# Sales Order # How to create a normal Order? Order creation is the first step in processing a customer purchase. This process captures essential customer information, verifies compliance, and ensures accurate billing and shipping. ### **Steps in Order Creation** 1. **Enter Customer Details** - Select Sales Representative ,customer , Forwarder, bank account, currency, delivery terms and enter special instruction. 1. **Product Selection & Add to Cart** - Browse or search products. - Select quantity, variants (size, color, etc.), Unit price and add items to the shopping cart. - System validates stock availability. 2. **Cart Confirmation** - Review cart items including product details, price, quantity, and subtotal. - Option to update quantities or remove products. - Add Freight Charges and Handling Charges. 3. **Review Order** - Confirm shipping address and billing address. - Review final pricing, taxes, and delivery charges. - Proceed to place order. **After review, the order is created and inventory confirmation is completed.** # How to create a POS Order? ## **Order Creation – POS** Order creation in the POS module allows users to quickly generate customer orders. ### **Steps to Create an Order** 1. **Click on “Create Order” under POS orders** - Initiates the new order creation process. 2. **Enter Required Information** - Customer details. - currency - Bank Account - Delivery terms - Special instruction 3. **Click on Submit** - Once all mandatory fields are filled, submit the order form. #### A draft order will be created **After creating the order, scan the product IMEIs and confirm the packing in the OPS.** ##### **Post Scanning** Click on the Edit button, and you will see the quantity displayed next to the cart icon. 1. **Cart** - Review cart items including product details, price, quantity, and subtotal. - Option to update quantities or remove products. - Add Freight Charges and Handling Charges. 2. **Review Order** - Confirm shipping address and billing address. - Review final pricing, taxes, and delivery charges. - Proceed to place order. **After completing the review, the inventory confirmation is done automatically.** # Inventory Confirmation ## **Steps in Inventory Confirmation** 1. **Select the Order** - Choose the order that requires inventory confirmation. 2. **Click on Review** - Open the order details for verification. 3. **Check Product Availability** - Verify whether the product is available in the inventory. 4. **Actions Based on Availability** - **Accept** → If the product is available, the order will be moved to **Quote Confirmation**. - **Click on Update** → The order will be moved back to **Draft Orders** for further changes. - **Reject** → If the product is not available, the order will be **Cancelled**. # Quote Price Confirmation Quote Price Confirmation is the step where the proposed order price is verified and confirmed before the order is finalized. This ensures pricing accuracy, compliance with discounts, and customer approval. ### **Key Steps in Quote Price Confirmation** 1. **Select the Order** - Choose the order that has passed inventory confirmation. 2. **Review Quoted Price** - Check product prices, apply discounts, taxes, and shipping charges. - Ensure the final quote matches the agreed pricing with the customer. - **Accept** → Approves the quoted price, and the order moves forward to the next stage of processing. - **Reject** → The order is cancelled. **After quote confirmation the order is moved for payment update** # Payment update and Payment confirmation ### Payment Update **Processing Pending Payments** 1. **Navigate to Finance Section** - Click on **Pending Payments** and review the list of outstanding payments. 2. **Submit Receipt** - Upload or enter receipt details as required. 3. **Select Payment Type** - Choose the appropriate payment method (e.g., Cash, Bank Transfer, Credit/Debit Card, Online Payment). 4. **Enter Amount and Submit** - Provide the payment amount. - Click **Submit** to confirm and record the payment. ### **Payment Confirmation** Payment Confirmation is the process of validating and approving payments recorded against an order. **Steps in Payment Confirmation** 1. **Navigate to Payment Confirmation** - Go to the **Finance** section and open **Payment Confirmations**. 2. **Review Payment Details** - Verify the **receipt**, **payment type**, **amount**, and **order reference**. 3. **Enter Balances** - Provide the **available balance** and the **running balance** for the payment record. 4. **Approve or Reject Payment** - **Approve** → Confirms the payment, and the order moves forward in processing. - **Reject** → Order is cancelled. **After payment confirmation, the order is ready for scanning in case of a normal order, and for shipping in case of a POS order.** # Shipping Shipping is the final step in the order fulfillment process, executed only after all payments have been confirmed. ## **Steps in Shipping** 1. **Open Shipping Confirmation** - Go to the **Shipping** section. - Click on **Shipping Confirmation**. 2. **Review Order Details** - Click **Review**. - Verify the order details displayed on the page. 3. **Enter Shipping Information** - Fill in the required details: - **Netsuite PI** - **Shipping Carrier** - **Mode of Transportation** - **AWB (Air Waybill) Number** 4. **Save Shipping Details** - Click the **Save** button. - A box will appear to enter **Special Instructions** (if any). - After entering the instructions, click **Save** again. 5. **Order Shipped** - The system updates the status, and the order is now marked as Shipped. [![completed orders.png](https://dev-kb.wirx.io/uploads/images/gallery/2025-08/scaled-1680-/completed-orders.png)](https://dev-kb.wirx.io/uploads/images/gallery/2025-08/completed-orders.png) Once the shipping process is completed, the system automatically updates the order status to **Completed**, as reflected in the interface. # Sales order flow [![Screenshot 2025-08-18 at 18.23.36.png](https://dev-kb.wirx.io/uploads/images/gallery/2025-08/scaled-1680-/screenshot-2025-08-18-at-18-23-36.png)](https://dev-kb.wirx.io/uploads/images/gallery/2025-08/screenshot-2025-08-18-at-18-23-36.png) # Booking Orders ### **What are Booking Orders?