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Sales Order

 
Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the customer Sales Order preparation options.
 
Before we begin, let us understand about the need of Sales Order and the relevance of this particular activity.
 
Sales order is a formal commitment placed upon by one party to another with all the relevant terms and conditions stated in such order to help govern and facilitate the closure of transaction for Sales. When you receive a Sales Order from a customer you need to ensure its timely execution. If you enter all Sales Orders received by you in the system, you will be able to track their execution position. This will also help you in your procurement as you can have a handy report on how much quantity is pending execution and how much you have in hand etc.
You can create a Sales Order under Module in AlignBooks.
 
The key functions of a Sales Order Module are:
·     Creation of a New Sales Order,
·     Modification of an existing Sales Order;
·     Deletion of an existing Sales Order.
 

Configuration

AlignBooks provide you the facility to configure your Order documents with respect to choice of linking with parent document, choice of maintaining multiple series of documents, choice of sending Email and SMS on creation/edit/approval of the document and for Approval System setting etc. Click on button to configure this document. Click here  “How to Configure a Document”,  to know more about this utility.
 
 
Sales Order
 
Let’s now understand how to create a new sales order in simple steps
  
You have three ways to prepare a new Sales Order;
·     Enter fresh data for the first time;
·     Open an existing document and use the “Copy” feature of AlignBooks to make the necessary changes. This will save your time and efforts;
·     If you have data in an Excel Format, Import data and make the required changes.
 
 
Let’s enter the fresh set of data for the first time;
 
 
1

GST Type

1. GST TypeIf you are registered in GST and select the relevant option from the drop down list. Options for Selection are :
Tax Invoice - > In this type of Sales it includes all Interstate and Intrastate Supplies to either Register / Un-Registered Person except Export / Bill of Supply / Supplies to SEZ / Ecommerce Supplies.  
Export Bonded - > Export Sales which are supplies made to Overseas Party / SEZ Entity without Payment of Tax as Export under Bond / LUT. In this case the Tax rate is zero and no posting for tax is made.
Export Non-Bonded - > Export Sales which are supplies made to Overseas Party / SEZ Entity with Payment of Tax. In this case the Tax rate is as applicable, and tax is calculated but tax is not added to Bill Amount. Separate Tax posting of Output Tax Payable and GST Recoverable Account is created.
eCommerce Supply - > All Supplies made to Ecommerce Traders should be entered through E-Commerce Supply. Additional information is captured as Buyers GSTIN so automatically if supplies made to Registered persons will be considered as B2B invoice otherwise the transactions are considered in B2C Type and Ecommerce GSTIN will be displayed In GSTR1.
Bill of Supply -> In This Type, Supplies made are not liable to charge tax from the customer, this type should be used by Dealer under Composition scheme. As Composition dealer is not liable to collect Tax. 
Branch Transfer-> Branch Transfer Sales is for the Material transfer from one Branch to Another Branch when both branches are not in same state i.e. interstate transaction.
This field is available only if you have configured Tax Applicable in Sales Purchase - "GST” in General Setup.
2

Location / Branch

2. Location / Branch Under this field, You can select the location, if you are handling Multi Locations. System will ask for this information only if you have configured Multi Locations - "ON” under General Setup and System will fill the default Location if you have configured the Default Location under Data Access Rights. 
If your desired Location does not exist in the menu, you can create a New Location by clicking on  option within the dropdown menu. You can also Edit or Delete a Location from Here. Select a Location to be edited / deleted and then click on . The Location will be opened in Edit mode and you can edit it and save by click on  . You can delete it by click on 
3

Category

3. Category If you are want to classify your document in different categories, select the applicable category from the drop down menu. For Example if you want to maintain brand wise classification of Invoices you can create brand names in category.
This field is available only if you have configured Document Classification – "ON” in Sales Setup
You can Add, Edit or Delete a Category by following the process described under Location Tab.
4

Customer

4. CustomerUnder this field, Select a customer from the drop down list for whom you are preparing Order. 
You can Add, Edit or Delete a Customer by following the process described under Location Tab.
5

Email

System will auto pull the email Id from customer master. If you wish to change the same, you can do that here.
If you have configured enabled to send Email in Document Configuration and this field is blank then system will not Email to customer.
6

Currency

6. Currency If you are preparing Order in a foreign currency, select a Currency from the drop down menu.
This field is available only if you have configured Multi Currency : "ON” in General Setup. If your desired currency does not exist in the menu, you can add a new currency by clicking on   Icon or option within the dropdown menu.
7

