Sales Orders & Invoices

---

1. Overview

The Sales Orders & Invoices module manages the full order-to-cash cycle for product sales — from creating a sales order through shipment, invoicing, and collections. Its screens appear in the left navigation under the Orders section, while the underlying functionality belongs to the Accounts Receivable subsystem (customers, terms, collections, and AR Settings).

---

2. Key Concepts

• Sales Order — A customer’s commitment to purchase products. The order captures what was ordered (products, quantities, prices), drives inventory allocation and shipment scheduling, and serves as the source for invoicing. Orders are either open or closed.

• Sales Invoice — A bill sent to the customer for products shipped or services rendered. Invoices can be created from a sales order (linking to specific order lines) or as standalone documents. Posting an invoice creates AR entries: debit the AR Control account, credit the configured revenue account (per line item); and for inventory-tracked items (when the invoice type has shouldTrackInventory enabled): debit the COGS account, credit the Inventory account.

• Shipment — A record of physical goods leaving the warehouse to fulfill sales order lines. When dispatched, a shipment draws from inventory, records the carrier and tracking number, and can generate an invoice. A single order can have multiple shipments (partial fulfillment).

• Drop Ship — An order that ships directly to a custom address not stored in the customer’s site addresses. When Drop Ship is enabled, the standard Ship To field is replaced with manual address fields. This is used for one-off delivery locations.

• Salesman Commission — Sales representatives assigned to orders and invoices with commission percentages. Multiple salesmen can share a single order. Commission tracking feeds sales performance reports and compensation calculations.

---

3. How It Connects

Upstream — Where Sales Orders gets its data:

• Accounts Receivable (Customers) → The customer database provides billing addresses, payment terms, credit limits, and tax jurisdictions. Customer-specific pricing tiers automatically populate unit prices on order lines.
• Inventory (Products) → The product catalog provides items, costs, and availability for order line items. Inventory allocation reserves stock for the order.

Downstream — Where Sales Orders sends its data:

• Inventory → Shipment dispatch draws from inventory, reducing on-hand quantities and posting COGS entries to the GL.
• Accounts Receivable → Invoices created from orders enter the AR collections cycle. Cash receipts and deposits flow from invoice payments.
• General Ledger → Invoice postings create balanced GL entries: revenue recognition (credit the configured revenue account), receivable creation (debit the AR Control account), and cost recognition (debit the COGS account, credit the Inventory account).
• Reports → Sales order, shipment, and invoice data feeds reports for order status, fulfillment metrics, and sales analysis.

Key Integration Point — Order-to-Ship-to-Invoice: The standard workflow connects three records: a Sales Order defines what was promised, a Shipment records what was sent, and a Sales Invoice bills for what was delivered. Each step links back to the previous one, creating a complete audit trail from customer order through revenue recognition.

---

4. AR Dashboard

The AR Dashboard provides a high-level view of accounts receivable health and collection activity.

Charts

Chart	Type	Description
Accounts Receivable Aging ($)	Dual-axis bar	Aging buckets (Current, 1–30 Days, 31–60 Days, 61–90 Days, 90+ Days, Prepayments) showing Amount ($) on the left axis and Count on the right axis.
Cash Anticipation	Dual-axis bar	Same bucket structure as Aging — projects when open AR is expected to be collected based on terms
Top 10 Bad Debt Customers (90+ Days)	Horizontal bar	Customers with the highest past-due balances over 90 days. Bars are red. Click a customer to navigate to their record.
Captured Discounts	Bar chart	Compares Available vs. Captured early-payment discounts by count and dollar amount

Each chart manages its own date control. The Accounts Receivable Aging and Cash Anticipation charts each have an As Of Date picker with a Run button that refreshes only that chart. The Top 10 Bad Debt Customers and Captured Discounts charts have no date control.

---

5. Sales Orders List

Navigate to Orders → Manage Orders to see all sales orders.

Search Grid Columns

Column	Description
Sales Order ID	System-assigned order identifier
Customer	Customer account (single combined column)
Ship To	Shipment site name and address (single combined column)
Order Type	Sales order type classification
Order Date	Date the order was entered
Promise Date	Date promised to the customer
Due to Ship Date	Required ship-by date
Total Amount	Total order value
Total Open Amount	Remaining unbilled/unfulfilled order value

The Customer PO #, customer name and address, and site name and address are searchable (used as search filters) but are not shown as separate columns — Customer and Ship To are each a single combined column.

Filtering

An Open / Closed toggle filters the list to active or completed orders. Additional column-level filters are available for date ranges and text search.

---

6. Create / Edit Sales Order

Click Create Sales Order or the Edit action from the list. The form is organized into a header section and lower tabs.

General Fields

Customer & Site

Field	Required	Description
Customer	Yes	Customer account for the order
Ship To Address	Conditional	Delivery site address (required unless Drop Ship is checked)
Terms	Yes	Payment terms (e.g., Net 30, COD)
Customer PO Number	No	Customer’s purchase order reference (max 255 characters)
Order Type	Yes	Order classification
Source Building	No	Warehouse or building fulfilling the order

Dates

Field	Required	Description
Sales Order Date	No	Date the order was placed
Requested Date	No	Date the customer wants delivery
Earliest Ship Date	No	Earliest acceptable ship date
Latest Ship Date	No	Latest acceptable ship date
Promise Date	No	Date promised to the customer
Due to Ship Date	Yes	Internal required ship-by date

Freight & Pricing

Field	Required	Description
Freight Terms	Yes	Freight delivery terms (e.g., FOB Origin, FOB Destination)
Ship Via	No	Carrier or shipping method description (max 255 characters)
Freight Amount	No	Freight charge added to the order
Sales Tax Jurisdiction	No	Tax jurisdiction; the application calculates tax based on the selected jurisdiction
Sales Tax Percent	No	Tax rate percentage
Sales Tax Amount	No	Tax dollar amount
Discount Percent	No	Order-level discount percentage
Discount Amount	No	Order-level discount dollar amount

