> ## Documentation Index
> Fetch the complete documentation index at: https://docs.bizaxl.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Sales Order

> How to create and manage sales orders for institutional and bulk customers in Bizaxl Medical Retail.

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](/retail/medical-retail/point-of-sale) is the faster and more appropriate tool.

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/bizaxloptimizationsllp/images/placeholder-sales-order-form.png" alt="Sales Order form showing customer, delivery date, items table, and grand total" />
</Frame>

***

## Who Uses This Feature

| Role                | What They Do Here                                              |
| ------------------- | -------------------------------------------------------------- |
| **Sales Staff**     | Creates Sales Orders when institutional customers place orders |
| **Store Manager**   | Reviews and approves orders; monitors pending deliveries       |
| **Inventory Staff** | Reviews Sales Orders to prepare stock for dispatch             |
| **Accounts Staff**  | Monitors order billing status                                  |

***

## 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

***

## 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

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/bizaxloptimizationsllp/images/placeholder-sales-order-items.png" alt="Sales Order items table with item code, quantity, rate, delivery date, and warehouse columns" />
</Frame>

***

## Field Guide

### Header

| Field             | What to Enter                                                  | Required?        |
| ----------------- | -------------------------------------------------------------- | ---------------- |
| **Customer**      | The institution or individual placing the order                | Yes              |
| **Company**       | Your company                                                   | Yes              |
| **Order Date**    | Today - auto-filled                                            | Yes              |
| **Delivery Date** | When the customer needs the goods                              | Yes              |
| **Order Type**    | Sales (default for external customers)                         | Yes              |
| **PO Number**     | Customer's Purchase Order reference (for institutional buyers) | No (recommended) |
| **PO Date**       | Date on the customer's PO document                             | No               |
| **Currency**      | INR - default                                                  | Yes              |
| **Price List**    | Which price list to use for this customer                      | No               |

### Items Table

| Field             | What to Enter                                       | Required? |
| ----------------- | --------------------------------------------------- | --------- |
| **Item Code**     | Medicine or product                                 | Yes       |
| **Description**   | Auto-filled                                         | No        |
| **Qty**           | Quantity ordered                                    | Yes       |
| **UOM**           | Unit - auto-filled                                  | Yes       |
| **Rate**          | Selling price per unit                              | Yes       |
| **Amount**        | Auto-calculated                                     | Auto      |
| **Warehouse**     | From which warehouse to dispatch                    | Yes       |
| **Delivery Date** | Item-level delivery date (if different from header) | No        |

***

## Workflow Journey

<Steps>
  <Step title="Customer places an order">
    The institution sends an order by phone, email, or written document.
  </Step>

  <Step title="Sales order created in Bizaxl">
    Your sales team records the order with customer details, items, quantities, and pricing.
  </Step>

  <Step title="Submit">
    The order is now official and locked for editing.
  </Step>

  <Step title="Inventory team prepares the items">
    The stock is picked and packed ready for dispatch.
  </Step>

  <Step title="Delivery note created: goods dispatched">
    A Delivery Note is raised when the goods leave the store, reducing stock immediately.
  </Step>

  <Step title="Sales invoice raised">
    The accounts team creates the formal bill from the Delivery Note and sends it to the customer.
  </Step>

  <Step title="Customer pays: payment entry created">
    When payment is received, a Payment Entry clears the outstanding invoice.
  </Step>

  <Step title="Order completed">
    All items have been delivered and invoiced. The order status changes to Completed.
  </Step>
</Steps>

***

## Status Meanings

| Status                              | What It Means                                         |
| ----------------------------------- | ----------------------------------------------------- |
| **Draft**                           | Created but not submitted                             |
| **Submitted** (To Deliver and Bill) | Order confirmed - goods and invoice both pending      |
| **To Bill**                         | Goods delivered but invoice not yet raised            |
| **To Deliver**                      | Invoice raised but goods not yet dispatched           |
| **Completed**                       | Fully delivered and fully invoiced                    |
| **On Hold**                         | Temporarily paused (customer request or supply issue) |
| **Closed**                          | Manually closed - may be partially fulfilled          |
| **Cancelled**                       | Order cancelled                                       |

***

## 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

***

## 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

***

## 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.

***

## 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.

***

## Related Features

* [Delivery Note](/retail/medical-retail/delivery-note) - dispatching goods against this order
* [Sales Invoice](/retail/medical-retail/sales-invoice) - billing the customer after delivery
* [Customer Management](/retail/medical-retail/customer-management) - customer records and credit limits
* [Point of Sale](/retail/medical-retail/point-of-sale) - for walk-in customer sales (not institutional)