Conversion Rate

7. Conversion Rate Under this field, System will automatically get the conversion rate from currency master, if already created by you. If you wish to change the currency conversion rate for this  particular document, you can do the same here.
8

Delivery Date

8. Delivery Date: Enter the date which you scheduled or expect the delivery date on which the goods or services will be delivered to the client. You can also leave the field blank as this is not a mandatory field
9

Order Date

9. Order Date: Enter the date which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function
10

Order No

10. Order No : System will generate voucher number based on the Voucher Numbering configuration, if you have opted to maintain "auto prefix” and “auto numbering”.
Prefix :  While configuring your document, if you have opted to “maintain manual prefix”, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on   Icon or  option within the dropdown menu and input a name. This field will not be available if you have opted "Not required".
Number:  While configuring your document, if you have opted to “maintain manual numbering”, enter a document number here.
11

Reference No

11. Reference No: Here you may enter the customer or previous document number, if any.
12

Reference Date

12. Reference Date: Here you may enter the reference document’s date. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function.
13

Agent / Broker

13. Agent / Broker: System will auto pull the Agent name from customer master. If you wish to change the same, you can do that here.
If the required agent does not exist in the menu, you can create a new by clicking on  Icon or  option within the dropdown menu.
This field is available only if you have configured Agent wise Billing : "ON” in Sales Setup.
14

Sales Executive

14. Sales Executive: System will auto pull the Salesman Name from customer master. If you wish to change the same, you can do that here. If the required Salesman does not exist in the menu, you can create a new by clicking on  Icon or  option within the dropdown menu. 
This field is available only if you have configured Salesman wise Billing : "ON” in Sales Setup
15

Tax Type

15. Tax Type: Under Sales Setup, If you have configured Tax in Rates to "Inclusive" / "Exclusive" in Sales Setup then System will fix the type and change will be not allowed at the time of entry. System will calculate taxable value and taxes based on the configured Type .
This field will be active only if you have configured Tax in Rates : "Document Based” in Sales Setup. System will auto pull the Tax Type from customer master. Also in this case, You can change the type and select “Inclusive” from the drop down menu, if rates are inclusive of taxes otherwise select “Exclusive”.
This field is available only if you have configured Tax Applicable in Sales / Purchase : "ON” in General Setup.
 

Billing Information

: System will trace and fill the Billing Address, GST No. and Contact person details automatically from the customer master.
 
16

Address

System will fill the complete Billing Address (Address, City, State PIN, Country) automatically from the customer master. You can make changes during this stage as well.
17

GSTIN

System will fill the GST Number automatically from the customer master.
18

Contact Person

Here System will fill the Contact Person Name from the customer master. You can make changes during this stage as well.
 

Shipping Information :

System will trace and fill the Shipping Address details automatically from the customer master. You can make changes during this stage as well.
 
19

Select Address from List

System will display a list of previous entered Shipping address, you can select the delivery/shipping address as desired.
20

Address

System will fill the complete Shipping Address (Address, City, State PIN, Country) automatically from the customer master. You can make changes during this stage as well.
21

Payment Terms

System will trace and auto fill the Payment Terms from the customer master. You can make changes during this stage. If the required Payment Term does not exist in the menu, you can create a new payment term by clicking on   Icon or  option within the dropdown menu.
22

Scan / Lookup

22. Scan / Lookup : This option will work like a Bar Code. If you enter an item Code, the system will pick-up the relevant details automatically.
23

Pull From Document

23. Pull From Document : This field is used to import data from the parent document. Upon selection, a list of parent documents will be on display.
If there is no parent document linked, this option will not be “visible”.
24

Item with Balance

24. Item with Balance : This option will work like a Pick and Pack, Click on this button to show panel with List of Item with Stock Balance, HSN and Item Group. User can filter the Group and select Multiple Items when you click on OK button, all selected items will fill automatically to Item Grid at once.  
 
So far we have entered the relevant details to clearly identify the customer and the Order.
 
 
25

Item Detail Table

Here We will now enter the specific item or product details to generate a Order.
 