Drop Ship

Enable Drop Ship to ship directly to a custom address instead of a site on file. The following fields become required when Drop Ship is active:

Field	Required	Description
Ship To Name	Yes	Recipient name
Ship To Name 2	No	Additional name line
Ship To Address	Yes	Street address
Ship To Address 2	No	Suite/unit
Ship To City	Yes	City
Ship To State	Yes (US)	State (required for US addresses)
Ship To Country	Yes	Country
Ship To Zip	Yes	Postal/ZIP code

Order Control

Field	Required	Description
Hold Sales Order	No (checkbox)	Flags the order as on hold and displays a red Hold chip on the order. It is an informational flag only — it does not block creating shipments or invoices in the UI or on the server
Hold Reason	No	Reason for the hold. Enabled only when Hold Sales Order is checked; optional even when Hold is enabled
Ship Complete	No (checkbox)	Indicates the full order should ship together; enforced in the UI only
Cancel Backorders	No (checkbox)	Indicates unfulfilled backorder quantities should be cancelled; this is a UI-level control (stored but not enforced server-side)
Cancellation Date	No	Date the order was or will be cancelled
Cancellation Reason	No	Reason for cancellation (max 255 characters)

Contact Info

Field	Description
Buyer Contact	Buyer name at the customer (max 255)
Buyer Phone	Buyer phone number
Buyer Phone Extension	Buyer phone extension
Warehouse Contact	Warehouse contact name
Warehouse Phone	Warehouse phone number
Warehouse Phone Extension	Warehouse phone extension

Other

Field	Description
Our Vendor ID	Your vendor ID in the customer’s system (max 255)
Department	Internal department reference (max 255)
Notes	Free-text internal notes

Lower Tabs (Create / Edit)

Tab	Description
Items	Line items — products, quantities, pricing, and GL accounts
Salesmen	Assign salesmen and commission rates to this order
Notes	Internal notes
Custom Fields	Organization-specific custom data fields

Line Item Columns (Items Tab)

Column	Required	Description
Product	Conditional	Product from inventory (required if quantity > 0 or description is entered)
Description	No	Item description (max 1000 characters)
Ordered Quantity	Conditional	Number of units ordered (required if product selected)
Order UOM	Conditional	Unit of measure for ordered quantity
Unit Price	No	Sell price per unit
Price UOM	Conditional	Unit of measure for pricing
Discount %	No	Line-level discount percentage
Unit Cost	No	Cost per unit
Cost UOM	Conditional	Unit of measure for cost
Sale Account	Conditional	GL account for revenue (required if product selected)
Cost Account	Conditional	GL account for cost of goods (required if product selected)
Due Date	No	Line-level due date
Customer Product	No	Customer’s product code or reference

Salesmen Tab

Add one or more salesmen to the order for commission tracking:

Field	Required	Description
Salesman	Yes	Sales representative
Commission Rate	No	Commission percentage for this salesman

---

7. View Sales Order

Clicking a Sales Order ID opens the full detail view.

Upper Tabs

Tab	Description
General	All header fields in read-only display
Custom Fields	Custom field values

Lower Tabs

Tab	Description
Items	Line items with expandable rows showing allocations and related invoices per line
Allocations	Inventory allocated to this order (all lines)
Salesmen	Salesmen assigned and their commission rates
Invoices	All invoices generated from this sales order
Product Log	History of inventory transactions against this order
Attachments	Uploaded documents and files

Expandable Line Item Detail

Each line item in the Items tab can be expanded to show two sub-tabs:

• Allocations — Inventory allocated to this specific line
• Invoices — Invoices that bill for this line

(A Shipments sub-tab exists in the code but is currently hidden.)

---

8. Sales Invoices List

Navigate to Orders → Manage Invoices to see all sales invoices.

Search Grid Columns

Column	Description
Sales Invoice ID	System-assigned invoice identifier
Customer	Customer account name
Site	Delivery or billing site name
Invoice Type	Sales invoice type classification
Invoice Date	Date on the invoice
Posting Date	Date the invoice was posted to the GL
Total Amount	Total invoice amount

---

9. Create / Edit Sales Invoice

Invoices can be created directly (standalone) or generated from a sales order. Click Create Sales Invoice or select an order from the sales order selection dialog.

General Fields

Field	Required	Description
Customer	Yes	Customer account
Ship To Address	Conditional	Site address (required unless Drop Ship is checked)
Terms	Yes	Payment terms
Customer PO Number	No	Customer PO reference
Sales Invoice Type	Yes	Invoice classification
Sales Invoice Date	Yes	Date printed on the invoice
Posting Date	Yes	Date the invoice posts to the general ledger
Due Date	Yes	Payment due date

Drop Ship, Freight, Tax, and Discount fields are the same as on Sales Orders (see Section 6).

Applying Prepayments

When you create an invoice, two header fields let you apply money the customer has already paid against the new invoice.

Field	Required	Description
Payment on Acct Application	No	Amount of the customer’s on-account prepayment credit to apply to this invoice. Must be zero or greater.
Order Prepayments	No (read-only)	Total of unapplied prepayments/deposits already recorded against the linked sales order. This field is display-only and cannot be edited; its total is populated only when the invoice was created from a sales order that has deposits on it (otherwise it shows zero).

Payment on Acct Application draws from the customer’s prepayment balance — money the customer paid that has not yet been applied to an invoice. The amount you enter is applied to the invoice when you save it, and the customer’s account balance is increased by the invoice total minus the amount you applied here. If the amount you enter exceeds the customer’s available prepayment balance, the save fails with the message Prepayment Application exceeds available amount followed by the available amount.

