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Sales Order Creation Guide

Complete step-by-step guide to create, manage, and process sales orders in LaabamOne ERP.

25 minutes
15 steps

What is a Sales Order?

A Sales Order is a confirmation document from a buyer expressing intent to purchase products or services. It serves as a binding agreement between your business and the customer, detailing what will be delivered, when, and at what price.

Sales Order Workflow:

Quotation → Sales Order → Delivery Note → Sales Invoice → Payment Receipt

Step 1: Navigate to Sales Order

1 minute

Access the Sales Order module from your LaabamOne dashboard.

  1. From the main dashboard, click on Sales in the left sidebar
  2. Select Sales Order from the dropdown menu
  3. Click the New Sales Order button (+ icon) in the top right
  4. The sales order form will open with pre-filled details

Keyboard Shortcut: Press Ctrl + K and type 'Sales Order' to quickly navigate

Step 2: Select Customer

2 minutes

Choose the customer for whom you're creating the sales order.

Selecting Existing Customer:

  • Click on the Customer field dropdown
  • Type customer name to search (auto-complete enabled)
  • Select from the list of matching customers
  • Customer details auto-populate: billing address, shipping address, payment terms, price list

Creating New Customer:

  1. Click + New Customer quick create button
  2. Enter customer name (required field)
  3. Add customer email and phone number
  4. Enter GST Number if B2B transaction
  5. Add billing and shipping addresses
  6. Set payment terms (e.g., Net 30 days)
  7. Click Save to create customer and return to sales order

Use customer groups to automatically apply specific price lists, payment terms, and discounts.

Step 3: Set Order Date & Delivery Date

1 minute

Configure the timeline for the sales order.

Order Date
  • Date when customer placed the order
  • Defaults to today's date (can be modified)
  • Used for sales reports and analytics
Expected Delivery Date
  • When customer expects to receive goods
  • Helps in planning production and inventory
  • Sends automatic reminders to dispatch team

Setting realistic delivery dates improves customer satisfaction and helps manage inventory efficiently.

Step 4: Add Items/Products

3 minutes

Add products or services that the customer wants to purchase.

Adding Items:

  1. Click Add Row button in the Items table
  2. Select item from dropdown or type to search
  3. Item description, UOM, and rate auto-populate
  4. Enter quantity required by customer
  5. Review and modify rate if needed
  6. Add more items by clicking Add Row again

Use Ctrl + Enter to quickly add a new row while editing items.

Step 5: Apply Discounts

2 minutes

Add discounts at item level or for the entire order.

Item-Level Discount:

  • Click on Discount column for specific item
  • Enter percentage (%) or fixed amount
  • Net amount updates automatically

Order-Level Discount:

  • Scroll to bottom of items table
  • Enter Additional Discount (% or amount)
  • Applied proportionally to all items

Step 6: Review Tax Calculations

2 minutes

Verify GST/tax calculations based on customer location and item HSN codes.

Tax calculation is automatic based on: Customer's GSTIN and state, Item HSN/SAC codes, Applicable GST rates (0%, 5%, 12%, 18%, 28%)

For intra-state: CGST + SGST; For inter-state: IGST

Step 7: Add Shipping & Other Charges

1 minute

Include additional charges like shipping, handling, or installation fees.

  1. Click Add Charges button below items table
  2. Select charge type from dropdown
  3. Enter amount
  4. Specify if taxable or non-taxable

Additional Steps

Step 8: Add Shipping Charges

Include freight, packaging, and delivery charges in the Taxes and Charges section. Specify if charges are included in item price or added separately.

Step 9: Add Terms & Conditions

Include payment terms, delivery conditions, warranty details, and return policy. Use pre-saved templates or write custom terms for this order.

Step 10: Review Total Amount

Verify the final calculation: Items Total + Shipping - Discounts + Taxes = Grand Total. Ensure all numbers are correct before submitting.

Step 11: Save as Draft

Save the order as draft if you need to complete it later. Draft orders can be edited anytime before submission.

Step 12: Submit Sales Order

Click Submit to finalize the order. This locks the order and optionally sends email notification to customer.

Step 13: Print or Email

Print the sales order or email it directly to the customer using customized letterhead templates.

Step 14: Create Delivery Note

From submitted sales order, click Create → Delivery Note when ready to dispatch goods. This creates a packing slip and updates inventory.

Step 15: Create Sales Invoice

Generate invoice from the sales order by clicking Create → Sales Invoice button. Invoice includes all order details and tax information.

✅ You've completed the Sales Order guide!

You're now ready to manage the complete sales cycle from quotation to invoice in LaabamOne ERP.

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