Click here to add a Row to the table
Click here to delete a row from the table.
Group Name: Select an Item Group from the drop down list. The Item code list will display the items mapped under the selected group.
This field will be available when the Item Selection : "GroupLevel" in Inventory Setup.
Item Code: Select an Item code from the drop down list. Click on  to add a new Item.
Description: System will fill the description details automatically from Item Master.
Unit: System will fill the unit details automatically from Item Master.
Quantity: Enter the Item Quantity here.
Rate: System will pick the rate from the Item Rate Master. If you are not maintaining Rate Master and have entered Rate in your Item Master, it could be picked from there as well. Alternatively, you will have to enter the rate manually.
Amount: System will calculate the Amount automatically i.e. with the multiplication of Quantity x Rate.
Posting GL: If you have created Sales /Purchase Ledgers Item wise, the system will automatically fetch the GL selected by you in Item Master.
Remark :  If you wish to put any remark against an Item, enter here.
Item Balance :  System will display the Stock in hand of this particular item.
 
         
The table is dynamic and many extra columns in the table would appear based on your Configuration in Company Setup. If you set up these fields, you will need to enter relevant values in columns created for each item Row.
 
The columns which will appear based on Configuration in Company Setup are:
Column Name
Field Description
(Condition for Applicable / Appear)
Tax Code
System will trace and fill the latest Tax code which is mentioned in HSN Code which is selected in the Item Master. If You want to change the same then select a Tax code from the drop down list. Click on  to add a new Tax Code.
Tax Rate
System will auto pull the Tax rate mentioned in the Tax Code mentioned in the above field.
(General Setup – Tax Applicable in Sales / purchase – “ON”)
Taxable
System will calculate the Taxable amount based on the Tax Type selected in document.
(General Setup – Tax Applicable in Sales / purchase – “ON”)
Tax Amount
System will calculate the Tax amount based on the Tax Type selected in document.
(General Setup – Tax Applicable in Sales / purchase – “ON”)
Cess Rate
System will auto pull the Cess rate mentioned in the HSN Code mentioned in the above field.
(General Setup – Tax Applicable in Sales / purchase – “ON”)
Cess Amount
System will calculate the Cess amount based on the Tax Type selected in document.
(General Setup – Tax Applicable in Sales / purchase – “ON”)
Pack Unit
If Separate Pack Unit property enabled in selected Item, System will auto pull the Pack Unit from Item Master. If you wish to change the same then select unit from the drop down list. Click on  to add a new Unit (Not recommended if registered under GST as UQC are predefined under GST).
(Inventory – Separate Packing Unit – “ON”)
Pack Quantity
Enter the quantity of Pack unit and system will calculate the quantity of Stock unit automatically based on the StockvsPack mentioned in Item Master. Only if this field is empty then pack quantity will auto populate if directly quantity is entered in Stock Unit.
(Inventory – Separate Packing Unit – “ON”)
Print Description
System will auto pull the Sales Description from Item Master. If you wish to change the same, enter the new description.
(Inventory – Separate Print Description – “ON”)
Item Serial No.
If Serial Tracking property enabled in selected Item, Click on the Icon to open a new window to enter the details of Serial Number / IMEI, the total quantity of the input will fill in quantity of Stock Unit. Click here Input Panel - Serial to know more about this utility.
(Inventory – Item Serial No Tracking– “ON”)
Batch No.
If Batch Wise Inventory property enabled in selected Item, Click on the Icon to open a new window to enter the details of Batch detail, the total quantity of the input will fill in quantity of Stock Unit. Click here Input Panel - Batch to know more about this utility.
(Inventory – Batch wise Inventory -–“ON”)
Service Date
Enter the Date of Service. You can also pick a different date by just clicking on the calendar function.
(Inventory – Input Service Date – “ON”)
Service Location
Enter the Location of Service.
(Inventory – Service Location – “ON”)
 
User Defined
Item Wise Charges
 
(Sales Setup – Billing Setup – Item Level)
 
 
Attributes 1-5
 
(Inventory  – Item Attributes)
 
User Defined
 
 
 
 
26

Attribute Panel

26. Attribute Panel In Inventory Setup if Print Description / Item Document Attribute / Item Custom Fields are enabled , System will open a new Input Panel to enter the details of applicable fields Or Click on the Icon to open the Input Panel, the input of all fields will be transferred to Item Grid Table. This Input Panel feature helps to reduce the unnecessary scrolling in Item Grid to input detail of the mentioned fields. Click here Input Panel - Attribute to know more about this utility.
27

Bundle Item Panel

27. Bundle Item Panel If selected Item is Bundle Item and Show Bundle Detail on Billing is enabled, System will auto populate the Item details based on the child items Or Click on the Icon to open the Input Panel to change Child Item details, the total quantity and average rate of the input will fill in quantity of Stock Unit and rate field. Click here Input Panel - Bundle to know more about this utility.
28