Order Prepayments reflects deposits already collected against the sales order this invoice was created from. When an invoice is generated from an order, the system loads the order’s unapplied prepayment postings and totals them into this field. When you save the invoice, the remaining invoice amount (the invoice total minus the Payment on Acct Application amount) is automatically applied against the order’s prepayments, up to the amount of prepayments available on that order.

To apply a prepayment to an invoice:

1. Open Create Sales Invoice, either standalone or by selecting a sales order. If you select an order that has deposits on it, the Order Prepayments total is filled in automatically.

2. Enter the line items and confirm the invoice total.

3. In Payment on Acct Application, enter the portion of the customer’s on-account prepayment balance you want to apply to this invoice. Leave it at 0 to apply none.

4. Save the invoice. The entered amount is drawn from the customer’s prepayments, and any remaining balance carried by the linked order’s deposits is applied automatically.

Lower Tabs (Create / Edit)

Tab	Description
Items	Line items
Salesmen	Assigned salesmen with commission rates
Custom Fields	Custom data fields

Line Item Columns (Items Tab)

Column	Required	Description
Product	Conditional	Product (required if quantity > 0 or description entered)
Description	No	Item description (max 1000 characters)
Quantity	Conditional	Number of units (required if product selected)
Quantity UOM	Conditional	Unit of measure for quantity
Unit Price	No	Sell price per unit
Price UOM	Conditional	Unit of measure for price
Discount %	No	Line-level discount
Unit Cost	No	Cost per unit
Cost UOM	Conditional	Unit of measure for cost
Sale Account	Conditional	Revenue GL account (required if product selected and not a proforma invoice)
Cost Account	Conditional	Cost of goods GL account (required if product selected and not a proforma invoice)
Customer Product	No	Customer’s internal product reference

Lead and Job are invoice header fields (in the General area), not line-item columns. Populated from the selected customer’s leads and jobs, Lead associates the whole invoice with a CRM lead and Job associates the whole invoice with a Job Costing job.

---

Proforma Invoice Types

The Sales Invoice Type you select (in the General fields) controls two behaviors that are surfaced directly in the invoice header as read-only indicators:

Indicator	Driven By	Meaning
Tracking Inventory?	The invoice type’s inventory-tracking setting	When Yes, inventory-tracked line items relieve stock and post Cost of Goods Sold / Inventory entries.
Proforma Invoice?	The invoice type’s proforma setting	When Yes, the invoice is a proforma invoice and does not post to the general ledger.

A proforma invoice type is a sales invoice type flagged as proforma in its setup (see Sales Invoice Types under Settings). Proforma invoices behave differently from standard invoices in two ways:

1. No general ledger posting. When a proforma invoice is created, the system skips the AR and inventory ledger entries that a standard invoice would generate. Voiding a proforma invoice likewise creates no reversing ledger entries, because there were none to reverse.
2. Relaxed line-item account requirements. On a standard invoice, selecting a product on a line item makes the Sale Account (revenue GL) and Cost Account (cost-of-goods GL) required. On a proforma invoice, these two columns are not required, even when a product is selected — so you can issue a proforma without assigning revenue and cost accounts to each line.

Note

Because a proforma invoice produces no ledger activity, it is intended as a preliminary or quotation-style bill rather than a posted financial document. To record revenue and (for inventory-tracked types) relieve inventory, use a non-proforma invoice type.

To create a proforma invoice:

1. On the Create / Edit Sales Invoice screen, set Sales Invoice Type to a type configured as proforma. The header Proforma Invoice? indicator will read Yes.
2. Add line items as usual. Sale Account and Cost Account may be left blank on each line.
3. Save the invoice. No general ledger entries are created.

Line Item Row Actions (Items Tab)

Each line on the Items tab ends with an actions column: a trash icon that removes the line (Delete Detail) and a three-dot menu with the following options.

Action	Availability	Description
View Product	Requires a product on the line	Opens the product record in a new tab
View Tiered Pricing	Requires a customer product on the line	Opens a read-only View Tiered Pricing dialog for that customer product
View Product Log	Requires a product on the line	Opens a Product Log dialog showing inventory transactions for that product
View Sales History	Requires a product on the line	Opens the Sales History dialog for that product (see below)

View Sales History

The View Sales History action opens a dialog titled Sales History - <product ID> - <product description> that lists prior sales invoice lines for the same product, so you can see how the item has been priced and sold to customers before. When the line has a customer product assigned, the history is limited to lines that share that customer product; otherwise all sales history for the product is shown.

The dialog lists one row per prior invoice line, sorted with the most recent invoice date first. Voided invoices are excluded.

Column	Description
Invoice Date	Date of the prior sales invoice
Sales Invoice ID	The prior invoice’s ID — opens that invoice in a new tab
Customer	Customer name and ID — opens that customer in a new tab
Quantity	Quantity sold on that line
Quantity UOM	Unit of measure for the quantity
Unit Price	Sell price per unit on that line
Price UOM	Unit of measure for the price
Extended Price	Line total
Discount	Discount amount applied to that line
Customer Prod ID	Customer’s product reference on that line

Note

The Sales History dialog is read-only reference information. It does not change the current invoice line — use it to inform the price you enter.

Retention

When a sales invoice is associated with a Job (via the Job header field), the system tracks a Retention amount — the portion of the invoice held back under the job’s retention terms.

Navigation: Orders → Manage Invoices → open or create an invoice → totals area (next to Sales Tax and Total).

Field	Required	Description
Retention	No	Amount of retention withheld on this invoice. Auto-calculated from the selected Job’s retention percentage applied to the after-discount amount.

How Retention is calculated:

• When a Job is selected on the invoice, Retention is calculated as the Job’s retention percentage applied to the invoice’s after-discount subtotal (subtotal minus discount).
• When no Job is selected, Retention calculates to 0.
• The amount is recalculated whenever the totals are recomputed (for example, when line items or the discount change). Because editing the Retention field also re-runs the totals calculation, a value you type is re-derived from the Job’s retention percentage whenever a Job is selected.

