Sale Orders

The Sales module allows you to manage customer orders, record shipment, and track invoicing activities efficiently. This guide walks you through the different states of a sales order, key fields, and available user actions.

Sale Order Types

Different types of Sale Orders (SOs) support various business needs. Choosing the correct SO type ensures better tracking, compliance, and financial control. nestclo supports the following two SO types:

Standard Sale Order

A Standard Sale Order is the most commonly used type. It is used for one-time sales where the details—such as items, quantities, prices, and delivery dates—are clearly known at the time of the order.

Use Case Examples:

• A customer ordering 100 units of packaging supplies.
• Selling office furniture to a specific branch.

Key Characteristics:

• Fixed items and quantities
• Single delivery
• One-time invoicing and fulfillment

Standing Sale Order

A Standing Sale Order is designed for recurring sales over a set period, often with variable quantities or delivery schedules. This type of SO reduces administrative overhead by eliminating the need for repeated entry of similar order data.

Use Case Examples:

• Weekly delivery of fresh produce to a restaurant
• Monthly supply of printer paper to an office

Key Characteristics:

• Flexible delivery schedules
• Recurring invoicing
• Often linked to a budget or contract limit

💡 Tip: Standing Sale Orders are ideal for recurring sales from the same customer and are often used in long-term agreements.

Sale Order Lifecycle

The following diagram shows the various stages in the sale order workflow:

Sale Order Status Description

Dashboard Overview

The Sales Dashboard provides a centralized view of all sale orders in the system. At the top, status tiles display the total number of sale orders in each stage, offering quick insights into your sales pipeline. This dashboard helps streamline sale order management and track progress at a glance.

Usage Tips

• Filter Orders: Click a status tile to display Sale Orders matching that status.
• View Orders List: Scroll down to see a detailed list of all orders, including key information such as status, order type, order date, contact, and amount.
• Search Orders: Use the search bar to quickly find orders by customer name, order number, or other keywords. Use week or date ramge filters to search orders for specific period.
• More Filters: Click the button to open a left-side panel to apply additional filters to refine sales order list.
• Create New Order: Click the New Order button to initiate a new sale order.
• Edit Order: Use the icon to edit any order.
• Copy Order: Use the icon to copy any order. The new order will be created in Draft status.

Importing Sale Orders

Import multiple sales orders at once using a CSV file. Follow the steps below to upload your sales orders efficiently.

1. Click menu button on the dashboard and select Import option.
2. Download the template (SaleOrdersTemplate.csv).
3. Populate the template using the required format.
4. Enter D for Delivery or C for Collection in the ORDER_MODE column.
5. Upload the file and configure shipping and warehouse info.
6. Enable the Ship Orders toggle, if applicable.
7. Click Import to queue the job.

A new job will be created in Scheduler, and orders will appear in Draft status on successful import.

Creating a Sale Order

To add a new Sale Order, click at New Order button. To create or edit a order, you’ll enter the following information:

To create a new sale order:

1. Go to Sales from the sidebar.
2. Click + New Order.
3. Fill in the required details such as Order Type, Customer, Invoice To, Ship To, and line items.
4. Add any Additional Charges or Notes for the customer.
5. Click Save to save the order as a draft, or Actions → Mark as Issued to send the order.

Fields Overview

You must fill in required fields, marked with a red asterisk (*).

Shipment

This tab shows details of shipped goods, including any discrepancies or issues with the delivery. It’s crucial for accurate inventory management and invoicing. Click at icon to edit any shipment.

Fields Overview

Invoices

The Invoices tab in the Sale Order view provides a comprehensive summary of all invoices associated with a specific sale order. This tab becomes available once the sale order status is Complete and invoice status is Invoiced i.e. an invoice has been created.

It allows you to track the invoicing lifecycle and ensures visibility into what has been invoiced to the customer. Each listed invoice includes following financial and status-related information.

Fields Overview

Documents

The Documents tab displays all files uploaded to this order.
To add supporting documents, click Upload Document. In the upload dialog, you can either drag and drop files or browse to select them manually (Allowed document types - PDF, Word, Excel; max document size 15MB).

Activity

Displays system-generated logs and interactions related to the order lifecycle.

Sale Order Actions

The Actions menu provides quick access to key operations related to the selected order:

Issue a Sale Order

You can issue a Sale Order (SO) to customers via Email. You can access this option from the Actions menu on the Sale Order screen.

1. Navigate to the desired Sale Order in your system.
2. Click on Actions > Preview
3. A PDF Preview Dialog will appear, displaying the SO in PDF format.
4. Review the document and click on Email.
5. The SO will be emailed to the customer’s registered email address.

Ensure that the customer has a valid email address registered to avoid delivery failures.

Shipment

The Shipment function is used to record the shipment of goods linked to a Sale Order. This process ensures your stock records are accurate and helps reconcile deliveries against the original order. You can ship items in multiple batches. Partial deliveries are supported and tracked until the full order is fulfilled.

How to Ship Goods

To ship goods, go to Sale Order > Actions and then click Ship Items or Ship All Items. This option is available only when the SO status is either Issued or Active. You’ll enter the following information to capture the delivery summary.

Fields Overview

You must fill in required fields, marked with a red asterisk (*).

Item’s delivery details can be logged in the Shipment Lines section containing following fields:

Tip: Double-click any field or use the Edit button to update entries.

Create Purchase Order from Sale Order

When managing a sale order, you can directly generate a related purchase order to fulfill the customer’s request. This ensures seamless supply chain coordination from sales to procurement.

Accessing the Feature

Navigate to any issued Sale Order and click the Actions button, then select Create Purchase Order. A modal titled Purchase Order Information will appear.

Purchase Order Information Fields

Below is a summary of each input field available in the Create Purchase Order dialog:

You must fill in required fields, marked with a red asterisk (*).

Note: Ensure that supplier records are pre-configured in your system to populate the dropdown list.

Once all mandatory fields are filled, review the information and click the Create Purchase Order button. The system will generate a corresponding Purchase Order linked to this Sale Order.

Example Workflow - Ship and Bill Fulfilment

In the Ship and Bill fulfilment mode, you are responsible for both shipping the goods and billing the customer. This is the standard process for fulfilling physical product orders from your own inventory.

Example Workflow - Drop Ship Fulfilment

When a Sale Order is placed with Drop Ship as the fulfilment mode, the workflow integrates purchase and sales processes seamlessly, ensuring the customer order is fulfilled directly by the supplier.