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A Sales Order is the formal document that confirms a customer’s purchase request. In a medical retail business, Sales Orders are primarily used for institutional and bulk customers - hospitals, clinics, nursing homes, and corporate clients who order medicines in bulk and expect formal documentation, credit terms, and scheduled delivery. For walk-in customers buying at the counter, the Point of Sale is the faster and more appropriate tool.
Sales Order form showing customer, delivery date, items table, and grand total

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Who Uses This Feature

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Before You Start

  • The Customer must be in the customer list
  • Items must be in the Items Catalogue
  • If a specific price applies to this customer, ensure a price list is configured

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How to Create a Sales Order

  1. Go to Selling workspace → Sales Order → New
  2. Select the Customer
  3. Confirm the Order Date (today, auto-filled)
  4. Set the Delivery Date - when the customer needs the goods
  5. Add items in the Items table - name, quantity, and rate
  6. Review the Tax and Charges section
  7. Check the Grand Total
  8. Submit
Sales Order items table with item code, quantity, rate, delivery date, and warehouse columns

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Field Guide

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Items Table

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Workflow Journey

1

Customer places an order

The institution sends an order by phone, email, or written document.
2

Sales order created in Bizaxl

Your sales team records the order with customer details, items, quantities, and pricing.
3

Submit

The order is now official and locked for editing.
4

Inventory team prepares the items

The stock is picked and packed ready for dispatch.
5

Delivery note created: goods dispatched

A Delivery Note is raised when the goods leave the store, reducing stock immediately.
6

Sales invoice raised

The accounts team creates the formal bill from the Delivery Note and sends it to the customer.
7

Customer pays: payment entry created

When payment is received, a Payment Entry clears the outstanding invoice.
8

Order completed

All items have been delivered and invoiced. The order status changes to Completed.

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Status Meanings

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Checking a Customer’s Purchase Order (PO) Reference

Many institutional customers send a formal Purchase Order document. Always enter the customer’s PO number in the PO Number field on the Sales Order. This:
  • Helps the customer match your invoice to their system
  • Provides a dispute reference if quantities or prices are questioned
  • Is often required for institutional payment processing

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Partial Delivery

If you can only partially fulfil an order (some items are out of stock):
  1. Create a Delivery Note for the available items
  2. The Sales Order status becomes “To Deliver” (remaining) and “To Bill” (delivered portion)
  3. Deliver the rest when stock is available - create another Delivery Note

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Best Practices

  • Enter the customer’s PO number. Institutional buyers need their reference number on your invoice for their accounts payable team.
  • Set a realistic delivery date. Do not confirm a date you cannot meet - check stock levels before committing.
  • Do not fulfil orders verbally. Every institutional order should have a Sales Order in the system before goods leave the store. This protects both you and the customer.
  • Review stock availability before submitting the order - if an item is out of stock, inform the customer and revise the delivery date or quantity before confirming.

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Common Mistakes

  • Creating a Sales Order after goods have already been dispatched. The order must precede the delivery. Reverse-creating records after the fact creates reconciliation problems.
  • Leaving orders in “To Deliver” status for long periods. If an order is partially delivered or delayed, update the status or add a note. Stale open orders distort your pending deliveries report.
  • Not entering the delivery date. Without a delivery date, you cannot identify overdue orders.