A sales order records what a customer has agreed to buy, before you invoice them. It doesn't post anything to your books or move stock. When you're ready to bill, you create a sales invoice from it.
Before you start
Add the customer as a client first, or create them from the Customer field while you fill in the order.
Create the order
- Go to Sales → Sales Orders and click + New Sales Order. You can also click the + next to Sales Orders in the sidebar.
- Leave SO Number blank to have SmartLedger number the order for you, or type your own.
- Set the SO Date and, if you know it, the Exp. Delivery date.
- Choose the Customer. To add a new one, click Create a Customer at the bottom of the list.
- Choose the Place of Supply, and enter a Ship To address if the goods go somewhere other than the customer's address.
- Add the line items. Pick an item from your inventory in Description to fill in its Unit price, HSN/SAC and GST(%), or type a description and price yourself. Enter the Qty. and any Discount.
- Click Add another item for more lines.
- Add Notes and Terms if you want them on the order.
- In the right-hand panel, check the Status, Currency and Project, and attach any files.
- Click Create Sales Order.
To keep working on it later, click Save as Draft instead.
Fields to watch
- Status — a new order starts as Confirmed. Choose Draft if it isn't agreed yet. Only a confirmed order changes to Invoiced when you bill it.
- Deduct TDS on this order — shown when TDS is turned on for your company. The setting carries over to the invoice.
- Currency — choose a foreign currency for an export order and enter the exchange rate.
SO Date, Customer, Place of Supply and at least one line with a description and unit price are required. A draft needs a customer at least.
What happens next
- The order appears in the Sales Orders list. Click it to view it in a side panel, or click Edit Sales Order to change it.
- On the edit page, use Send Sales Order to email it to the customer as a PDF. The buttons beside it print or download the PDF.
- The cards at the top of the list show your orders' value and GST, how many orders have been invoiced, and how many orders you have in the period.
- An order's status is Draft, Confirmed, Cancelled or Invoiced. Set it to Cancelled if the customer withdraws the order.
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