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Prerequisites
  • Customer Records exist under Selling > Customer > Customer List (with valid billing and shipping addresses).
  • Stock Items and Services are defined under Stock > Item > Item List, with accurate pricing in the Price List.
  • Warehouses are configured under Stock > Warehouse (for inventory reservation).
  • At least one Price List is set up under Selling > Price List.
  • Sales tax or VAT rules are defined under Accounts > Tax Rule List (if applicable).

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1.0 Steps to Create a Sales Order

Step 1: Open a New Sales Order Form
  1. Navigate to Selling > Sales Order > New Sales Order.
  2. The blank Sales Order form will appear with header fields and an empty Items section.
Step 2: Populate Header Fields
  • Customer
    • Click the lookup (🔍) and select the customer placing the order.
    • Billing Address and Shipping Address auto-populate; adjust if needed.
  • Order Date
    • Defaults to today; change if recording a backdated order.
  • Delivery Date
    • Enter the date by which the customer expects delivery.
    • SOs scheduled to deliver after this date will trigger a warning.
  • Price List
    • Select the appropriate price list (e.g., “Retail NGN” or “Wholesale USD”).
    • Item rates default from this price list but are editable per line.
  • Sales Person (Optional)
    • Assign the salesperson or account manager responsible for this order.
  • Currency
    • Auto-fills based on the price list; adjust if the customer pays in a different currency (subject to conversion rates).
Step 3: Add Items to the Order
  1. Scroll to the Items table.
  2. Click Add Row for each line item:
    • Item Code: select the stock item or service.
    • Description: auto-populates from the item master; you may add a custom note.
    • Qty: enter the quantity ordered.
    • UOM: defaults to the item’s default unit; adjust if needed (e.g., “Box” vs. “Nos”).
    • Warehouse: choose the warehouse from which stock will be delivered (for stock items).
    • Rate: auto-fills from the selected price list; override if giving a discount or special price.
    • Amount: auto-calculated as (Qty × Rate) before taxes.
  3. Repeat until all products/services are entered.
  4. Use Add Tax (if required) to apply item-specific taxes or charges.
  5. Review the Grand Total at the bottom to confirm the order value.
If the requested quantity exceeds on-hand stock, CGIC highlights the shortage and allows you to proceed with a backorder or partial reservation.
Step 4: Save and Submit the Sales Order
  1. Click Save to store the SO as a Draft (Status = Draft).
    • You can still edit header and item lines while in Draft status.
  2. When ready, click Submit to finalize the SO.
    • Status changes to Submitted.
    • CGIC reserves available stock in the specified warehouse(s), creating a Stock Reservation entry.
    • The SO becomes available for creating Delivery Notes and Invoices.

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2.0 Steps to Manage Existing Sales Orders

Step 1: Locate a Sales Order
  1. Navigate to Selling > Sales Order > Sales Order List.
  2. Use the Global Search or Filter > Add Filter to find the SO by:
    • Sales Order No.
    • Customer name
    • Status (Draft, Submitted, Partially Delivered, Completed, Cancelled)
    • Order Date / Delivery Date
  3. Click the SO’s Sales Order No. to open its details.
Step 2: Edit or Amend a Draft/Submitted Sales Order
  • Edit a Draft SO
    1. Open the SO in Draft status.
    2. Click Actions > Edit.
    3. Modify header fields (Customer, Delivery Date), add/remove items, or adjust quantities/rates.
    4. Click Save to store changes, then Submit when ready.
  • Cancel & Amend a Submitted SO
    1. Open the SO with Status = Submitted.
    2. Click Actions > Cancel & Amend.
      • CGIC creates a new draft version (e.g., “SO-0001-02”) preserving history.
      • The original SO is marked Cancelled and cannot be used for delivery or invoicing.
    3. In the draft copy, update any core fields or item lines.
    4. Click Save, then Submit to activate the amended SO.
      • Stock reservations from the original are released, and new reservations apply.
If the requested quantity exceeds on-hand stock, CGIC highlights the shortage and allows you to proceed with a backorder or partial reservation.
Step 3: Create Delivery Notes from a Sales Order
  1. With a Submitted SO open, click Create > Delivery Note in the toolbar.
  2. The Delivery Note form opens with:
    • Sales Order pre-filled.
    • Items table showing quantities still to deliver (Qty Ordered − Qty Delivered so far).
    • Delivery Date defaulting to today; adjust if shipping later.
  3. Verify each line:
    • Qty to Deliver (adjust for partial shipments).
    • Warehouse and Bin (confirm correct pick location).
  4. Click Save, then Submit to post the delivery:
    • Inventory is deducted from the specified warehouse.
    • The SO’s Qty Delivered updates, and its status changes to Partially Delivered or Completed (if all items are shipped).
Print or email the Delivery Note to your warehouse team for picking and packing instructions.
Step 4: Generate Sales Invoices
  1. After delivery, open the SO and click Create > Sales Invoice.
  2. In the Sales Invoice form:
    • Items table reflects quantities delivered (Qty Delivered).
    • Tax and Shipping Charges carry over if defined on the SO.
    • Invoice Date defaults to today; change if billing later.
  3. Click Save, then Submit to post the invoice:
    • Accounts receivable entries are generated.
    • The SO’s status updates to Completed if all items are invoiced, or remains Partially Delivered if balances exist.
If invoicing before delivery, use Create > Sales Invoice from the SO directly—but adjust quantities accordingly and generate credit or debit notes if corrections are needed.
Step 5: Cancel a Sales Order
  • Cancel a Draft SO
    1. Open the SO (Status = Draft).
    2. Click Actions > Cancel.
      • The SO status changes to Cancelled and can no longer be submitted.
  • Cancel a Submitted SO
    1. Open the SO (Status = Submitted).
    2. Ensure no linked Delivery Notes or Invoices exist.
      • If any exist, either cancel them first or adjust the SO so pending quantities are zero.
    3. Click Actions > Cancel.
      • All stock reservations from the SO are released.
      • The status changes to Cancelled.
Cancelling an SO with pending deliveries or invoices can create inconsistencies. Always reverse or complete those documents before cancelling the SO.