Caution

Retention is recorded and shown as a separate amount alongside the invoice’s Total; it is not subtracted from the Total shown on the invoice. On the View Sales Invoice screen, Retention appears as its own line in the totals (between Sales Tax and Total).

10. View Sales Invoice

Upper Tabs

Tab	Description
General	Header information in read-only view
Custom Fields	Custom field values

Lower Tabs

Tab	Description
Items	Invoice line items
Salesmen	Assigned salesmen
Product Log	Inventory transaction history
Attachments	Uploaded files

---

11. Sales Order Shipments

Shipments record the physical movement of goods to fulfill sales order lines. The Sales Order Shipments screen has no dedicated sidebar menu entry (it is currently disabled in the menu configuration); reach it through links and actions on a sales order or from a sales invoice (an invoice links to its shipment). The Orders sidebar category itself contains Manage Orders and Manage Invoices.

Shipment List

Displays all shipments with their Shipment ID, Customer, Ship To, Carrier, Pro Number, Scheduled Pickup, and Expected Delivery. There is no Order, Ship Date, or Status column.

A radio filter above the search box restricts which shipments the search returns. It defaults to Unshipped:

Option	Result
All	Returns matching shipments regardless of whether they have been shipped
Unshipped	Returns only shipments that have not yet been shipped (the default)
Shipped	Returns only shipments that have already been shipped

The list stays empty until you type in the search box; the filter then narrows the matches returned for what you typed. Search matches against Shipment ID, Pro Number, SSCC-18, and the customer or ship-to name and address. Changing the filter re-runs the current search with the new shipped/unshipped restriction.

Create / Edit Shipment

A shipment is linked to a specific sales order and records which order lines are being fulfilled, the quantity shipped per line, and the freight and logistics detail used to move the goods. In addition to the customer, ship-to address, and source building, the form captures the following freight and logistics fields:

Freight & Logistics

Field	Required	Description
Description	No	Free-text description of the shipment (max 255 characters)
Special Handling Requirements	No	Free-text handling instructions for the carrier (max 255 characters)
SSCC-18	Conditional	Serial Shipping Container Code. Read-only on the form; generated automatically if left blank. Required when dispatching
Carrier	No	Carrier moving the shipment. Selecting a saved carrier auto-fills the SCAC Code
SCAC Code	Conditional	Standard Carrier Alpha Code. Populated automatically when a saved carrier is chosen, or entered manually. Required when dispatching
Pro Number	No	Carrier’s PRO (progressive) tracking number (max 255 characters)
Source Building	Yes	Warehouse or building the goods ship from
Freight Terms	Yes	Freight delivery terms for the shipment
NMFC Classification	Conditional	National Motor Freight Classification for LTL freight. Required when dispatching
Weight (lbs)	No	Total shipment weight in pounds (whole number, 0 or greater)
Total Pallets	No	Number of pallets (whole number, 0 or greater)
Total Cartons	No	Number of cartons (whole number, 0 or greater)
Total Drums	No	Number of drums (whole number, 0 or greater)
Scheduled Pickup	No	Date and time the carrier is scheduled to pick up
Expected Delivery	No	Date and time delivery is expected
Trailer Number	No	Trailer identifier (max 255 characters)
Seal Number	No	Seal identifier (max 255 characters)

Note

The SSCC-18, SCAC Code, and NMFC Classification fields are optional while creating or editing a shipment but become required at the point of dispatch.

View Shipment

The view screen shows full shipment detail and the sales order lines fulfilled (Items tab: Order ID, Product ID, Description, Ordered Qty, Shipped Qty, Shipment Qty, UOM), plus Product Log and Attachments tabs. The header indicates whether the shipment auto-invoices via the Auto-Invoice? and Is Invoiced flags, but it does not list the actual invoices generated from the shipment.

Shipment States

A shipment carries two independent state flags, each shown as a chip on the View Shipment header:

State	Values	Meaning
Open / Closed	Open or Closed	Whether the shipment is still being worked. A newly created shipment is Open; dispatching it sets it to Closed. You can also toggle this manually with the Open Shipment / Close Shipment action.
Shipped / Unshipped	Shipped or Unshipped	Whether the goods have left the warehouse. A shipment is created Unshipped and becomes Shipped only after it is dispatched.

If the shipment is on hold, a red Hold chip also appears, showing the hold reason when one is recorded.

A shipment starts life Open and Unshipped: it has been planned and its lines and tracking details captured, but no inventory has moved yet. The Dispatch Shipment action is what actually ships it — see below.

Note

The Open Shipment / Close Shipment action is only available while a shipment is still Unshipped. Once a shipment has been dispatched it is Shipped and Closed, and the only way to undo that is Reverse Dispatch Shipment. Reversing a dispatch returns the shipment to Unshipped but leaves it Closed — you can then use Open Shipment to reopen it for further work.

Dispatch and Reverse Dispatch

Dispatching is the step that turns a planned shipment into a shipped one. Both actions are reached from the Actions menu on the View Shipment screen and require the Dispatch Sales Order Shipment permission.

Dispatch Shipment (shown when the shipment is Unshipped) opens a dialog where you confirm the carrier and shipping details, then commits the shipment. When you dispatch:

• The shipment’s allocated inventory is removed from on-hand stock.
• Shipped quantities are added to the fulfilled sales order lines.
• The shipment is marked Shipped and Closed.
• For company-owned inventory, an invoice is generated automatically as part of the dispatch.

