Using the Sales Order｜Sales Management Manual

📖 Overview: See the Sales Management business-flow overview as well.

The Sales Order is a core function of iDempiere Sales Management. It manages customer orders and gives a single view of order, reservation, shipment and invoicing status.

A Sales Order also serves as a quotation — whether it is an order or a quotation is determined by the document type. Inventory is reserved when the order is completed, and a Sales Order is required to create a Shipment.

What you can do

• Register and manage order information (product, quantity, price, delivery date)
• Create quotations and convert quotations to orders
• Automatically reserve inventory (on completion)
• Act as the starting point for generating shipments and invoices
• Generate purchase orders from sales orders (drop-ship / linked procurement)
• Automatic tax calculation and multi-currency transactions

Window layout

🖥️ Interactive layout: View the full tab/field layout of the Sales Order window (HTML), auto-generated from AD metadata. Note: on a Japanese iDempiere instance the on-screen field labels are in Japanese.

graph TD
    T1["Sales Order (C_Order) - 60 fields"]
    T2["Order Line (C_OrderLine) - 40 fields"]
    T3["Tax (C_OrderTax) - read only"]
    T4["Payment Schedule (C_OrderPaySchedule)"]
    T1 --> T2
    T1 --> T3
    T1 --> T4

Sales Order (C_Order) - 60 fields Order Line (C_OrderLine) - 40 fields Tax (C_OrderTax) - read only Payment Schedule (C_OrderPaySchedule)

Tab	Table	Role	Key fields
Sales Order	C_Order	Header (partner, date, document type, etc.)	Business Partner, Doc Type, Order Date, Price List
Order Line	C_OrderLine	Product / quantity / price lines	Product, Quantity, Price, Tax
Tax	C_OrderTax	Auto-calculated tax (read only)	Tax Rate, Tax Amount
Payment Schedule	C_OrderPaySchedule	Installment schedule	Due Date, Amount

Basic procedure

graph TD
    S1["1. New"] --> S2["2. Enter header: partner, doc type, date"]
    S2 --> S3["3. Save"]
    S3 --> S4["4. Lines tab: product, qty, price"]
    S4 --> S5["5. Save line"]
    S5 --> S6{All lines entered?}
    S6 -->|No| S4
    S6 -->|Yes| S7["6. Back to header"]
    S7 --> S8["7. Complete (Process - Complete)"]
    S8 --> S9["Stock reserved, number assigned"]

1. New 2. Enter header: partner, doc type, date 3. Save 4. Lines tab: product, qty, price 5. Save line 6. Back to header 7. Complete (Process - Complete) Stock reserved, number assigned All lines entered?

How to access

Open Sales Management > Quotation & Order > Sales Order (Standard) from the menu.

Creating a new order

1. Click New on the toolbar.
2. Enter the header:
   • Document Type: select Standard Order (or Quotation for a quote).
   • Order Date: enter the order date (default: today).
   • Business Partner: select the customer (address & contact auto-fill).
   • Price List: select the applicable price list.
   • Warehouse: select the shipping warehouse.
3. Click Save.
4. Go to the Order Line tab and enter lines:
   • Product: select the product (price auto-fills from the price list).
   • Ordered Quantity: enter the quantity.
   • Price: adjust if needed.
   • Tax: auto-selected based on partner/product.
5. Click Save for each line.

💡 Tip: With document type Quotation, no inventory is reserved. Use a quotation for unconfirmed deals, then convert it to a standard order (or create a new order) once confirmed.

Completing the order

1. Return to the Sales Order (header) tab.
2. Click Process Order → choose Complete → OK.

Completing performs, automatically:

• Inventory reservation
• Document number assignment
• Document status set to Completed

⚠️ Note: A completed order cannot be edited directly. To change quantities or cancel, use Void or Close.

Field reference

Sales Order tab (header)

Field	Type	Description
Document Type	List	Standard Order, Quotation, Credit Order, etc.
Order Date	Date	Order date (default: today)
Date Promised	Date	Promised delivery date to the customer
Business Partner	Search	Customer (from partner master)
Partner Location	Select	Ship-to address
Bill To	Search	Specify if the bill-to differs from ship-to
Price List	Select	Applicable price list (also sets the currency)
Currency	Select	Auto-set from the price list
Warehouse	Select	Shipping warehouse
Sales Rep	Select	Sales representative
Delivery Rule	List	Force, Complete, After Receipt, etc.
Invoice Rule	List	After Delivery, Immediate, Schedule, etc.
Payment Term	Select	From the payment-term master
Drop Ship	Check	Check to ship directly from supplier to customer
Line Net Amount	Amount	Total of all lines (excl. tax)
Grand Total	Amount	Total including tax
Document Status	List	Drafted, In Progress, Completed, Voided, etc.

Order Line tab

Field	Type	Description
Product	Search	Product to sell
Ordered Quantity	Quantity	Ordered quantity
UOM	Select	Unit of measure (from product master)
Price	Amount	Selling price (auto from price list, editable)
List Price	Amount	Catalog price (reference)
Discount %	Number	Auto-calculated from price vs list price
Tax	Select	Tax rate (auto from partner/product)
Line Amount	Amount	Quantity × Price
Delivered Qty	Quantity	Quantity already shipped
Invoiced Qty	Quantity	Quantity already invoiced
Reserved Qty	Quantity	Quantity reserved in stock

Document types

📌 Note: Whether stock is reserved depends on the document type. Use Quotation during the quoting stage and convert to Standard Order upon confirmation.

Document Type	Use	Reserves stock
Standard Order	Normal order	Yes
Quotation	Quotation	No
Credit Order	Credit sale	Yes
POS Order	POS terminal sale	Yes
Warehouse Order	Inter-site stock move	Yes
Return Material	Return handling	Yes (negative)

Status transitions

stateDiagram-v2
    [*] --> Drafted: New
    Drafted --> Completed: Complete
    Drafted --> Voided: Void
    Completed --> Closed: Close
    Completed --> Voided: Void

*

FAQ

Q. Can I edit a Sales Order after completion?

No. Use Close to cancel undelivered quantities, Void to reverse the whole order (also releases the reservation), or create a new order after voiding.

Q. How do I convert a quotation to an order?

1. Create and complete a Quotation.
2. Run Sales Management > Quotation & Order > Generate Order from Quotation.
3. Select the quotation to convert.

Q. How do I generate a shipment from an order?

1. Bulk: run Sales Management > Shipment > Generate Shipments.
2. Individual: use the Generate Shipment per line button on the order line.

Position in the business flow

graph TD
    A[Quotation] -->|convert| B[Sales Order]
    B -->|generate| C[Shipment]
    B -->|generate| D[Sales Invoice]
    B -->|generate| E[Purchase Order]

Sales Order Sales Invoice Purchase Order

Related pages

• Shipment
• Sales Invoice
• Customer RMA
• Sales Order specification

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