Sales Order

Overview

Sales Orders are used to record and manage confirmed customer orders in AugTool.

A Sales Order represents a customer's confirmed requirement for products or services and forms part of the sales fulfillment process. Depending on the configured workflow, a Sales Order can progress through activities such as picking, packing, delivery, weighing, and invoicing.

Sales Orders provide a central record of the customer's order, including the ordered items, quantities, pricing, delivery requirements, and related financial information.

Creating a Sales Order

A Sales Order can be created when a customer confirms that they want to purchase products or services.

When creating a Sales Order, capture the relevant information, including:

• Organisation – The customer placing the order.
• Sales Person – The person responsible for the sale.
• Order Date – The date on which the order is created.
• Payment Due Date – The date by which the customer is required to pay
• Estimated Delivery Date – The estimated date that the sales order will be delivered.
• Validity Date – The date until which the sales order will remain valid.
• Reference – Free reference field.
• Delivery Address – The address to which the order should be delivered.
• Payment Terms – The terms applicable to the customer.
• Internal Notes – Additional information relevant to the order.

Tip: Confirm the customer, delivery requirements, pricing, and quantities before progressing the order.

Adding Items to a Sales Order

Items are added to the Sales Order to specify what the customer has ordered.

Each line can contain information such as:

• Item / Product
• Description
• Quantity
• Unit of Measure
• Warehouse
• Cost
• Price
• Discount
• Tax Code
• GP%
• Total Amount
• Batch information, where applicable

The system uses the configured item and pricing information when calculating the order.

Quantities

The quantity on each Sales Order line represents the quantity requested by the customer.

Depending on the workflow and stock configuration, the ordered quantity may subsequently be used to determine:

• Quantity to pick
• Quantity to pack
• Quantity to deliver
• Quantity to invoice
• Outstanding quantity

Where only part of an order can be fulfilled, the remaining quantity can remain outstanding for later fulfillment.

Pricing

Sales Order pricing is determined according to the applicable customer, item, price list, and system configuration.

The sales order may include:

• Item selling price
• Discounts
• Tax code
• Line totals
• Subtotals
• Order total

Users should verify the pricing before confirming or processing the Sales Order.

Sales Order Status

The Sales Order status indicates where the order currently sits within the sales process.

Depending on the configured workflow, an order may progress through statuses such as:

1. Draft 
2. Approval 
3. Approved 
4. Posted 
5. Completed 
6. Closed 

Note: Available statuses and transitions may differ depending on the organization's AugTool configuration.

Sales Order Fulfillment

Once a Sales Order has been confirmed, it can progress through the fulfillment process.

A typical workflow may be:

Sales Order → Picking → Packing → Dispatch → Delivery → Invoice

The exact workflow depends on the organization's operational configuration.

Sales Orders can therefore act as the starting point for coordinating the physical fulfillment of customer orders.

Stock Availability

Before fulfilling an order, stock availability should be considered.

The Sales Order may result in stock being:

• On hold
• On Order
• Picked

Where insufficient stock is available, the order will give an error stating that insufficient stock is available or a warning stating that stock is above minimum if the stock has been set up to allow for a negative minimum.

Sales Order Documents

Sales Orders can form part of a larger document workflow.

Related sales documents may include:

• Sales Quotation
• Sales Order
• Picking documentation
• CTO / Production order
• Weigh Ticket
• Delivery Note
• Sales Invoice
• Credit Note

The available documents depend on the organization's configured sales process.

Editing a Sales Order

Sales Orders may need to be updated when customer requirements change.

Depending on the status of the order, users may be able to modify:

• Customer
• Quantities
• Items
• Dates
• Delivery information
• References
• Notes
• Pricing

Once an order has progressed into later stages of the workflow, editing may be restricted to maintain transaction integrity.

Closing a Sales Order

A Sales Order can be closed when the customer no longer requires the order or the transaction cannot be fulfilled.

Searching and Filtering Sales Orders

Sales Orders can be searched and filtered to locate specific transactions.

Common search criteria include:

• Organisation
• Sales Person
• Sales Order number
• Reference
• Date
• Status
• Warehouse
• Item

Filtering allows users to quickly identify orders requiring attention.

Summary

Sales Orders provide the central record for confirmed customer orders in AugTool.

They connect the customer's requirements with stock availability, warehouse fulfillment, delivery, weighing, invoicing, and the associated financial transactions.

Maintaining accurate Sales Orders throughout the fulfillment process provides users with visibility of what was ordered, what has been fulfilled, what remains outstanding, and what has ultimately been invoiced.