The Dispatch dialog captures:

Field	Required	Description
Special Handling Requirements	No	Free-text handling notes
SSCC-18	—	Serial shipping container code (display only; not editable)
Source Building	Yes	The building the goods ship from
Freight Terms	Yes	Customer freight terms
Carrier	Yes	Shipping carrier (select an existing carrier or type a new one); selecting a carrier fills in its SCAC Code
SCAC Code	Yes	Standard Carrier Alpha Code
Pro Number	No	Carrier pro / tracking number
Trailer Number	No	Trailer identifier
Seal Number	No	Seal identifier
NMFC Classification	Yes	Freight classification
Weight (lbs)	Yes	Total shipment weight
Total Pallets	Yes	Pallet count
Total Cartons	Yes	Carton count
Total Drums	Yes	Drum count
Invoice Date	Conditional	Invoice date (used when the shipment auto-invoices)
Posting Date	Conditional	GL posting date (used when the shipment auto-invoices)
Scheduled Pickup	No	Carrier pickup date and time
Expected Delivery	No	Expected delivery date and time

To dispatch a shipment:

1. Open the shipment in View Shipment. Confirm it shows the Unshipped chip.
2. Open the Actions menu and choose Dispatch Shipment.
3. Review and complete the carrier and shipment detail fields, then click Dispatch.
4. The shipment header updates to Shipped and Closed, and an invoice is created for any company-owned inventory.

Reverse Dispatch Shipment (shown when the shipment is Shipped) undoes a dispatch. It opens a small dialog asking only for a Posting Date. When you reverse a dispatch:

• The previously shipped inventory is added back and re-allocated to the shipment.
• Shipped quantities are removed from the sales order lines.
• Any invoice that was generated by the dispatch is voided.
• The shipment returns to an Unshipped state (it remains Closed; use Open Shipment to reopen it).

Caution

A shipment cannot be dispatched if it has already been dispatched or invoiced, if any of its sales orders are closed, if it mixes customer-owned and company-owned inventory, or if its allocations do not cover the shipment line quantities. In these cases the dispatch is blocked and an explanatory message is shown.

Shipment Documents & Actions

The Actions menu on a shipment lets you preview, print, and email the shipment’s paperwork. Most of these documents open as a PDF in a new browser tab.

Navigation: Sales order shipment → Actions menu.

Action	Description
Preview Bill of Lading	Open a PDF preview of the bill of lading for this shipment
Preview Packing List	Open a PDF preview of the packing list for this shipment
Preview Pick Ticket	Open a PDF preview of the warehouse pick ticket (disabled once the shipment has been shipped)
Preview Shipping Label	Open a PDF preview of the shipping label for this shipment
Print Documents	Open the Print Sales Order Shipment Documents dialog to send documents to a printer
Email Bill of Lading	Send the bill of lading to a recipient via email
Email Packing List	Send the packing list to a recipient via email
Email Pick Ticket	Send the pick ticket via email (disabled once the shipment has been shipped)
Audit Shipment	View the full audit trail of changes to this shipment

When you email a shipment document, the same Email Dialog used elsewhere in the module opens (see Email Dialog under Actions & Dialogs). For a Bill of Lading or Packing List, the recipient list is pre-filled with the customer contacts that are flagged to receive shipping notifications.

Print Documents Dialog

The Print Sales Order Shipment Documents dialog sends one or more documents directly to a configured printer instead of opening a PDF preview. It lists three documents, each with its own enable checkbox, quantity, and printer selection:

Field	Description
Bill of Lading	When enabled, prints the bill of lading. Quantity defaults to 1. The Printer list shows your PCL printers
Packing List	When enabled, prints the packing list. Quantity defaults to 1. The Printer list shows your PCL printers
Shipping Labels	When enabled, prints the shipping labels. Quantity defaults to 1. The Printer list shows your Zebra printers

All three documents are enabled by default, and each printer field defaults to your first available printer of the matching type (the first PCL printer for Bill of Lading and Packing List, the first Zebra printer for Shipping Labels). Uncheck any document you do not want to print. The Print button is unavailable unless at least one document is enabled.

1. Open the shipment and choose Print Documents from the Actions menu.

2. For each document you want to print, leave its checkbox enabled (or enable it), set the quantity, and choose a printer from the list.

3. Uncheck any documents you do not want to print.

4. Click Print to send the selected documents to their printers, then close the dialog.

Note

Printers are matched to documents by type: the Bill of Lading and Packing List can only be sent to PCL printers, and Shipping Labels can only be sent to Zebra printers. Printers must be configured before they appear in these lists.

Shipment Status, Hold, and Actions

The shipment View screen header shows two status chips and, when applicable, a hold chip:

Chip	Values	Meaning
Open / Closed	Open (green) or Closed (blue)	Reflects the shipment’s isClosed flag
Unshipped / Shipped	Unshipped (amber) or Shipped (grey)	Reflects whether the shipment has been dispatched (isShipped)
Hold	Red Hold chip (shown only when the shipment is held)	Displays Hold plus the selected reason, e.g. Hold: Credit Hold, when the shipment is flagged on hold

Holding a Shipment

A shipment can be placed on hold independently of any order-level hold. The hold is set on the Create / Edit Shipment form:

Field	Required	Notes
Hold	No (checkbox)	Flags the shipment as on hold. When checked, the shipment displays a red Hold chip on its View screen
Hold Reason	No	Reason for the hold. Enabled only when Hold is checked; clearing the Hold checkbox clears the reason. The list is limited to hold reasons configured to apply to sales order shipments

Caution

The shipment hold is an informational flag. It records that the shipment is held and surfaces the reason as a red chip on the View screen, but it does not by itself block dispatching or invoicing the shipment.

Open / Close Shipment

The shipment Actions menu includes an Open Shipment / Close Shipment toggle. The menu item label reflects the current state: it reads Close Shipment for an open shipment and Open Shipment for a closed one.

1. Open the shipment’s Actions menu and choose Close Shipment (or Open Shipment).
2. Confirm the action in the dialog, which names the shipment by its ID.
3. The shipment’s Open / Closed status updates accordingly.