** Booking Orders are created when the **required quantity in a sales order exceeds the currently available stock**. Instead of rejecting the order, the system transfers it to the **Booking Orders list** to be processed later once stock becomes available. - Under **Booking Orders**, you can select either **Distribution Order** or **Used Order**. - Once selected, the related booking orders will be displayed. - You can locate a specific order by: - - **Searching** with the **Order Number** - **Filtering** by **Warehouse** - **Click on Review.** - - If the product is **not available**, the order moves into **Booking Allocation**. - In **Booking Allocation**, you can manually enter how many units should be allocated to the booking. - Once stock is replenished and allocated, the order can be moved to the next process. ### **Actions When Required Quantity is Available** You will see **4 options**: - **Reject** – Declines the order. - **Update** – Makes changes to the order details. - **Pass** – Confirms the order but requires **inventory confirmation**. - **Accept** – Confirms the order and performs **automatic inventory confirmation**. ### **Actions When Required Quantity is Not Available** You can see 2 options**:** - **Reject** – Declines the order. - **Update** – Makes changes to the order details. # How to cancel an order? The **Order Cancellation** process allows users to cancel an order that is no longer required. **Steps:** 1. **Select the Order** – Locate and open the order that needs to be cancelled. 2. **Click on the Cancel Order button** – A confirmation box will appear. 3. **Choose the Cancellation Reason** – Select the appropriate reason from the dropdown or list. 4. **Confirm Cancellation** – Click **Yes** to proceed. Once confirmed, the order status will be updated to **Cancelled** in the system, and no further actions can be taken on the order. **Note:** An order **cannot be cancelled once it has been shipped**. # How to get IMEI of a IMEI scanned order? The **IMEI Download** feature allows users to export the IMEI details of a selected order in Excel format. **Steps:** 1. **Select the Order** – Locate and open the order from the list. 2. **Click on IMEI Download** – Found on the right side of the selected order. 3. **Confirm Download** – Click on **IMEI Download** again. 4. **Excel File Generated** – The IMEI details will be downloaded automatically in **Excel (.xlsx)** format. **Note:** IMEI can only be downloaded **after the IMEIs have been scanned into the order**. --- # How to change Forwarder of already created order? The **Change Forwarder** option allows users to update the logistics partner (forwarder) assigned to an order. **Steps:** 1. **Select the Order** – Locate and open the order from the list. 2. **Click on Change Forwarder** – Opens the forwarder selection option. 3. **Select the Forwarder** – Choose the desired forwarder from the available list. 4. **Click on Submit** – The forwarder for the order will be updated in the system. **Note:** Forwarder change may be restricted once the order is shipped. # How to update NetSuit in an order? The **Update NS** option allows users to update or add the NS (NetSuite) ID for an order in the system. **Steps:** 1. **Select the Order** – Locate and open the order from the list. 2. **Click on Update NS** – Opens the NS update option. 3. **Enter the NS ID** – Input the correct NetSuite ID. 4. **Click on Submit** – The NS ID will be saved and linked to the order. **Note:** Ensure the entered NS ID is valid, as it will be used for synchronization and reporting. # How to duplicate an Order? The **Duplicate Order** option allows users to create a new order by copying details from an existing one. This helps save time and ensures accuracy when placing similar or repeated orders. **Steps:** 1. **Select the Order** – Locate and open the order you want to duplicate. 2. **Click on Duplicate Order** – A new order form will be generated with the same details as the selected order. 3. **Click on Submit** – The system will create a **Draft Order** with the same details. **Note:** The duplicated order will be saved as a draft and assigned a new order reference number --- # How to download PI? The **PI Download** option allows users to download the Proforma Invoice (PI) of an order. It can be generated either with prices visible or with prices masked, depending on the requirement. **Steps:** 1. **Select the Order** – Locate and open the order from the list. 2. **Click on PI Download** – Found on the right side of the selected order. 3. **Choose Format** – Select either: - **With Price** – PI will display item prices and totals. - **Price Masked** – PI will hide all item prices and totals. 4. **Click on Download** – The PI will be generated and saved in **PDF format**. **Note:** PI can only be downloaded once the order details are completed and saved. # How to change Shipping address? The **Change Shipping Address** option allows users to update or modify the delivery address for an order before shipment. **Steps:** 1. **Select the Order** – Locate and open the order from the list. 2. **Click on Change Shipping Address** – Opens the shipping address options. 3. **Select the Existing Address or Add a New One** – Choose from saved addresses or enter a new one. 4. **Click on the Confirmation Box** – The selected address will be applied to the order. **Note:** - The shipping address can only be changed **if a forwarder has not been added**. - Once the order is shipped, the address cannot be updated. # Contextual help Buttons for updating and edit # How to cancel an order?
