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The Sales module covers everything from the moment a customer enquires about a price to the moment their invoice is paid. For a dry fruit business this typically means managing B2B wholesale customers (retailers, restaurants, caterers) alongside occasional B2C sales.
Sales flow diagram showing Quotation to Sales Order to Delivery Note to Sales Invoice to Payment

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Who Uses This Feature

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Before You Start

To process sales you need:
  • Customers created with their GST details (GSTIN for B2B), address, and payment terms
  • Items in the catalogue with selling prices configured in a Price List
  • At least one warehouse with stock available
  • Sales Tax and Charges templates set up for applicable GST rates
  • A Delivery Note flow configured (or direct invoicing if you do not use delivery notes)

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Customer Setup

Every customer must have a record in the system before you can create transactions for them.
  1. Go to Selling workspace → Customer → New
  2. Fill in the Customer Name, Customer Group (e.g., Wholesaler, Retailer, Hospitality), and Territory
  3. In the Tax section, enter the customer’s GSTIN (for B2B) and GST Category (Registered, Unregistered, Composition, SEZ, etc.)
  4. Set the Default Price List (e.g., Wholesale Price List or Retail Price List)
  5. Set Credit Limit and Payment Terms if you extend credit to this customer
  6. Save

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Step 1: Create a Quotation (Optional)

When a new customer asks for pricing, or when an existing customer requests a formal quote, create a Quotation.
  1. Go to Selling workspace → Quotation → New
  2. Select the customer
  3. Add items with quantities and confirm the rates are correct from the price list
  4. Set the Valid Till date
  5. Add any applicable Terms and Conditions
  6. Submit and send to the customer (by email directly from the form)
Once the customer accepts the quote, open the Quotation and click Sales Order to convert it instantly.

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Step 2: Confirm the Sales Order

A Sales Order is the confirmed commitment from the customer. Creating it reserves the stock and triggers the dispatch process.
  1. Go to Selling workspace → Sales Order → New (or convert from a Quotation)
  2. Select the customer
  3. Add items, quantities, and confirm the rate
  4. Set the Delivery Date
  5. Set the Delivery Address (the system pulls saved addresses for the customer)
  6. Confirm the Taxes and Charges template - the system calculates GST automatically based on the customer’s GSTIN and state
Sales Order form showing customer, items with batch details, delivery date, and GST calculation
  1. Submit
After submission, the Sales Order shows as “To Deliver and To Bill”. Stock is reserved for this order.

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Step 3: Pick List (Warehouse)

The Warehouse Manager creates a Pick List from the confirmed Sales Order to direct the warehouse team to pick the right products from the right location.
  1. Open the Sales Order and click Create Pick List
  2. The system automatically selects the batches with the earliest expiry date (FEFO)
  3. Review the batch allocations and adjust if needed
  4. Print the Pick List and hand it to the warehouse staff
The warehouse team picks the exact batches shown on the Pick List and brings them to the dispatch area.

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Step 4: Create the Delivery Note

When goods are ready to leave the warehouse, the Dispatch Team creates a Delivery Note.
  1. Open the Sales Order and click Delivery Note
  2. Confirm the items, quantities, and batch numbers (pre-filled from the Pick List)
  3. Enter the vehicle number and driver name in the Transporter Details section
  4. For inter-state shipments or invoices above Rs. 50,000, the system will prompt for e-Waybill generation
  5. Submit
Delivery Note form showing items, batch numbers, transporter details, and e-Waybill status
Submitting the Delivery Note:
  • Deducts the specified batches from the warehouse
  • Updates the Sales Order status to “To Bill”
  • Triggers e-Waybill generation if required (see GST Compliance)

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Step 5: Create the Sales Invoice

After dispatch, the Accounts team creates the Sales Invoice.
  1. Open the Delivery Note (or Sales Order, if you do not use delivery notes) and click Sales Invoice
  2. The system pre-fills all details
  3. Verify the GST calculation: CGST + SGST for intra-state, IGST for inter-state
  4. For B2B customers above the e-Invoice threshold, click Generate e-Invoice after submitting the invoice
  5. Submit
Sales Invoice showing item details, GST breakdown with CGST and SGST, and e-Invoice IRN number
The Sales Invoice is now in Unpaid status. Send the PDF to the customer by email or WhatsApp directly from the invoice form.

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Step 6: Collect Payment

When the customer pays, record a Payment Entry.
  1. Open the Sales Invoice and click Payment
  2. Enter the amount received, the mode of payment (NEFT, RTGS, Cheque, Cash), and the receiving bank account
  3. If the customer has paid multiple invoices in one transfer, you can add multiple invoice references
  4. Submit
The invoice is now marked Paid and the customer’s outstanding balance is reduced.

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Point of Sale (Walk-In Sales)

For direct counter sales, your staff uses the Point of Sale terminal instead of the Sales Order process.

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Opening a POS shift

  1. Go to Selling workspace → Point of Sale
  2. Select your POS Profile (which defines the payment methods, default warehouse, and print template)
  3. Enter the Opening Balance (cash in the drawer)
  4. Click Open

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Making a sale

  1. Search for the item by name or barcode scan
  2. The item is added to the cart with its current price
  3. Apply a discount or loyalty points if the customer is eligible
  4. Select the payment method and enter the amount
  5. Click Complete Order - the receipt prints and stock is deducted automatically

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Closing the shift

At the end of the day:
  1. Click Close POS
  2. Count the physical cash and enter the closing balance
  3. The system shows the expected vs actual balance
  4. Submit the POS Closing Entry
The POS Closing Entry summarises all sales made during the shift and creates the corresponding accounting entries.

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Loyalty Programme

If you have a loyalty programme for repeat customers:
  • Customers earn points based on the value of each purchase (you define the earning rate)
  • Points can be redeemed on future purchases as a discount
  • Loyalty point balances are visible on the customer record and at the POS terminal
Set up the programme from Selling workspace → Point of Sale → Loyalty Program.

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Blanket Orders for Supply Contracts

If you have a customer who takes a fixed quantity of products each month at an agreed rate, use a Blanket Order instead of creating a new Sales Order each time.
  1. Go to Selling workspace → Blanket Order → New
  2. Set the Order Type to Sales
  3. Add items with the agreed total quantity and rate for the contract period
  4. Submit
Each month, the sales team creates a regular Sales Order against the Blanket Order. The system tracks how much of the blanket has been used and what remains.

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Field Guide: Sales Order

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Reports for Sales Monitoring

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Notifications and Alerts

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Best Practices

  • Always create a Sales Order before dispatching. This reserves stock and gives you a formal record of what was agreed
  • For wholesale customers with GSTIN, verify the GSTIN in the customer record before creating the first invoice. An incorrect GSTIN causes e-Invoice rejection
  • Send invoices on the same day goods are dispatched. Delays in invoicing delay your cash collection
  • Use the Inactive Customers report monthly to identify lapsed customers for follow-up
  • For new customers requesting credit, set a conservative credit limit initially. Review and increase it after they have established a payment history

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Troubleshooting

The price list rate is not appearing automatically on the Sales Order. The item may not have a price set in the selected price list. Go to the Item record and add a price for the relevant price list, or go to Selling workspace → Items and Pricing → Item Price and add it there. I cannot select a batch for the Sales Order item. Batch selection happens at the Delivery Note stage, not the Sales Order stage. Leave the batch field blank on the Sales Order. The GST calculation is showing IGST instead of CGST + SGST (or vice versa). Check the state codes: your company’s state code (in Company Settings) and the customer’s billing address state code. If they are the same state, the system uses CGST + SGST. If different states, it uses IGST.