Creating Sales Orders

Step-by-step guide to creating sales orders in Alpha.

Creating an Order

Step 1: Navigate to Sales Orders

1. Go to ERP > Sales Orders
2. Click New Sales Order

Step 2: Select Client

1. Search for existing client
2. Or create new client inline
3. Client details populate automatically

Step 3: Add Line Items

1. Click Add Item
2. Search and select product
3. Enter quantity
4. Confirm or adjust price
5. Repeat for additional items

Step 4: Review Pricing

Step 5: Add Order Details

1. Set requested delivery date
2. Confirm shipping address
3. Add order notes if needed
4. Select payment terms

Step 6: Save Order

Choose save option:

• Save as Draft - Continue editing later
• Save and Confirm - Submit for fulfillment

Order Options

Shipping Address

• Use client's default address
• Select from saved addresses
• Enter one-time address

Payment Terms

Standard payment terms:

Order Discounts

Apply discounts:

• Line item percentage
• Line item fixed amount
• Order total percentage
• Order total fixed

Order Notes

Include notes:

• Internal notes (staff only)
• Customer notes (on documents)
• Delivery instructions

Quick Order Entry

From Previous Order

Copy a past order:

1. Open previous order
2. Click Copy to New Order
3. Modify as needed
4. Save

From Quote

Convert quote to order:

1. Open approved quote
2. Click Convert to Order
3. Review details
4. Confirm

Bulk Line Entry

Add multiple items quickly:

1. Click Bulk Add
2. Enter SKUs and quantities
3. Paste from spreadsheet
4. System adds all items

Stock Availability

Checking Availability

When adding items:

• Available quantity shown
• Back-order indicator if low
• Alternative site availability

Stock Warnings

Order Validation

Required Fields

Before confirming:

• Client selected
• At least one line item
• Valid quantities
• Delivery date set

Price Validation

System checks:

• Prices within margins
• Discounts within limits
• Totals calculated correctly

Confirmation

What Happens on Confirm

1. Order status changes to Confirmed
2. Stock reserved for items
3. Order number assigned
4. Confirmation can be sent to client

Confirmation Document

Generate and send:

1. Click Send Confirmation
2. Preview document
3. Email to client
4. Or download PDF

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