Sales Orders

The Sales Orders module covers quotes through to cash. Create orders as quotes, view credit standing and inventory availability, email documents directly to clients, follow dispatch, and generate billing.

---

Order Lifecycle & Automations

stateDiagram-v2
    [*] --> Draft : Create Order
    Draft --> Quoted : Issue Quote
    Draft --> Confirmed : Direct Confirm
    Draft --> Cancelled : Cancel

    Quoted --> Confirmed : Customer Accepts
    Quoted --> Draft : Revise
    Quoted --> Cancelled : Cancel

    Confirmed --> Picking : Start Picking / Auto-Pick
    Confirmed --> Cancelled : Cancel

    Picking --> Shipped : Complete Dispatch (Auto)
    Picking --> Confirmed : Return to Confirmed

    Shipped --> Invoiced : Create Invoice (Auto)
    Invoiced --> Archived : Archive
    Cancelled --> Archived : Archive

State Definitions & Trigger Matrix

State	Meaning	Modifiable Fields	Automatic Transition Trigger
Draft	Order is being prepared.	All fields (lines, prices, discounts, addresses).	None (Manual).
Quoted	Price proposal locked and sent to client.	Read-only (Return to Draft to modify).	None (Manual confirmation or revision).
Confirmed	Customer agreed. Inventory allocated.	Locked (Post-confirmation lines allowed).	Moves to Picking on first warehouse scan.
Picking	Warehouse is actively fulfilling items.	Locked.	Moves to Shipped once all lines are fully dispatched.
Shipped	Goods have left the warehouse facility.	Locked.	Moves to Invoiced once all line items are billed.
Invoiced	All items fully billed on Sales Invoices.	Closed / Read-only.	Automatic when total invoiced quantity matches order.
Cancelled	Order terminated before fulfillment.	Closed (Reservations released).	Manual action.
Archived	Historic record preserved for audits.	Immutable.	Manual archiving.

---

Business Logic & Calculations

1. Pricing & Discount Matrix Waterfall

When a product line is added, the system resolves pricing and discounts through a 5-step waterfall cascade:

flowchart TD
    Start[Add Product Line] --> Step1{Customer × Product Group Rule?}
    Step1 -- Match --> D1[Apply Specific Discount %]
    Step1 -- No Match --> Step2{Customer Group × Product Group Rule?}
    Step2 -- Match --> D2[Apply Group Product Discount %]
    Step2 -- No Match --> Step3{Customer × Wildcard All Products?}
    Step3 -- Match --> D3[Apply Account Wildcard Discount %]
    Step3 -- No Match --> Step4{Customer Group × Wildcard?}
    Step4 -- Match --> D4[Apply Group Wildcard Discount %]
    Step4 -- No Match --> D5[Default: 0% Discount]

• Price Scale (1 to 4): The base unit price is extracted from the product catalogue based on the customer group’s scale:
  1. List Price (Retail)
  2. Trade Price (Standard wholesale/trade)
  3. Tier 3 (Volume trade)
  4. Tier 4 (Distributor/contract)

2. Line Item & Order Total Formulas

All pricing calculations execute half-up rounding to 2 decimal places to maintain mathematical consistency across portal displays, invoices, and ledger lines:

Line Net Amount = round2(Quantity * Unit Price * (1 - Discount% / 100))
Line Tax Amount = round2(Line Net Amount * (Tax Rate% / 100))
Line Total Gross = Line Net Amount + Line Tax Amount

Order Subtotal = Sum(Line Net Amounts)
Order Total Tax = Sum(Line Tax Amounts)
Order Grand Total = Order Subtotal + Order Total Tax

• Discount Bounds: All discount percentages must strictly stay between 0.00% and 100.00%.
• Tax Exemption: If a customer is flagged as tax-exempt (or attached to an export tax position), Tax Rate% = 0.00% on all lines.

3. Credit Assessment & Overrides

Before advancing an order to Quoted or Confirmed, the system evaluates:

Total Financial Exposure = Total Outstanding AR Invoices + Value of Open Orders (Confirmed + Picking + Shipped Unbilled)

• Block Trigger: Order confirmation is strictly blocked if:
  1. Total Exposure + Current Order Total > Customer Credit Limit (under hard credit limit mode).
  2. Customer has overdue unpaid invoices exceeding payment terms.
  3. Customer is on Credit Hold OR Customer Group is on Credit Hold.
• Override Authorization: Authorized supervisors can apply a Credit Hold Override with an expiry timestamp and mandatory audit reason.

4. Stock Allocation & Inventory Gaps

• Immediate Allocation: Confirming an order converts free available stock into committed stock across storage and pick bins.
• Inventory Gap Handling: If insufficient available stock exists:
  • Generate Backorders: Automatically generates replenishment demands in Purchasing with direct pegging to this sales order line.
  • Acknowledge Discrepancy: Confirms the order to allocate currently available units immediately, leaving the remaining quantity for subsequent fulfillment.

---

Step-by-Step Workflows

1. Creating and Confirming an Order

1. Go to Sales → Sales Orders (/sales-orders).
2. Click New Order (/sales-orders/new).
3. Select the Customer. Currency, terms, addresses, and price scale fill automatically.
4. (Optional) Enter the customer’s PO Number, select Analysis Codes, and enter order notes.
5. In the Line Items section, add products. The system auto-populates price scales and matrix discounts.
6. Check the 📦 Availability tab to verify warehouse stock levels.
7. Click Save as Draft or click Confirm Order to commit inventory.

2. Quoting and Direct Document Emailing

1. Open a Draft order.
2. Click Issue Quote to lock pricing and advance to Quoted.
3. Click Email to open the document modal, preview the dynamic Typst PDF, and send directly to the customer’s billing contact.

3. Picking, Shipping and Billing

1. Fulfill items via Inventory → Picking Queue (/inventory/picking). The order moves to Picking on first item scan.
2. If additional charges are required after confirmation, click Add Post-Confirmation Line.
3. Dispatch parcels via Sales → Shipments. The order switches to Shipped upon 100% dispatch.
4. Create the final bill via Sales → Sales Invoices (/sales-invoices). The order automatically transitions to Invoiced.

4. Over-The-Counter (OTC) Trade Sales

For walk-in customers and immediate trade counter collections, navigate to Sales → Counter Sales (/sales-orders/counter) or click the Counter Sale button on the Sales Orders header. This executes order creation, pickable bin stock deduction, tax invoicing, and cash/card payment receipting in a single atomic transaction.

---

Field Reference

Field	Description
Customer	Customer account determining currency, terms, delivery address, and price tier.
Order Number	Unique order identifier (e.g. SO-2026-00124).
Customer PO	Customer-provided purchase order reference number.
Fulfillment Location	Warehouse facility where stock is allocated and picked.
Status	Stage (Draft, Quoted, Confirmed, Picking, Shipped, Invoiced, Cancelled).
Currency & FX Rate	Transaction currency and exchange rate snapshotted from customer account.
Unit Price	Base selling price per unit, pre-filled from customer’s price scale (1–4).
Discount %	Line percentage discount resolved via the 5-tier discount matrix cascade.
Tax Category	Tax rate classification (e.g. 9% GST, Zero-Rated, Exempt).
Analysis Codes	Standardized tags for financial reporting and ledger dimensions.
Post-Confirmation	Ad-hoc charge line added after confirmation for freight or handling.
Credit Override	Expiry date, approving user, and audit reason for bypassed credit holds.