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MERP25 User Guide: Sales Order Management

Welcome to the Sales Order hub. This module is the starting point for your Order-to-Cash (O2C) process. It allows you to transform customer inquiries into confirmed commitments and coordinates fulfillment with your warehouse.

1. Sales Dashboard & KPIs

When you first enter the Sales Orders menu, you will see a high-level summary of your month's performance: - Sales This Month: The total value of all Confirmed and Delivered orders for the current calendar month. - Open Orders: The count of orders waiting to be confirmed or delivered. - Pending Invoices: Orders that have been delivered but haven't been fully paid yet. - Customer Pipeline: A summary of your active leads and verified customer accounts.

2. Managing the Order List

The main list view provides a real-time status of every transaction in the system.

Searching & Filtering

  • Search: Use the search bar to find orders by Customer Name, Reference Number (e.g., SO/2026/0001), or internal notes.
  • Status Filters: Quickly isolate orders by their stage (Pending, Confirmed, Delivered).

Understanding Status Labels

Each order tracks three distinct statuses simultaneously: 1. Order Status: The authority of the document (Pending vs. Confirmed). 2. Delivery Status: How much of the order has left the warehouse (Pending -> Partial -> Delivered). 3. Invoice Status: How much of the order has been billed to the customer.

3. Creating a Sales Order

You can create a new order by clicking the "New Sales Order" button in the top right.

Method A: Manual Entry

  1. Customer: Search for an existing customer or use the [+] button to create a new one on the fly.
  2. Warehouse: Select which warehouse will fulfill the goods.
  3. Currency: The system defaults to your company's base currency but allows you to switch and get a Live Exchange Rate.
  4. Order Reference: The reference field will show "New" initially. A unique system ID (e.g., SO/2026/0001) is assigned automatically once the order is saved. (See Document Numbering Guide).
  5. Line Items: Search for products. The system will automatically pull descriptions, UOMs (Units of Measure), and Sales Prices.

Method B: AI-Powered Upload (Document Scanner)

If your customer sent a Purchase Order (PDF or Image), you can use the AI Office: 1. Go to AI Office (/ai-office) and use the paperclip icon to upload the PDF. 2. Alternatively, the AI can extract and pre-populate order lines when the document is processed. 3. Review the extracted data and proceed to create the Sales Order manually with the populated details.

[!NOTE] The AI-PO extraction is an assisted workflow. Always review extracted data for accuracy before confirming.

4. The Fulfillment Workflow (Step-by-Step)

Step 1: Save (Draft Phase)

While you are still negotiating or adding items, click "Save Changes". The order remains in the PENDING state and does not affect your inventory or accounting yet.

Step 2: Confirm (The Commitment)

Once the customer approves the order, click "Confirm Order". - What happens? The order is "locked." Inventory is reserved (in principle), and the order is ready for delivery. - Services: If the order contains services (like Consulting), they are marked as "Delivered" immediately upon confirmation.

Step 3: Request Delivery

For physically shipped goods, you must click "Request Delivery" after the order is confirmed. - What happens? This sends a notification to the warehouse team. They will see the items on their "Pending Deliveries" list and can begin picking and packing.

5. Printing & Communication

At any time, you can click the "Print" button to generate a professional PDF document. - Standard Layout: Includes your company logo, TRN (Tax registration), itemized breakdown, and terms. - Exporting: You can download these PDFs to email directly to your customers.

[!TIP] Performance Tip: Our latest update allows you to handle orders with hundreds of items instantly. The system optimizes the "Save" and "Confirm" process to ensure no lag during your peak sales hours.

For different sales scenarios, please refer to the following guides: - POS User Guide: For high-speed retail and terminal management. - Document Numbering Guide: Understanding automatic sequence generation. - Sales Module Index: Overview of all Sales features.