Sales Orders
Sales Orders
A Sales Order is the confirmed agreement between you and your customer — it locks in what will be sold, at what price, and under what terms. Once confirmed, the Sales Order drives everything downstream: it authorizes the warehouse to pick and ship, triggers the customer invoice, and optionally creates a purchase order if you need to source items. Every delivery, invoice, and payment links back to the originating Sales Order, giving you complete traceability through the entire sales cycle.
Sales Orders list, confirmed customer commitments awaiting delivery.
How to create a Sales Order
- Go to Sales > Sales Orders.
- Click + New (or Convert from an accepted Quote — see Quotes).
- Select the Customer — this loads their currency, Payment Terms, price list, warehouse, and salesperson defaults.
- Set the Order Date and the Expected Delivery Date.
- Add your lines (see below).
- Review all totals and terms, then click Save.
- When the order is final, click Lock — this confirms the order, prevents further edits to prices and quantities, and makes downstream documents available.
Adding order lines
- Click Add Line.
- Select the Product. The unit price, tax code, and pack size default from the product's settings and the customer's price list.
- Enter the Quantity. For pack-size Products, enter the number of packs — CifraHQ tracks both packs and units.
- Adjust the Unit Price or Discount % if needed.
- Confirm the Tax Code.
You can also click Add Bundle to insert a pre-defined product bundle as a set of lines.
Field reference
| Field | What it means |
|---|---|
| Customer | The company or individual placing the order. Locked after the first save. |
| Order Date | The date the order was placed. Used for period reporting and aging. |
| Expected Delivery Date | When the customer expects to receive the goods. Shown on the delivery document so your warehouse can prioritize. |
| Sales Person | The team member responsible for this order. Defaults from the customer and drives commission calculations. |
| Warehouse | The warehouse from which goods will be shipped. Affects stock availability and delivery routing. |
| Payment Terms | Drives the due date on the invoice generated from this order. Defaults from the customer. |
| Currency | Defaults from the customer. Exchange rates are applied at invoicing. |
| Reference Number | The customer's internal PO number or order reference — put it here so it appears on the invoice for easy matching on their end. |
| Notes | Internal or customer-facing notes. Toggle visibility to control what prints on the delivery or invoice. |
Line fields
| Field | What it means |
|---|---|
| Product | The item being sold. Drives default price, description, and tax code. |
| Description | Editable per line — useful if the customer's systems use different product names. |
| Quantity | Units ordered. For pack-size Products, enter the number of packs. |
| Unit Price | Price per unit (or per pack). Defaults from the product or the customer's price list. |
| Discount % | Line-level percentage discount applied before tax. |
| Tax Code | The applicable tax rate for this line. |
| Subtotal | Quantity × Unit Price minus discount, before tax. Calculated automatically. |
Document lifecycle
| Status | What it means |
|---|---|
| Draft | In preparation — fully editable, no commitment made. |
| Locked | Confirmed and ready for fulfillment. Prices and quantities are locked; downstream documents can be created. |
| Partially Delivered | Some lines have been shipped via a delivery; remaining quantities are still open. |
| Delivered | All lines have been shipped and delivery documents are posted. |
| Invoiced | An invoice has been generated for this order. |
| Cancelled | Voided before any delivery was made. No Inventory or Accounting impact. |
| Archived | Fully processed and closed. Read-only. |
What you can do from a locked Sales Order
Once locked, use the action buttons to drive fulfillment:
- Create Delivery — opens an Inventory Delivery with all undelivered lines pre-filled. Reduces Inventory and records shipment. Do this once per shipment if you're delivering in multiple batches.
- Create Invoice — generates a customer invoice for lines that have been delivered (or all lines, if invoicing before delivery).
- Create Purchase Order — raises a PO to your supplier to source items for this order. Useful for drop-ship or made-to-order Workflows.
If CifraHQ is integrated with P4 Warehouse, deliveries are created automatically by the warehouse system when the order is picked and packed — you won't create them manually.
Tips
- Convert from Quote: If the customer accepted a Quote, use Convert to Order on the Quote instead of creating a new order. All lines, prices, and terms carry over — and the quote is marked as accepted for reporting.
- Partial deliveries: For large orders shipped in batches, click Create Delivery as each batch ships. The Sales Order tracks delivered vs. outstanding quantities and stays open until everything is shipped.
- Customer PO number: Enter the customer's own order reference in the Reference Number field — it prints on your invoice and helps the customer match your invoice to their PO without calling you.
- Back-orders: If an item is out of stock, lock the order with the full quantity. Create a partial delivery for what you have, and create a second delivery later when stock arrives. The order remains open until all quantities are delivered.
- Price protection: Locking the order freezes prices. If a customer asks to change a quantity after locking, cancel and recreate — or adjust via a credit note after invoicing.
Related: Quotes · Inventory Deliveries · Invoices · Customers · Commission Rules
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