Add New Row to Table

28. Add New Row to Table Click this button to add new row.
29

Magnify Row

29. Magnify Row: Click on the button to Magnify the Item Grid Table for better accessibility for voucher entry. A new pop up window will open which will have the same Item table but with better visibility of Item Details as only Item Table is present on this window.
30

Remarks

30. Remarks: Input here any remark pertaining to the document.
31

Attachment

31. Attachment : Here you may upload any supporting documents, which can be used for the future reference. For example, you may scan and attach a copy of sales Dispatch. You can browse the location to attach the same. Click on “X” to remove the attachment.
32

User Defined Fields 1-5

During the Sales Setup if you have selected user defined fields (Sales Custom Fields), these will appear with the Caption provided by you for these extra fields. You may enter the relevant values/data in the applicable field.
33

Advance Amount

33. Advance Amount: Enter the Amount if the client has paid any Advance Amount against this Order as per terms or mutual consent / understanding.
34

Advance Amount

34. Advance Amount: Select the relevant Cash or Bank Ledger from the drop down list in which tender the Advance amount is being received. List will show all the Cash and Bank Type ledger.
35

Item Value

35. Item Value: System will calculate the Total Item Sales Value, based on the data fed in the system during the creation of an Order.
36

User Defined Extra Charges/Discounts – Item level (1-3)

36. User Defined Extra Charges/Discounts – Item level (1-3): These represents the total of item wise extra charges/discounts auto calculated from the items mentioned in the table.
37

Taxable Amount

37. Taxable Amount: This represents the total Taxable Sales Value of all the items, auto calculated by the system.
38

Tax Amount

38. Tax Amount: This represents the total Tax Amount for all the items, auto calculated for the Items mentioned in the table.
39

Cess Amount

39. Cess Amount: This represents the total Cess Amount for all the items, auto calculated for the Items mentioned in the table.
40

User Defined Extra Charges/Discounts – Document Level (1-3)

 If you have set to have any Extra Charges / Discount on Document level (Billing Setup- Document Level), these will appear hear with the caption given by you. You can enter relevant value against each item.
41

Round Off

41. Round Off: Depending upon the round off level selected by you, your Document will be rounded off and the round off difference (Rounded Value - Actual Value) will be shown here.
This field will not be available if you have configured Round off – "None” in Sales Setup.
42

Order Amount

42. Order Amount: This represents the total Order Amount.
 
 
43

Save Voucher

43. Save Voucher : Click on the button to save the document prepared by you.
44

Print Voucher

44. Print Voucher : Click on this button to save voucher and Print the document prepared by you. Click here  “Print Utility”, to know more about this utility.
 
 
You have completed creation of New Order. 
 
45

Clear Detail

45. Clear Detail : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data.
46

Mail / SMS

46. Mail / SMS : Click on this Button, If you want to send a Email (with Attachment). Click on  beside Mail and click on Email Link (Email with Link included for Document Print) or click SMS.
47

Schedule Document

47. Schedule Document : If you want to create a schedule for this document, click on . Click here  “Schedule a Document”,  to know more about this utility.
48

Document History

48. Document History : Click here to know the History of the Document for date and time of creation / modification / delete / cancel / restore. This button will be active only when document is open an existing document and when Manage Document History : “ON” in General Setup.
49

Import Voucher (Excel File)

49. Import Voucher (Excel File) : Click on this button to Import Data and select a file from which Data is to be imported. Click here “Import Utility”, to know more about this utility.
50

Open Document

50. Open Document : Click here to open an existing Order. Click here  “Open a Document”,  to know more about this utility.
51

Delete Document

51. Delete Document : If you wish to delete any existing voucher, open an existing voucher and specify the reason for delete in "Edit Remark" field then Click on this button to delete the Voucher.
52

Copy Document

52. Copy Document : Click here to copy the values from an existing Order. Click here “Copy from a Document”,  to know more about this utility.
53

Cancel Document

53. Cancel Document : If you wish to cancel any existing voucher, open an existing voucher and specify the reason for cancel in "Edit Remark" field then Click here   to Cancel the Voucher. when you cancel a document then document status will update as "Cancel" and All financial / stock impact (whichever applicable) will reverse for this voucher.
54

Restore Document

54. Restore Document : If you wish to restore any existing voucher, open an existing voucher and specify the reason for restore in "Edit Remark" field then Click here to Restore the Voucher. when you Restore a document then document status will update as "Open" and All financial/stock impact (whichever applicable) will be restored for this voucher.
 
 
We hope you enjoyed this tutorial. Please give us a call for further help.  Happy Aligning!