What is Sales Order Approval

Purpose: A sales order specifies the details about products and/or services ordered by a specific customer along with the price, quantity and terms and conditions.

After confirming all the facts for a specific sales order made, the owner can approve the sales order in the sales order screen.

Pre-requisite:

To Enable the Sales Order approval Configuration

Go to Tools->Configuration->Business Configuration->"Enable Approve Sales Order Before Billing" and Click on Save button.

How to Proceed with the steps followed :-

1. Create a sales order on the sales order page by selecting Sales >> Sales Order.

2. Go to the Sales order approval screen after creating your sales order. You'll receive a list of each order placed by the user.

3. Using the search icon, you can enter the "Sales order NO","Customer" or "Salesman" to get the specific order information. We will receive information on the amount, salesperson, status, and approval number.

4. Click on "Approve" to get the additional details.

5.The owner may now see all the details of the sales order that was made, order information. Additionally, notify with the customer name, Address, amount, Sales order no, status, item details, and bill type.

6. Click the Approve option, and then type your comment. and select "Approve" it.

Reports to refer :

Go to Reports -> Sales -> Orders and quotations -> Sale order summary report. You can check the status of the sale order under the "Approved status" Column name. Refer to the link Sales Order Reports to know about the sale order status report.

   FAQ:

How to revert the Sales order after converted to sales invoice   

If the sales bill is cancelled, which was converted from Sales Order, then the Sales Order will be reverted back.

I am able to load same item multiple times in Sale order screen. Is it possible to restrict duplicate item entry in Sales order?  

 You should enable the configuration "Restrict duplicate Item entry in Sales Order and Quotation" in Business configuration.

If there is multiple batch of selling price for an item, which price will be taken in Sale order?  

By default, the latest price of the item will be taken. If you want to take according to the price list and price provided for the item in masters, then you should select the configuration "Select Sell Price for Sales Order and Quotation from" and map it as "Price list" in Business configuration.

A Particular sale order is showing in View mode but not in Edit mode, Why?  

If a Sales order is converted into Delivery note or Sale bill, then the sale order will not be available in edit mode. You can check the status of the Sale order in Reports -> Sales -> Orders and Quotations -> Sale order summary. In the status column, if the Status is in "Pending", only then the order is applicable to be edited.

Is it possible to edit and change the customer name?  

Answer - Yes, it is possible to edit and load any other customer name in sales order.

Is it possible to edit the selling price of an item in Quotation?  

By default, it is not possible. The configuration "Allow rate edit in sales order" should be enabled in business configuration in order to edit rate in sales order.

Can We restore or revised a cancelled sale order?   

You cannot restore or revise an order after cancellation.

A Particular order is showing in View mode but not in Cancel mode, Why?  

If a Sales order is converted into a Delivery note or Sale bill, then the order will not be available in cancel mode. You can check the status of the Sale order in Reports -> Sales -> Orders and Quotations -> Sales order summary report. In the status column, if the Status is in "Pending", only then is the order applicable to be cancelled.

Is it possible to reserve stock in sale order?   

 You can reserve stocks for a Sales Order so that the Orders are fulfilled before the stock becomes sold out. TruePOS has an option to reserve Stocks for an Order and to prevent the billing staff to sell only the unreserved stock. Refer to the link Stock Reserve in SO  for the same.

How to change the date in sale order?  

By default, it is not possible to change the date in sale order, If you want to change the date in a sale order, Enable the configuration "Allow Back Date Entries for Sales, Orders and Sales Return" via Business configuration.