# Sales Order

### **Module Guide: Sales Order**

#### **Module Location**

#### Sales > Sales Order > Sales Order

#### **Module Objective**

#### The **Sales Order (SO)** module is the center of the sales process. Its purpose is to create an official internal document that confirms an order from a customer. An approved SO becomes the instruction for the Warehouse department to prepare and ship the goods, and subsequently becomes the basis for creating the Sales Invoice.

### **1. Main View (Sales Order List)**

#### The main page of this module displays a list of all Sales Orders that have been created.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/6lrimage.png)

#### **View Explanation & Filters**

#### This page is for viewing and managing all SOs.

- #### **Filters**: You can search for a specific SO by **Sales Order Number**, **SO Type**, **Goods/Services Category**, **Status**, or a date range.
- #### **SO List**: The table below displays all SOs that match the filters, with columns such as **Sales Order Number**, **Customer**, **Customer's PO No.** (Customer's Purchase Order Number), **SO Date**, and various statuses.

#### **Button Functions**

- #### **New**: The primary button to create a new Sales Order.
- #### **Print**: To print the details of a selected SO.
- #### **Change Status**: To change the status of a selected SO.

### **2. Steps to Create a Sales Order**

#### **Step 1: Create a New Sales Order**

#### From the Main View, click the **New** button to open the new SO creation form. 

#### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/qrcimage.png)

#### **Step 2: Fill in Header Information**

#### At the top of the form, fill in the general order information:

- #### **Source document**: It is highly recommended to select a **Source document** such as an existing **Quotation** or **Sales Contract**. This will automatically pull the customer, product, and pricing data to reduce errors.   
    ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/eroimage.png)
- #### **Customer**: If not pulling from a source document, select the **Customer** manually.   
    ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/jrQimage.png)
- #### **Reference Information**: Fill in important dates such as **SO Date**, **Due Date**, and **Customer PO Date**. You can also upload the PO file from the customer. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/8bDimage.png) ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/aeRimage.png)
- #### **Credit Info**: Pay attention to the **CreditInfo** box on the right side, which displays the customer's credit limit information. The system may reject the transaction if it exceeds the existing limit.   
    ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/h1Vimage.png)

#### **Step 3: Detail the Order Items**

#### In the **List of Goods/Services** detail table, enter or verify all the items being ordered:

- #### Fill in the **Item/Service Code**, **Qty** (Quantity), **Unit Price**, and **Discount (%)** if any.

#### **Step 4: Add Miscellaneous Charges (If Any)**

#### If there are other costs outside of the item price (e.g., shipping or insurance), use the **Add MiscellaneousCharge** section below the item list to add them.

#### **Step 5: Save and Confirm**

#### After all data is filled in, use the buttons in the bottom-left section:

- #### **Save**: To save the SO as a draft. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/oELimage.png)
- #### **Confirm**: To finalize and send the SO into the approval workflow. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/gh1image.png)
- #### **Cancel**: To cancel the entry. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/fJCimage.png)

### **Tips & Important Notes**

- #### Creating an SO from a **Source document** like a Quotation or Sales Contract is the **best practice** to ensure consistency in prices and terms.
- #### An approved SO is the **official instruction** for the Warehouse department to process the shipment of goods.
- #### An SO that has been **Confirmed** will go to the **Sales Order Inbox** to be approved by a manager before it can be processed further.