Sales Orders

Sales orders are confirmed customer commitments to purchase products or services. This guide covers the complete order management lifecycle in Angage ERP.

Understanding Sales Orders

Sales orders serve as:

• Legal contracts between you and customers
• Instructions for warehouse fulfillment
• Basis for invoicing
• Inventory reservation documents
• Revenue recognition triggers

Creating Sales Orders

Methods to Create Orders

1. From Quotation

Most common method:

1. Open approved quotation
2. Click Convert to Sales Order
3. Review and confirm details
4. Order created with quote reference

2. Direct Entry

For phone/email orders:

1. Navigate to Sales → Sales Orders
2. Click New Order
3. Enter customer and items
4. Confirm order

3. From Customer Portal

Self-service orders:

• Customer logs into portal
• Creates order from catalog
• System validates pricing/credit
• Order enters approval queue

4. API/Integration

Automated creation from:

• E-commerce platforms
• EDI systems
• Mobile apps
• Third-party systems

Order Components

Header Information

• Customer: Bill-to party
• Delivery Address: Ship-to location
• Order Date: Transaction date
• Requested Date: Customer's desired delivery
• Reference: Customer PO number
• Sales Rep: Assigned salesperson
• Payment Terms: Specific to this order

Line Items

• Product/Service: What's being sold
• Quantity: Ordered amount
• Unit Price: Agreed price
• Discount: Line-level discount
• Tax: Applicable taxes
• Delivery Date: Per-line delivery promise

Totals Section

• Subtotal (before tax/discount)
• Document-level discounts
• Tax calculation
• Shipping charges
• Grand total

Order Processing Workflow

1. Order Confirmation

graph LR
    A[Draft Order] --> B{Credit Check}
    B -->|Pass| C[Confirmed]
    B -->|Fail| D[Credit Hold]
    D --> E[Approval]
    E --> C

2. Inventory Allocation

• Automatic Reservation: Stock reserved on confirmation
• Availability Check: Real-time ATP (Available to Promise)
• Backorder Handling: Partial shipment options
• Alternative Products: Substitute suggestions

3. Fulfillment Process

1. Pick List Generation: Warehouse instructions
2. Packing: Pick, pack, and quality check
3. Shipping: Carrier selection and labeling
4. Delivery: Tracking and confirmation

4. Invoicing

• Immediate: Invoice with shipment
• Scheduled: Monthly consolidated
• Milestone: Based on completion
• Prepaid: Invoice before delivery

How-To Guides

How to Handle Partial Deliveries

1. Open sales order
2. Go to Delivery tab
3. Click Create Partial Delivery
4. Select items/quantities to ship now
5. Create delivery order
6. Remaining items stay open

TIP

Enable "Allow Partial Delivery" in customer settings to automatically handle split shipments.

How to Manage Backorders

When stock is insufficient:

1. System shows available quantity
2. Options appear:
   • Wait for full quantity
   • Ship available now
   • Substitute products
   • Cancel backordered items
3. Customer preferences applied
4. Backorder report generated

How to Apply Special Pricing

Contract Pricing

1. Set up price agreement
2. Link to customer/order
3. System applies automatically

Promotional Pricing

1. Create promotion rules
2. Set validity period
3. Define conditions
4. Auto-apply to qualifying orders

Manual Overrides

1. Select line item
2. Click price field
3. Enter new price
4. Add reason/approval code

How to Track Order Status

Order States

• Draft: Being created
• Confirmed: Accepted by customer
• In Process: Fulfillment started
• Partially Delivered: Some items shipped
• Completed: Fully delivered
• Cancelled: Order terminated

Status Tracking

1. Real-time dashboard
2. Email notifications
3. Customer portal updates
4. Mobile app alerts
5. Integration webhooks

How to Handle Order Changes

Before Fulfillment

1. Open order
2. Click Modify Order
3. Make changes:
   • Add/remove items
   • Update quantities
   • Change delivery date
4. Get approval if needed
5. Notify customer

After Partial Fulfillment

• Only unshipped items can change
• May require new approval
• Updates linked documents

How to Cancel Orders

Full Cancellation

1. Open order
2. Click Cancel Order
3. Select reason:
   • Customer request
   • Credit issue
   • Product unavailable
   • Duplicate order
4. Confirm cancellation
5. System reverses inventory

Partial Cancellation

1. Select specific lines
2. Choose Cancel Lines
3. Provide reason
4. Update totals
5. Notify customer

Advanced Features

Order Templates

Create templates for:

• Repeat customers
• Standard configurations
• Subscription orders
• Blanket orders

Automated Actions

Configure triggers for:

• Credit limit checks
• Inventory allocation
• Approval routing
• Email notifications
• Status updates

Integration Points

• CRM: Opportunity conversion
• Inventory: Stock reservation
• Warehouse: Pick/pack/ship
• Accounting: Revenue recognition
• Service: Installation scheduling

Best Practices

Order Accuracy

• Verify customer information
• Confirm delivery addresses
• Check product specifications
• Validate pricing
• Review special instructions

Customer Communication

• Send order confirmations
• Provide tracking information
• Notify of delays
• Confirm delivery
• Follow up for satisfaction

Efficiency Tips

• Use order templates
• Set up approval rules
• Automate notifications
• Batch similar orders
• Monitor KPIs

Configuration

Order Settings

Navigate to Settings → Sales → Orders:

• Numbering Format: SO-YYYY-00001
• Default Warehouse: Primary location
• Credit Check: Automatic/Manual
• Reservation: Immediate/On delivery
• Partial Delivery: Allow/Restrict

Approval Matrix

Set up multi-level approvals:

1. Amount thresholds
2. Product categories
3. Customer types
4. Discount levels
5. Payment terms

Performance Metrics

Track key indicators:

• Order fill rate
• On-time delivery
• Order accuracy
• Processing time
• Customer satisfaction

Troubleshooting

Common Issues

Cannot confirm order

• Check credit limit
• Verify stock availability
• Review approval requirements
• Validate shipping address

Inventory not reserving

• Check reservation settings
• Verify stock levels
• Review warehouse configuration
• Check product settings

Cannot modify order

• Check order status
• Verify user permissions
• Review change policies
• Check linked documents

Next Steps

Learn about Invoice Management to bill customers for delivered orders.