

Choose appropriate option:

• Cash Sale: Full payment before/at delivery
• Deposit + Balance: Standard sales (most common)
• Credit Terms: Net 30/60/90 (approved customers only)
• Instalment/Financing: AEON, JCL, etc.

For Cash Sales:

1. Select Payment Method: Cash/Card/Transfer
2. Enter Amount: Grand Total (full amount)
3. Process payment (see Payment Collection)
4. Mark as Paid

For Deposit + Balance Sales:

1. Calculate Deposit:

   • Enter deposit % (e.g., 30%, 50%)
   • Or enter fixed deposit amount
   • System shows Deposit Amount

2. Collect Deposit:

   • Select Payment Method
   • Cash: Count and accept payment
   • Card: Process through terminal
   • Transfer: Show account details, verify transfer
   • Record Transaction Reference

3. Balance Due:

   • System auto-calculates:
   • Balance Due = Grand Total - Deposit
   • Note due date (delivery date)

4. Record Deposit Payment:

   • Click Record Payment
   • Enter deposit amount
   • Select payment method
   • Attach proof (transfer slip photo, card receipt)
   • Mark deposit as received

For Credit Sales:

1. Verify Credit Eligibility:

   • Customer has approved credit limit
   • Available credit sufficient for this order
   • No overdue payments
   • Account status: Active

2. Payment Terms:

   • Auto-fills (Net 30, Net 60)
   • Due Date calculated (Order Date + Terms)
   • No deposit required (Balance = Grand Total)

3. Credit Authorization:

   • May require manager approval if:
     • Order value exceeds threshold
     • Customer approaching credit limit
     • New credit customer
   • Submit for approval if needed

For Instalment Sales:

1. Select Instalment - [Finance Partner]

2. Enter Finance Application Details:

   • Finance company (AEON, JCL, etc.)
   • Finance amount
   • Term (months)
   • Approval reference number

3. Down Payment (if applicable):

   • Customer pays % downpayment
   • Collect and record
   • Remaining financed by finance company

4. Agreement: Note that finance agreement will be signed separately

Step 8: Add Internal Notes

Internal Notes Section (not visible to customer):

• Special handling instructions
• Warehouse notes
• Delivery considerations
• Customer preferences or history
• Anything team should know

Example Notes:

• “Customer very particular about delivery time. Confirm 1 day before.”
• “Product for customer’s anniversary gift. Handle with extra care.”
• “Items located in warehouse B, rack A5.”

Step 9: Review Complete Order

Final Checklist:

Review entire order carefully:

• Customer information correct (name, phone, address)
• All items added with correct quantities
• Pricing accurate and discounts applied
• Tax calculated correctly
• Grand total matches customer expectation
• Deposit collected (if applicable)
• Payment method recorded
• Delivery date confirmed
• Delivery address complete with instructions
• Special requirements noted

Step 10: Save and Confirm Sales Order

1. Save Draft (optional):

   • If need to complete later
   • Saves work in progress
   • Returns to finish later

2. Confirm Sales Order:

   • Click Confirm Order or Submit
   • System validates all required fields
   • System assigns Sales Order Number
     • Example: SO-2024-001234
   • Order status: “Confirmed”

3. System Actions (automatic):

   • Creates order record
   • Reserves stock (soft allocation)
   • Updates customer account
   • Records deposit payment
   • Calculates balance due
   • Triggers notifications (if configured)

Step 11: Print and Provide Documentation

Print Sales Order:

1. Click Print or Download PDF
2. Print multiple copies:
   • Customer Copy: Give to customer immediately
   • Warehouse Copy: For stock picking
   • Office Copy: Admin filing

Sales Order Document Includes:

• Sales Order Number (important!)
• Order Date
• Customer details
• Delivery address
• Items ordered (with quantities and pricing)
• Grand Total
• Deposit Paid
• Balance Due
• Payment Terms
• Delivery Date
• Terms and Conditions

Customer Acknowledgment:

3. Review order with customer
4. Customer signs acknowledgment section
5. Date signed
6. Customer receives their copy

Deposit Receipt:

7. If deposit collected, issue receipt:
   • Receipt number
   • Deposit amount
   • Payment method
   • Balance remaining
   • Due date

Step 12: Post-Order Actions

Immediate Actions:

1. File Office Copy: Organize by date or SO number
2. Distribute Warehouse Copy: Give to warehouse for picking (or place in pickup tray)
3. Add to Delivery Schedule: Enter in trip listing if delivery date set
4. Set Reminders:
   • Stock picking deadline
   • Delivery date reminder
   • Payment follow-up (if credit)

Communication:

5. Confirm with Customer:

   • Send confirmation SMS/Email
   • Thank customer for order
   • Remind of next steps
   • Provide contact for questions

