Order

The Orders module in the Sales plugin of AureusERP handles all confirmed sales. An order represents a customer’s approved quotation that initiates delivery, invoicing, and fulfillment processes. This guide walks you through creating and managing a sales order.

Order Creation

Steps to Create a New Quotation

1. Navigate to Sales → Orders → Orders → New Order as shown in the below image.

   

🛈 A Sales Order is generated after a customer accepts a Quotation. It is in Confirmed status and triggers delivery and billing workflows.

2. Filling up fields as per the section defeind below :

   General Section

   • Customer: Select the customer to whom the order is issued.
   • Expiration Quotation Date: Set the deadline for order confirmation or cancellation.
   • Payment Term: Define how and when the customer will pay.

   

   Order Line

   Click Add Product to populate product-level details.

   • Product Variants: Choose applicable product variant options.
   • Quantity: Quantity being ordered.
   • Unit of Measure: Units like Dozen, Units, Boxes.
   • Lead Time: Estimated delivery/fulfillment time.
   • Packaging Quantity: How many units per package.
   • Packaging Unit: Label the packaging type.
   • Unit Price: Price per unit.
   • Margin: Profit margin per unit.
   • Margin (%): Profit percentage.
   • Taxes: Tax rules applicable.
   • Discount (%): Discount on the product line.
   • Amount: Automatically calculated total.

   

   Optional Products

   • Product: Add optional products offered.
   • Description: Short detail for the optional product.
   • Quantity: Optional product quantity.
   • Unit of Measure: Measurement unit.
   • Unit Price: Price for the optional product.
   • Discount (%): Optional product discount.

   

   Other Information Section

   • Sales Subsection

     • Sales Person: Assigned user for handling the order.
     • Customer Reference: External customer order reference.
     • Tags: Used for filtering or classification.

   • Shipping Subsection

     • Delivery Date: Planned shipment date.

   • Tracking Subsection

     • Source Document: Internal reference link.
     • Campaign: Marketing campaign involved.
     • Medium: Source medium (Web, Phone, Email, etc.).
     • Source: Lead origin (e.g., Facebook, Google Ads).

   • Additional Information Subsection

     • Company: Choose the issuing company.
     • Currency: Default: USD, can be changed.

     

3. Action Buttons

   • Create: Saves and creates the quotation.
   • Create & Create Another: Saves current quotation and opens a new quotation form.
   • Cancel: Discards the changes and exits the quotation creation screen.

After Order Creation

After clicking Create, you are redirected to the Edit Sales Order page.

Available Actions on View Page:

• Preview: View a PDF/print-friendly version.

  

• Send by Email: Opens email composer to send the quotation to the customer.

  

• Confirm: Turn the quotation into a Sales Order.

• Cancel: Mark the quotation as void.

• Delete: Permanently remove the quotation.

🛈 At this point, the document is still a draft and not yet a confirmed sale.

After Confirming Quotation

When you click Confirm, the status changes from Quotation to Sales Order, and you are redirected to the Edit Order page.

What Happens on Confirmation:

• Triggers Delivery: For stockable products, a delivery order is generated.
• Create Invoice: If the invoice policy is set to "Ordered Quantities", an invoice can be created immediately.
• Colomn Updates: New columns appear in the order lines:
  • Quantity Delivered: Shows how many units have been shipped.
  • Quantity Invoiced: Shows how many units have been invoiced.

Delivery Management (Optional if Product is Stockable)

• Navigate to the Delivery tab.

  

• Confirm Picking: Confirm items to be picked from inventory.

• Validate Delivery: Validate that products have been shipped.

  

🛈 Stock is reserved and reduced from inventory automatically.

Invoice Generation

• Click Create Invoice to generate an invoice.
  • If the invoice policy is Ordered Quantities, invoices can be created immediately upon order confirmation.
  • If the invoice policy is Delivered Quantities, the invoice can only be created after delivery validation.

• Navigate to the Invoice tab.

🛈 You can generate, send, and register payment directly from the invoice page.

Flow Summary

Quotation (Draft)
   ↓
Confirm Sale
   ↓
Sales Order (Confirmed)
   ↓
Delivery Order (If shipping required)
   ↓
Create Invoice
   ↓
Send Invoice / Register Payment
   ↓
Sale Completed

Summary

The Orders module in the Sales plugin of AureusERP facilitates efficient management of customer orders from quotation to fulfillment. By following this guide, users can create, confirm, and manage sales orders effectively, ensuring smooth operations in sales processing.