The **Order Cancellation** process allows users to cancel an order that is no longer required. **Steps:** 1. **Select the Order** – Locate and open the order that needs to be cancelled. 2. **Click on the Cancel Order button** – A confirmation box will appear. 3. **Choose the Cancellation Reason** – Select the appropriate reason from the dropdown or list. 4. **Confirm Cancellation** – Click **Yes** to proceed. Once confirmed, the order status will be updated to **Cancelled** in the system, and no further actions can be taken on the order. **Note:** An order **cannot be cancelled once it has been shipped**. # How to get IMEI of a IMEI scanned order? he **IMEI Download** feature allows users to export the IMEI details of a selected order in Excel format. **Steps:**
1. **Select the Order** – Locate and open the order from the list. 2. **Click on IMEI Download** – Found on the right side of the selected order. 3. **Confirm Download** – Click on **IMEI Download** again. 4. **Excel File Generated** – The IMEI details will be downloaded automatically in **Excel (.xlsx)** format.
**Note:** IMEI can only be downloaded **after the IMEIs have been scanned into the order**.
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# How to change Forwarder of already created order? The **Change Forwarder** option allows users to update the logistics partner (forwarder) assigned to an order. **Steps:**
1. **Select the Order** – Locate and open the order from the list. 2. **Click on Change Forwarder** – Opens the forwarder selection option. 3. **Select the Forwarder** – Choose the desired forwarder from the available list. 4. **Click on Submit** – The forwarder for the order will be updated in the system.
**Note:** Forwarder change may be restricted once the order is shipped.
# How to update NetSuit in an order? The **Update NS** option allows users to update or add the NS (NetSuite) ID for an order in the system. **Steps:**
1. **Select the Order** – Locate and open the order from the list. 2. **Click on Update NS** – Opens the NS update option. 3. **Enter the NS ID** – Input the correct NetSuite ID. 4. **Click on Submit** – The NS ID will be saved and linked to the order.
**Note:** Ensure the entered NS ID is valid, as it will be used for synchronization and reporting. # How to duplicate an Order? The **Duplicate Order** option allows users to create a new order by copying details from an existing one. This helps save time and ensures accuracy when placing similar or repeated orders. **Steps:**
1. **Select the Order** – Locate and open the order you want to duplicate. 2. **Click on Duplicate Order** – A new order form will be generated with the same details as the selected order. 3. **Click on Submit** – The system will create a **Draft Order** with the same details.
**Note:** The duplicated order will be saved as a draft and assigned a new order reference number
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# How to download PI? The **PI Download** option allows users to download the Proforma Invoice (PI) of an order. It can be generated either with prices visible or with prices masked, depending on the requirement. **Steps:**
1. **Select the Order** – Locate and open the order from the list. 2. **Click on PI Download** – Found on the right side of the selected order. 3. **Choose Format** – Select either: - **With Price** – PI will display item prices and totals. - **Price Masked** – PI will hide all item prices and totals. 4. **Click on Download** – The PI will be generated and saved in **PDF format**.
**Note:** PI can only be downloaded once the order details are completed and saved. # How to change Shipping address? The **Change Shipping Address** option allows users to update or modify the delivery address for an order before shipment. **Steps:**
1. **Select the Order** – Locate and open the order from the list. 2. **Click on Change Shipping Address** – Opens the shipping address options. 3. **Select the Existing Address or Add a New One** – Choose from saved addresses or enter a new one. 4. **Click on the Confirmation Box** – The selected address will be applied to the order.
**Note:**
- The shipping address can only be changed **if a forwarder has not been added**. - Once the order is shipped, the address cannot be updated.