Sales Management > Transactions

Main Menu > Sales Management > Transaction > Sales Order

After the Items to be sold, the customer and the terms of sale are determined, a Sales Order is issued to the supplier for supply of specified Items. Often, the buyer of the Items submits a Purchase Order from which the Sales Order are entered.

The Sales Order contains the specific Particulars of each item with complete specifications, attributes if any (like Brand Colour, size etc), Quantity, Sales Rate etc of each Item, Additional Charges (like Taxes etc), Discount if any, delivery & payment terms, etc.

The buyer normally issues a Purchase Order to the Supplier. The supplier, in turn, enters the buyers purchase order as its Sales Order. In retail, normally Sales Order management is not significant, as customers buy and take delivery instantly. However, in specific ordered goods, Sales Order Management system is important. In wholesale, normally sales order system is maintained where there is some time lag between Order & Delivery.

Note : Placing of Sales Order does not affect Inventory (Stock) or Accounts (Account Ledger Balance)

At the Header you enter Customer Name

Customer

Press Alt+L and select the Customer from the list. The customer particulars are shown in a window for reference. You can enter any particulars of the bill (like Challan No etc) at Ref Number field that appears here. Press Ctrl+N to create a new Customer.

At the Header you enter Product Name

Product :	Press Alt+L and select the Product from the list. Press Ctrl+N to create a new Product.
Rate	Rate is displayed from Product Master or stock inward entries which you may change. Else, if Ask Rate is set to yes in Product Master, a small window appears where you have to enter the Rate of the Item at which the order is taken from the customer.
Quantity	If Ask Quantity is set to Yes in Product master, a small window appears where you have to enter the Quantity of the ordered Item., otherwise 1 is carried as default which you may change

At detail line, the following particulars of each Item ordered are displayed:

Srl.	Serial Number of the Item displayed (like 1)
Product Name	Name of the scanned or selected product will be displayed
Product Code	Code of the scanned or selected product will be displayed
Stock	Current Stock (Stock-in-hand)
MRP	MRP as entered during stock inward entries, if any, is displayed
Sale Price	Enter the Sale Price for the Product (You may change this by pressing F5, if user rights are given)
Auto Disc	Auto Discount % carried from product master at Product discount field or from the Price List, if selected. The difference of MRP and Sale Price is displayed as discount only on PoS bill printing
Manual Disc	Click Discount button to enter additional discount amount (within the limit allowed to the PoS operator)
Final Disc	Computed as per Auto & Manual Discount
Qty Unit	Enter the Sale Quantity for the Product in the bill (by default its 1, you may change it by pressing F3 - Add Qty or F4 Less Qty)
Tax %	Tax percent is carried from product master or price list
Tax Amt.	Tax amount computed as per product value, discount & Tax Rate calculated on(Grand Total – Final Discount) is displayed
Final Per Rate	Net unit rate (after discount and tax)
Amount	Net Product Value after Discount & Tax

A small window appears where you have enter following details:

Sub Total	The Net Product value of all Items is shown here
Other Discount (-)	Enter any amount to be reduced from the Bill Value (like Discount etc)
Other Charges (+)	Enter any amount to be added in the Bill Value (like Freight, Transport)
Round Off	The computed fraction amount to round off the net order amount is displayed
Total	The rounded off Net Order Amount which is payable is shown
Narration	Enter the narration for the Order, if any

The net amount of other charges as entered in the Other Charges window is displayed in the main voucher screen

After entry of all particulars of the voucher, you get the Tender screen where you enter the details of payment mode. It has 2 parts. In right part, you enter the denominations of Cash received. The total amount of cash received is carried in the Cash column in the left part, as follows:

Grand Total	Price figure is shown here
Cash	The total of cash received as per denomination is displayed here. Alternatively, total amount of cash received may be entered here
Credit Card	If customer purchased in credit card. You enter the amount paid through Credit Card
Tender	The total amount paid (in all modes) is shown in Tender Field
Balance to Return & Balance Due	If the total tendered amount is more than the bill amount (this can happen only when some amount is paid in cash) , the amount refundable is shown here. If the total tendered amount is less than the bill amount, the amount Due is shown here

If no payment is immediately received (e.g in Credit Sale), you have to over type the value in Credit Sale line item in Tender screen. The whole bill amount remains as due

Why we are using tender screen in Sale Order Screen & what will be the accounting effect, & by default which ledger is involved?

