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Sayl

Finance, GST & Accounting · Sales

Sales Orders

Raise sales orders from an accepted quotation or directly, route them through approval, then turn them into invoices in Sayl Finance.

Try it in the live demoFinance → Sales → Sales Orders

What it is for

A sales order confirms what a customer has committed to buy, before it becomes an invoice. It is the checkpoint between an agreed quotation and the money side: someone approves it, stock and dispatch are checked, and only then is it billed.

How it works

  • A sales order moves through Draft, Pending approval, Approved and Fulfilled - or Rejected / Cancelled. It is saved as a draft first; submitting it for approval is what starts the workflow.
  • You can create one directly or convert an accepted quotation. A converted order keeps a link back to its quotation (“From QUO-0005”).
  • Approved orders show a Go to invoice action. Raising the invoice marks the order Fulfilled, so the same order is not billed twice.
  • The lines table shows quantity, quantity dispatched and stock on hand, so you can see whether an order is short before you promise a date.

Step by step

Every screenshot is from the live demo. The highlighted button is the one to click - nothing here is saved in the demo, so you can follow along freely.

  1. 1

    Open Sales Orders

    Finance → Sales → Sales Orders. Filter by All, Draft, Pending approval, Approved, Fulfilled, Rejected or Cancelled.

    Sales Orders - Open Sales Orders
  2. 2

    Click New sales order

    Or, from an accepted quotation, use its convert action - the lines come across for you.

  3. 3

    Choose the customer and add lines

    Pick the customer and the order date. Search products by name to add lines - price, tax and HSN/SAC fill in from the catalog - or type a custom line. The total updates as you go.

    Sales Orders - Choose the customer and add lines
  4. 4

    Save as a draft, then submit

    Click Save draft. When it is ready, open the order and submit it for approval.

  5. 5

    Approve and invoice

    An approver opens a pending order and chooses Approve or Reject. An approved order shows “Ready for invoice” with a Go to invoice button; the detail page also lists dispatch history and notes.

    Sales Orders - Approve and invoice

Key fields

Customer
Who ordered; their details carry onto the invoice.
Order date
Defaults to today.
Lines
Item, quantity, price, discount %, tax % and HSN/SAC per line.
Notes
Internal instructions such as delivery timing.

Tips

  • Use approval to make sure large or discounted orders are reviewed before they are billed.
  • Reject with a reason - it stays on the order's history.