Note

Closing a shipment disables its Edit Shipment and Delete Shipment actions; a shipment that has been dispatched (Shipped) is also no longer editable or deletable. The Open / Close toggle itself is unavailable once a shipment has been shipped.

Shipment-Based Invoicing

When a sales order is configured to invoice from shipments, the void and issue corrected invoice actions on the resulting invoices are disabled — the shipment record governs the billing.

---

Dispatch Shipment

Dispatching is the action that records a shipment as physically shipped. Open the Dispatch Shipment dialog from the shipment, complete the carrier and packaging details, then click Dispatch. Dispatching draws the allocated inventory, closes the shipment, and — for company-owned inventory — generates the sales invoice in the same step (see Auto-Invoice on dispatch below).

The dialog collects:

Field	Description
Special Handling Requirements	Free-text handling notes for the shipment
SSCC-18	The shipment’s SSCC-18 serial shipping container code (read-only)
Source Building	Building the goods ship from (required)
Carrier	Shipping carrier (required)
Pro Number	Carrier PRO / tracking number
SCAC Code	Standard Carrier Alpha Code (required)
NMFC Classification	Freight classification (required)
Freight Terms	Customer freight terms for the shipment (required)
Trailer Number	Trailer the shipment is loaded on
Seal Number	Trailer seal number
Weight (lbs)	Shipment weight (required)
Total Pallets / Total Cartons / Total Drums	Package counts (required)
Invoice Date	Date used as the invoice date when auto-invoicing (required when Auto-Invoice applies)
Posting Date	GL posting date used when auto-invoicing (required when Auto-Invoice applies)
Scheduled Pickup	Scheduled carrier pickup date and time
Expected Delivery	Expected delivery date and time
Auto-Invoice	Read-only indicator showing the shipment will generate an invoice on dispatch

The Auto-Invoice checkbox is read-only — you do not toggle it. The dialog opens with Invoice Date and Posting Date pre-filled to today’s date, and both fields are required and editable while Auto-Invoice applies. Adjust these dates before dispatching if the invoice should carry a different invoice date or post to a different accounting period.

To dispatch a shipment and bill it in one step:

1. Open the shipment and choose the dispatch action to open the Dispatch Shipment dialog.

2. Confirm or adjust the carrier, Source Building, freight, weight, and packaging fields. Source Building, Carrier, SCAC Code, NMFC Classification, Freight Terms, Weight, Total Pallets, Total Cartons, and Total Drums are required.

3. Review Invoice Date and Posting Date (both default to today). Set the Invoice Date and the accounting period Posting Date you want the generated invoice to use.

4. Click Dispatch. The shipment is marked shipped and closed, the allocated inventory is drawn, and — for company-owned inventory — a posted sales invoice is generated automatically.

How the invoice is generated: When the dispatched shipment fulfills lines from more than one sales order, dispatch creates one sales invoice per sales order on that shipment. Each generated invoice uses the Invoice Date and Posting Date you entered, links back to the originating shipment, and posts its GL entries as part of creation, so it is a posted invoice rather than a draft. The shipment is then marked invoiced.

Caution

Dispatch only auto-invoices when the shipment draws company-owned inventory. A shipment made up entirely of customer-owned inventory is dispatched without generating an invoice. A shipment may not mix company-owned and customer-owned inventory — dispatch is rejected if it does. A shipment that has already been shipped, or that has already been invoiced, cannot be dispatched again.

12. Actions & Dialogs

Sales Order Actions

Action	Description
Allocate Inventory	Navigate to the inventory allocation screen for this order (disabled if the order is closed)
Preview Order Acknowledgement	Open a PDF preview of the order acknowledgement document
Preview Pick Ticket	Open a PDF preview of the warehouse pick ticket
Email Order Acknowledgement	Send the order acknowledgement to a recipient via email
Email Pick Ticket	Send the pick ticket via email
Audit Sales Order	View the full audit trail of changes to this order
Edit Sales Order	Open the edit form (disabled if the order is closed)
Delete Sales Order	Permanently delete the order after confirmation (disabled if the order is closed)

Sales Invoice Actions

Action	Description
Preview Invoice	Open a PDF preview of the invoice
Void Invoice	Mark the invoice as void — requires entering a Void Date (disabled for shipment-based invoices)
Issue Corrected Invoice	Create a replacement invoice for a voided invoice (disabled for shipment-based invoices)
Email Invoice	Send the invoice to a recipient via email
Audit Sales Invoice	View the full audit trail for this invoice

Email Dialog

When sending any document (acknowledgement, pick ticket, or invoice) by email, a dialog opens where you can configure:

• Recipient email address(es)
• Subject
• Body (message text)
• Send Copy to Me — also send the email to your own address
• Save New Email Addresses — save any newly entered recipient addresses for reuse

Add Salesman Dialog

Both sales orders and invoices allow adding multiple salesmen:

• Salesman (required) — select from configured salesmen
• Commission Rate (optional) — percentage commission for this salesman on this transaction

Pre-Sales Order Import

When creating a sales order, you can load from a pre-sales order (legacy import). A dialog lists available pre-sales orders showing: Source, Customer, Customer PO #, Order Date, Requested, Due to Ship, Earliest Ship, Latest Ship, and Total.

---

13. Settings

Access via Accounts Receivable → Settings.