Ans: The tender screen is used to accept advance payment from a customer while she is placing the order. There can be different mode of payment for accepting advance like Cash, Credit Card etc.

This helps us to cut down the additional accounting (receipt voucher) entry. It also creates a reference so that when the customer comes back to take deliver, the balance payment is shown to the operator.

An accounting voucher entry is passed automatically with

•	Cash or Credit Card A/c (as per MOP selection) debited

•	and Advance Against Order Ledger to be will be credited

•	and a Ref No is also generated by default to track down the order during final sale entry.

How the advance received against Sale Order is to be adjusted against Sale in due course ?

Ans: When you select a sales order (with some advance) during a Sale Bill entry, the Advance Agst Order MOP in tender screen will be filled by the advance amount. The balance payment (if not zero) needs to be filled in either of the other MOP’s.

F3 Add qty	Click F3 Add qty Button or press F3 button key to add the quantity of product. For example if the quantity entered is 5, but you want to make it 8 either you overtype 8 at the quantity column (you have to use mouse) or click F3 Add Qty button (from keyboard without using mouse) and type 3 to add 3 in the current quantity (5) to make it 8
F4 Less qty.	Click F4 Less qty Button or press F4 button key to less the quantity of product. For example if the quantity entered is 5, but you want to make it 3, either you overtype 3 at the quantity column or click F4 Add Less Qty button and type 2 to deduct 2 in the current quantity (5) to make it 3
F5 Rate Change	To change the Sale Price. Click at F5 Rate Change button bar or press F5 button key. The cursor goes to rate field directly. Overtype the Rate
F6 Sale Person	To enter Sales Person Name. Click F6 Sale Person (or F6 key) and select the Sales Person (you may select NONE if no Sales Person is to be linked or you may want to de-link associated sales person)
F8 Prod Info	It shows various particulars of the Product (like, Code, Department, Group, Sub Group, Brand, Unit, Tax, Re-order Level, Safety Level, Re-order Quantity, Min-Order Quantity, Stock, Product Type, MRP, Batch No., Mfg Date and Expire Date etc.) in the product information window, when you click at F8 Prod Info button or press F8 button key
F9 Cust Info	It shows various particulars of the Customer (like Customer’s personal details purchase history, club membership points) in the Customer information window,when you click at F9 Cust Info button or press F9 button key
^L Deliv Detail	Click ^L delivery Detail button or press Ctrl+L button key to specify delivery details/address where the materials are to be delivered
F10 Tender	Click F10 Tender button or press F10 button key to show the Tender Screen
^T Item Remark	Click ^T Item Remark button or press Ctrl + T to get the window in which the Item Remark of the Product displayed (if specified in product master), which you may change. The change is saved in the specific voucher against line item and not in Product Master
^M Item Disc	Click ^M Item Disc Discount button or press Ctrl+M to enter Item discount (Manual Discount) Rate in percentage
F2 Date	Click at F2 Date button bar or press F2 button key for enter the Date of Voucher.
-O Opt Voucher	Click at -O Opt Voucher button or Press Alt+O to get the Sale Order Option screen and to set Sales Order options
-W Opt Prn Win	Click -W Opt Prn Win button or press Alt+W to get Sales Order print option and set the options
-D Display	Click at -D Display button or press Alt+D for display all entries of Sale Order Voucher
-T Change Tax	Click at T Change Tax button or press Alt+T. to get Tax rate list and select the Tax Rate. Tax selected here will be applied on entire voucher. To change tax of a line item, go to respective line on the tax column and press Alt+L to get the list of tax to change
-L List	Click at -L List button or press Alt+L to get the list of respective master and select an master item
^D Delete	Press Ctrl + D key to Delete the Voucher. To delete a specific line item, press Alt+D Delete on the line Item
^P Print	Click at P Print button or press Ctrl+P for print the Voucher
F12 Change Loc	Click F12 Change Loc button or press F12 to change the location. The entire voucher will be moved to the selected Location. Location is applicable for entire voucher but warehouse can be specified for each line Item
Exit	Click Exit button or press Esc button to come out of the current screen A prompt appears if you attempt to exit before saving
F1 Help	Press F1 to get context sensitive help relating the current voucher
-V Preview Dgn	Click -V Preview button or press Alt+V to get the design screen to change the output format of the Voucher Document
-F3 Report	Click -F2 Report button or Press Alt+F2 to view the Order Register on screen