Alpha Sales Orders Overview
Managing customer orders in Alpha
Sales Orders Overview
Sales orders capture customer demand and drive the fulfillment process.
Order Lifecycle
Status Definitions
| Status | Description |
|---|---|
| Draft | Being created, editable |
| Waiting on approval | Submitted for internal approval |
| Rejected | Approval was rejected; the order can be edited and resubmitted |
| Open | Approved and active — reservations, picklists, and fulfillment happen in this status |
| Partially completed | No items are pending anymore, but only part of the order was delivered |
| Completed | All items delivered |
| Closed | Manually closed (possible for completed, partially completed, or open orders with cancelled items) |
| Cancelled internally | Cancelled before approval (from Draft or Rejected); can be reinstated to Draft |
| Cancelled by customer | An open order cancelled at the customer's request |
| Partially returned | Some delivered items were returned |
| Returned | All items were returned |
Orders placed through the webshop skip the approval step and start directly in Open.
Order Components
Header Information
| Field | Description |
|---|---|
| Client | Customer placing the order |
| Order Date | When the order was placed |
| Expected Delivery | Anticipated delivery date |
| Delivery Address | Delivery destination |
| Payment Method & Term | How the order is paid and within how many days |
| Reference | Optional external reference |
Line Items
| Field | Description |
|---|---|
| Product | Item being ordered |
| Quantity | Amount ordered |
| Unit | Unit of measure |
| Unit Price | Price per unit |
| Total | Line total (quantity × unit price) |
Order Totals
The order total is the sum of all line totals. Alpha also tracks the invoiced amount and the paid amount (direct payments plus paid invoices) against each order.
Key Features
Stock Reservation
Stock is not reserved automatically. On an open order you explicitly reserve stock per product, choosing the warehouse(s) to reserve from. This:
- Holds stock for the order so it can't be used elsewhere
- Is validated against available stock (on hand minus reserved and in transit)
- Can be (partially) cancelled again as long as it isn't assigned to a picklist
See Reservations for details.
Fulfillment Tracking
Monitor order progress per product:
- Quantities reserved, picked, shipped, delivered
- Quantities returned and cancelled
- Pending quantity still to fulfill
Document Generation
Generate from orders:
- Order PDF
- Invoices (full or for a selection of items)
- Linked purchase orders for procurement
Navigation
Access Sales Orders from Finance > Sales Orders:
- Overview table of all orders with sales statistics
- Filter by status (Draft, Open, Completed, ...)
- Open an order to edit it, manage reservations, and track fulfillment