Global GL Account Settings

These GL accounts are required and must be configured before using the module:

Field	Required	Description
Sales Ledger	Yes	Revenue GL account for product sales
Freight Ledger	Yes	GL account for freight charges
Discount Ledger	Yes	GL account for discounts granted
Tax Ledger	Yes	GL account for collected sales tax
Inventory Ledger	Yes	GL account for inventory cost of goods sold
Cash Ledger	Yes	GL account for cash receipts
Accounts Receivable Ledger	Yes	The AR control account
Prepayments Ledger	Yes	GL account for customer prepayments/deposits

Other Global Settings

Field	Required	Description
Default Payment Type	Yes	Default AR payment type for new receipts
Default Customer Terms	Yes	Default payment terms applied to new customers (the input is not visually marked required, but the form validation requires a value)
SSCC-18 Company Prefix	Yes	Company prefix for SSCC-18 shipping barcode generation (max 10 characters)

Reference Data Tabs

Tab	Description
Customer Terms	Define payment term options (e.g., Net 30, Net 60, 2/10 Net 30, COD)
Customer Freight Terms	Define freight delivery terms (e.g., FOB Origin, FOB Destination, Prepaid)
Customer Statuses	Manage status values for customer accounts
Customer Categories	Manage customer category classifications
Payment Types	Define AR payment types (e.g., Check, ACH, Credit Card, Wire)
Deposit Groups	Define named deposit groups (a description) used to group cash receipts onto bank deposits
Sales Order Types	Define sales order type classifications
Sales Invoice Types	Define sales invoice type classifications
Salesmen	Manage the list of available sales representatives
Sales Tax Jurisdictions	Configure tax jurisdictions with rates for tax calculation in the application
Shipping Carriers	Define available shipping carrier options

---

14. Permissions

Sales Order and Invoice permissions are configured per role. The following capabilities can be granted or restricted:

Permission	Description
Read Sales Orders	View the sales order list and details
Create Sales Orders	Create new sales orders
Update Sales Orders	Edit existing open sales orders
Delete Sales Orders	Delete sales orders
Read Sales Invoices	View the invoice list and details
Create Sales Invoices	Create new invoices
Void Sales Invoices	Void posted invoices
Read Sales Order Shipments	View shipment records
Create Sales Order Shipments	Create new shipments
Update Sales Order Shipments	Edit shipment records
Manage Settings	Access and modify AR Settings

Contact your system administrator to adjust role permissions.

---

15. Worked Examples

Example 1: Standard Order-to-Ship-to-Invoice

Scenario: Henderson Contractors orders 500 concrete anchors at $2.50 each and 100 hex bolts at $1.50 each. Jeff Allen is the salesman. Total order = $1,400.00.

Step 1 — Create the sales order:

1. Navigate to Orders → Manage Orders and click +.
2. Customer = Henderson Contractors, Ship To = Henderson Main Yard — 88 Builder’s Lane.
3. Order Type = Standard, Customer Terms = Net 30, Due to Ship = 02/20/2026.
4. Freight Terms = FOB Origin, Freight Amount = $75.00.
5. Items tab:
   • Line 1: Product = Concrete Anchor 3/8”, Qty = 500, Unit Price = $2.50, Sale GL = 4000 Sales Revenue → Line Amount = $1,250.00
   • Line 2: Product = Hex Bolt 1/2” × 3”, Qty = 100, Unit Price = $1.50, Sale GL = 4000 Sales Revenue → Line Amount = $150.00
6. Salesmen tab: Jeff Allen, Commission Rate = 3%.
7. Click Save. Sales Order SO-4100 created. Total = $1,400.00 + $75.00 freight = $1,475.00.

Step 2 — Allocate inventory:

1. From SO-4100, click Actions → Allocate Inventory.
2. Both products show sufficient stock. Reserve mode → Post.

Step 3 — Ship the order:

1. Open SO-4100 and use its shipment action (the Sales Order Shipments screen has no dedicated menu entry), then click +.
2. Sales Order = SO-4100, Ship Date = 02/20/2026, Carrier = Precision Trucking.
3. Ship all quantities: Anchors = 500, Bolts = 100.
4. Click Save.

Step 4 — Invoice:

1. Navigate to Orders → Manage Invoices and click +.
2. Customer = Henderson Contractors, link to SO-4100.
3. Invoice Date = 02/20/2026, Invoice Type = Standard, Terms = Net 30 → Due Date = 03/22/2026.
4. Line items populate from the order. Click Save.

GL posting:

Account	Debit	Credit
AR Control	$1,475.00
Sales Revenue (configured per line)		$1,400.00
Freight Income		$75.00
COGS	$875.00
Inventory		$875.00

---

Example 2: Partial Shipment and Backorder

Scenario: Henderson Contractors orders 200 stainless steel brackets at $3.75 each ($750.00). Only 150 are in stock; the remaining 50 are backordered.

Step 1 — Create the sales order:

1. Customer = Henderson Contractors, Order Type = Standard.
2. Item: Product = SS Bracket L-Type, Qty = 200, Unit Price = $3.75 → Line Amount = $750.00.
3. Leave Cancel Backorders unchecked (default) to create a backorder for unfulfilled qty.
4. Click Save. SO-4105 created.

Step 2 — Ship what’s available:

1. Create shipment for SO-4105, Ship Date = 02/22/2026.
2. SS Bracket: Shipped Qty = 150 (only 150 in stock). Backorder Qty = 50.
3. Click Save.

Step 3 — Invoice the partial shipment:

1. Create invoice from SO-4105.
2. Invoiced Qty = 150 × $3.75 = $562.50.
3. Click Save. Invoice posted.

Step 4 — Receive backorder and complete:

1. When the remaining 50 brackets arrive in inventory, create a second shipment for SO-4105.
2. Shipped Qty = 50.
3. Create a second invoice: 50 × $3.75 = $187.50.

Result:

• SO-4105 shows: Ordered = 200, Shipped = 200, Invoiced = 200 → Closed.
• Two invoices: $562.50 + $187.50 = $750.00 total.

---

16. Business Rules

Rules are grouped by category. Each rule has an ID for cross-referencing.

Constraints

• BR-SO-C1: Drop Ship Address Required — When Drop Ship is enabled, manual Ship To address fields replace the standard site address and are required.
• BR-SO-C2: Ship Complete — When enabled, the UI prevents partial shipment; all ordered quantity must be available before shipping. This is a client-side control; the flag is stored but not enforced server-side.
• BR-SO-C3: Hold Flag Recorded — The hold flag and Hold Reason are recorded and shown on the sales order (a Hold chip in the order view). There is currently no UI block preventing a held order from being shipped or invoiced, and the hold is not enforced server-side.