6. Notify Relevant Teams:

   • Warehouse: Stock picking required
   • Delivery: Upcoming delivery
   • Accounts: Deposit received, balance pending

Order Modifications

Editing Undelivered Orders

Can Modify If:

• Order not yet delivered
• Stock not yet converted
• Status: “Confirmed” or “Pending”

To Edit:

1. Open Sales Order
2. Click Edit or Modify
3. Make changes:
   • Add/remove items
   • Change quantities
   • Update pricing
   • Modify delivery date
4. Recalculate totals
5. Adjust deposit if needed
6. Save changes
7. Inform customer of changes
8. Reprint updated sales order

Cancelling Orders

Cancellation Process:

1. Open Sales Order
2. Click Cancel Order
3. Enter cancellation reason
4. System changes status to “Cancelled”
5. Refund Deposit:
   • If deposit collected: Process refund
   • Calculate any cancellation fees (if policy)
   • Issue credit note or refund
6. Release Stock: Inventory allocation removed
7. Notify Customer: Confirm cancellation and refund

Cancellation Fees (optional policy):

• Before picking: No fee or minimal admin fee ($5-10)
• After picking: 10-20% restocking fee
• After delivery: Follow returns policy

Special Order Types

Custom Orders / Made-to-Order

Process:

1. Create sales order as normal
2. Flag as Custom Order
3. May require:
   • Higher deposit (50-100%)
   • Longer delivery timeline
   • Customer approval on design/specifications
   • No returns/exchanges (policy)
4. Coordinate with production/sourcing team
5. Update customer on progress

Standing Orders / Recurring Orders

For Regular Customers:

1. Create template sales order
2. Save as Recurring Order
3. Set frequency (weekly, monthly)
4. System can auto-generate orders
5. Customer confirms or modifies each occurrence

Drop Shipment Orders

Customer orders, supplier ships directly:

1. Create sales order as normal
2. Mark as Drop Shipment
3. Create purchase order to supplier
4. Provide customer’s delivery address to supplier
5. Supplier ships directly to customer
6. Track delivery through supplier
7. Invoice customer when delivery confirmed

Common Challenges and Solutions

Challenge: Customer Can’t Decide

Solution:

• Save order as Quotation instead of confirmed order
• Provide printed quotation to customer
• Set expiry date (e.g., valid 7 days)
• Follow up with customer
• Convert quotation to sales order when customer confirms

Challenge: Price Dispute

Situation: Customer claims different price was discussed

Resolution:

• Check if special pricing applies
• Review quotation if exists
• Check for active promotions
• Escalate to sales manager
• Honor price if company error
• Explain clearly if customer mistaken
• Find compromise if possible

Challenge: Stock Quantity Insufficient

Discovered After Order Entry:

1. Stop and check exact stock available
2. Options:
   • Partial Delivery: Customer accepts available quantity now
   • Wait: Delay delivery until full stock available
   • Substitute: Offer alternative product
   • Cancel: Refund deposit if customer prefers
3. Update order accordingly
4. Reset customer expectations

Challenge: System Won’t Let You Confirm

Common Causes:

• Required field missing (check for red highlights)
• Customer doesn’t exist (create customer first)
• Price validation failed (check pricing permissions)
• Stock validation failed (override or adjust quantity)
• Payment information incomplete
• User permissions insufficient (contact admin)

Solution: Review error messages carefully and address each issue.

Best Practices

Accuracy

• ✅ Double-check quantities and pricing
• ✅ Verify customer information
• ✅ Confirm delivery address complete
• ✅ Ensure deposit meets policy minimum
• ✅ Read order back to customer

Speed

• ✅ Have product codes handy
• ✅ Use keyboard shortcuts
• ✅ Save frequently-ordered items as favorites
• ✅ Use templates for common order types
• ✅ Keep customer database updated

Customer Service

• ✅ Explain all charges clearly
• ✅ Set realistic delivery expectations
• ✅ Provide order number to customer
• ✅ Confirm contact information correct
• ✅ Thank customer for their order

Documentation

• ✅ Always print customer copy
• ✅ Customer signs acknowledgment
• ✅ File orders systematically
• ✅ Attach deposit receipts
• ✅ Note any special arrangements

Quick Reference: Order Types

Related Documentation

• Sales Overview - Daily sales operations guide
• Delivery Order Processing - Next steps after sales order
• Trip Listing Management - Scheduling deliveries
• Sales Payment Collection - Payment processing details

Workflow Guides

• Standard Sales Workflow - Complete process
• Credit Sales Workflow - Credit customer process
• Cash Sales Workflow - Immediate sales
• Instalment Sales Workflow - Financing process

Accurate sales order creation is the foundation of smooth operations. Take time to get it right, and the rest of the process flows naturally.