Sales orders and delivery notes

A sales order records what a customer ordered from you. The order itself books nothing in your accounts. The goods leave on delivery notes: each delivery takes the goods out of stock and books their cost. The invoice you make from the order books the sale and the VAT. You can deliver an order in one go or in parts, and invoice each delivery or the whole order.

Find your sales orders#

Open Orders › Sales orders in the main menu. The cards at the top count your Drafts, your Open orders, the orders with goods still To deliver and those with something still To invoice. Click a card to see those orders.

• 1 New sales order opens an empty order.
• 2 3 The orders that still have goods to deliver, or something to invoice.
• 4 Delivered / invoiced shows how far each order is.

Below the cards you can search and filter the orders by customer, order date, status, delivery and invoicing.

Create a sales order#

1. Click New sales order. To start from a quote the customer accepted, open the quote and click Convert to sales order instead (see Quotes).
2. Choose the Customer and type the Customer's order number, the number on their purchase order (LPO).
3. Check the Order date and, if agreed, the Expected delivery date.
4. Check the Place of supply and the Currency. Verasol takes them from the customer's emirate and currency.
5. Choose the Ship from warehouse. Delivery notes take the goods from there, unless you choose another warehouse when you deliver.
6. Check the Shipping address. Verasol fills in the customer's address.
7. Fill in the lines as on a quote: the item, Quantity, unit price, Discount % and VAT.
8. Click Save sales order. The order is saved as a draft.

Confirm the order#

Sales orders have no separate approval step. Open the draft, check it and click Confirm order when the customer has placed the order. Only a confirmed order can be delivered and invoiced.

To send the customer an order confirmation, click Send order confirmation: Verasol e-mails it with the order attached as a PDF. If you sent it another way, choose Mark as sent without e-mail in that window, or Mark as sent to the customer in the More actions menu (the three dots).

Deliver the goods#

• 1 Deliver goods makes a delivery note for what is still to deliver.
• 2 Create invoice makes a draft invoice from the order.
• 3 For each line, the Lines table shows what was Ordered, Delivered and Invoiced, and what is still To deliver and To invoice.
• 4 The Delivery notes of the order, each with the cost of its goods.

To deliver:

1. Open the confirmed order and click Deliver goods.
2. Under What leaves now, enter the Quantity now for each line. All fills in everything still to deliver; None sets every quantity to 0, so you can enter only what leaves now.
3. Check the From warehouse of each line. Each line shows how much is in stock in that warehouse.
4. Enter the Delivery date, the day the goods leave. You can add the Carrier, the Tracking or vehicle number, the Shipping address and Notes for the delivery note.
5. Click Deliver now and confirm. The goods leave stock on the delivery date and their cost is booked.

1 Quantity now, 2 Delivery date, 3 Save as draft, 4 Deliver now.

When the goods leave later, click Save as draft instead: the delivery note is made, but nothing leaves stock and nothing is booked. Open it under Orders › Delivery notes when the goods leave, and click Deliver now there.

A partial delivery leaves the rest on the order as To deliver, and the order shows Partly delivered. Deliver the rest later on another delivery note. Services are not delivered: they are invoiced straight from the order.

What Verasol books at delivery#

When goods that cost AED 51,133.28 are delivered, Verasol posts this journal entry, for example:

The goods are taken out of stock at their cost. Nothing is booked for the customer yet: the sale and the VAT come with the invoice.

The delivery note#

Open Orders › Delivery notes, or click a delivery note on its order. Each delivery note has a number such as DO-2026-0039, and the status Draft, Delivered or Cancelled.

• 1 Download PDF gives you the Driver's copy, without prices, or the copy With prices for the customer or your files. You can also choose Print the driver's copy.
• 2 In the accounts shows the cost of the goods and the journal entry that booked it.
• 3 Invoices lists the invoices made for these goods.

A draft delivery note can still be changed with Edit, delivered with Deliver now, or removed with Delete draft in the More actions menu.

To undo a delivery, choose Cancel delivery note in the More actions menu and give the reason. The goods go back into stock, the cost entry is reversed, and the order shows them as still to deliver. A delivery that is already on an invoice can't be cancelled until that invoice is cancelled; for goods the customer sent back, issue a credit note on the invoice instead.

Invoice the order#

1. On the order, click Create invoice. On a delivery note, Create invoice invoices only the goods on that delivery note.
2. Check the Invoice date: not before the order date, and in a month that is still open. Verasol fills in the Due date from the customer's payment terms (the invoice date itself when the terms are 0 days).
3. When goods are still to deliver, you can tick Also invoice goods not delivered yet. The invoice then takes those goods out of stock itself when it is issued, without a delivery note.
4. Click Create draft invoice. Verasol opens the new draft invoice.
5. Check it and issue it with Mark as Sent (see Sales invoices).

From the order, the draft invoice takes the goods that were delivered and are not invoiced yet, and the services that are not invoiced yet, at the order's prices. Its invoice type follows the customer, as on a new invoice: a tax invoice when the order or the customer has a TRN, a simplified tax invoice when there is none, and an export invoice for a customer outside the UAE when no line charges VAT. Nothing is booked until you issue it.

What Verasol books at invoicing#

The invoice for the delivery above, AED 70,400.00 of hardware with 5% VAT, posts this entry:

There is no cost of goods sold on this invoice: it was booked when the goods were delivered. Goods invoiced with Also invoice goods not delivered yet are taken out of stock at their cost when the invoice is issued, as on any other invoice.

Close, cancel or delete an order#

• An order that is delivered and invoiced in full closes by itself.
• Close order (in More actions) ends an order that will not be completed, with a reason. What was not delivered or invoiced is left out; goods delivered but not invoiced yet can still be invoiced. Click Reopen to deliver more on it later.
• Cancel order (in More actions) is for an order on which nothing was delivered or invoiced, and that has no draft delivery note or draft invoice. The order is kept for the record; nothing was booked, so nothing is reversed. An order made from a quote opens that quote again.
• Delete draft removes an order that was never confirmed.

Related#

• Quotes
• Sales invoices
• Credit notes
• Items
• Stock movements