Automations

• BR-SO-A1: Customer Pricing — Customer-specific pricing auto-populates unit prices on order lines from special pricing agreements.
• BR-SO-A2: Tax Calculation — Selecting a Sales Tax Jurisdiction causes the application to calculate tax amount on the order/invoice. The server stores the supplied tax percent and amount; calculation occurs client-side.
• BR-SO-A3: Backorder Auto-Create — Partial shipments auto-create backorder quantities for remaining items unless “Cancel Backorders” is checked. Cancel Backorders is a UI-level control; the flag is stored but not enforced server-side.
• BR-SO-A4: Invoice GL Post — Invoice posting auto-creates GL entries: debit the AR Control account / credit the configured revenue account, and for inventory-tracked items: debit the COGS account / credit the Inventory account.

Workflows

• BR-SO-W1: Order-to-Invoice — Create Order → Allocate Inventory → Ship → Invoice → Collect Payment.
• BR-SO-W2: Void and Correct — Voiding an invoice reverses GL entries; a corrected invoice can be issued to replace it.

Cross-Module Effects

• BR-SO-X1: Inventory Allocation — Sales orders create demand that drives inventory allocation; dispatched shipments draw from inventory and reduce on-hand.
• BR-SO-X2: AR Collections — Invoices created from orders enter the AR collections cycle (Cash Receipt → Deposit).
• BR-SO-X3: Commission Tracking — Salesman assignments on orders feed sales performance reports and compensation calculations.

---

17. Troubleshooting / FAQ

Q: I can’t save a drop ship order — “Ship To address required.” When Drop Ship is enabled, the standard Ship To field is replaced with manual address fields that must all be filled (BR-SO-C1). Enter the complete delivery address in the custom fields.

Q: I can’t create a partial shipment — the system requires full quantity. The Ship Complete flag is enabled on the order (BR-SO-C2). The UI prevents partial shipments when this flag is set — all ordered quantity must be available. Disable Ship Complete on the order if partial shipment is acceptable, or wait until full stock is available.

Q: An order is marked on hold — does that stop shipping or invoicing? No. The hold flag and Hold Reason are recorded and shown on the order (a Hold chip) for awareness (BR-SO-C3), but the system does not currently block a held order from being shipped or invoiced. Review the Hold Reason, resolve the issue, and clear the hold for accurate records before proceeding.

Q: I need to void an invoice but the Void button is disabled. Invoices generated from a shipment cannot be voided directly. You must reverse the shipment instead. For standalone invoices (not linked to a shipment), the Void button should be available — check your permissions.

Q: Backorders weren’t created after a partial shipment. The Cancel Backorders checkbox was checked on the order (BR-SO-A3). When checked, partial shipments do not auto-create backorders. Create a new order for the remaining quantity, or re-open the original order if possible.

Q: The invoice amount includes unexpected tax. A Sales Tax Jurisdiction is selected on the order or invoice, which causes the application to calculate tax (BR-SO-A2). If tax should not apply, remove the jurisdiction. If the tax rate is wrong, check the jurisdiction configuration in AR Settings → Sales Tax Jurisdictions.

Q: Customer pricing isn’t populating on order lines. Customer-specific pricing auto-populates from special pricing agreements (BR-SO-A1). Verify the customer has a pricing agreement configured, and that the product is included in that agreement. If no agreement exists, prices default to the product’s standard price.

---

18. Tips & Notes

• Order → Invoice workflow: The typical flow is Create Sales Order → Allocate Inventory → Ship → Invoice. Invoices can also be created directly without a sales order for services or one-off billing.

• Drop ship orders: When Drop Ship is enabled, the ship-to address fields override the customer site address. All required ship-to fields must be filled before saving.

• Order holds: Placing an order on hold records the hold flag and reason and shows a Hold chip on the order, but it does not currently prevent the order from being shipped or invoiced. Always enter a Hold Reason so the team knows why the order is held and what action is needed before processing it.

• Ship Complete: Enabling Ship Complete causes the UI to prevent partial shipments. All ordered quantities must be available before the UI allows the shipment to be created. This is a client-side control.

• Sales tax: Configure Sales Tax Jurisdictions in Settings to enable tax calculation in the application. Once a jurisdiction is selected on an order or invoice, the application calculates and populates the tax percent and amount. The server stores the supplied values.

• Salesman commissions: Adding salesmen to an order or invoice is important for commission reporting. Multiple salesmen can share an order with different commission rates.

• Voiding invoices: Only invoices that were not generated from a shipment can be voided directly. For shipment-based invoices, reverse the shipment instead. The Void Date is required and should typically match your accounting period.

• Corrected invoices: When you issue a corrected invoice after voiding, the system creates a new invoice to replace the voided one. The original voided invoice remains in history for audit purposes.

• SSCC-18 prefix: The SSCC-18 Company Prefix is used for generating compliant GS1 shipping labels. It must match your registered GS1 company prefix.

• Aging dashboard: The Accounts Receivable Aging chart is a static visualization of open AR by aging bucket. To drill into specific customers, use the Top 10 Bad Debt Customers (90+ Days) chart on the AR Dashboard, where clicking a bar opens that customer’s record.

• Product log: The Product Log tab on sales orders and invoices shows the inventory transaction history associated with that document — with columns such as Date, User, Transaction ID, Product ID, Location ID, Pallet ID, Serial Number, Transaction Type, Description, and quantities. Transaction types reflect the underlying inventory movements (for example Manage Shipment, Reserve Inventory, Allocate Inventory, Count Adjustment, and Post Inventory Adjustment) — useful for reconciliation and auditing.