How to Create a Sales Order

Overview:

A Sales Order (SO) in N3 AI is a formal confirmation of a sale issued to a customer before delivering goods or services. Creating a sales order allows businesses to track pending orders, manage inventory, and streamline the order fulfillment process. This ensures accuracy in billing, prevents stock-outs, and maintains professional customer communication.

Scenario:

Imagine you are a sales officer in a company that sells office supplies. A client calls to place an order for multiple items, including desks, chairs, and stationery. To process the request efficiently, you need to create a sales order in N3 AI to confirm the order details, check stock availability, and prepare for delivery.

Procedure:

Step 1: Initiate a New Sales Order

• Navigate to the Sales Module → Sales Orders → click Add.

• Select the customer from the existing list or add a new customer if necessary. Ensure that all relevant customer details (address, contact number, and payment terms) are accurate.

Step 2: Add Items to the Sales Order

• Click Add Item or Select Product/Service.

• Enter the quantity for each item. N3 AI will automatically pull the price and apply any existing discounts.

Step 3: Configure Order Details

• Adjust taxes, discounts, and shipping charges as applicable. QNE AI calculates totals in real-time, ensuring accuracy.

Step 4: Review and Save

• Double-check all entries: items, quantities, prices, and customer information.

• Click Save to finalize the sales order.

Step 5: Send the Sales Order to the Customer (optional)

• Open the saved Sales Order and click Send via Email.

• Send the Sales Order and track its status within N3 AI for follow-up.

Procedures: 

1. Editing A Sales Order

• Navigate to Sales → Sales Orders.

• Find the Sales Order in the list the Click to Open It.

• Click Edit.

• Audit Requirement: Log the specific reason for the change in the internal "Remarks" or "Notes" field to ensure the modification is justified for future audits.

• Apply changes and click Save.

2. Deleting A Sales Order

• Locate the Sales Order in the Sales Orders list.

• If your policy allows permanent removal, click the Delete icon.

• Preferred Method: If the order is no longer valid, click Cancel instead. This preserves the transaction history while marking it as inactive.

Application: 

Example 1: Office Supplies Company

A client orders 20 office chairs and 10 desks. The sales officer creates a sales order in N3 AI, selects the items, specifies quantities, and sets the delivery date. The sales order is saved and sent to the client as confirmation. Once the items are ready, the sales order is converted into a delivery note, ensuring accurate stock allocation.

Example 2: Wholesale Distributor

A distributor receives multiple orders from different retailers. Using N3 AI, the sales team creates separate sales orders for each client, applies bulk discounts, and schedules deliveries from different warehouses. This prevents stock mismanagement and streamlines invoicing, enhancing efficiency.

Important Note:

• Editing and Deleting Transactions: According to regulatory guidelines, modifications or deletions of recorded transactions in the system may be strictly prohibited once Computerized Accounting System (CAS) approved. It's vital to adhere to your company's internal policy regarding these functionalities. It is generally advisable to disable or limit the ability to edit/delete to maintain compliance with regulations.

System Scope: QNE AI Cloud Accounting / N3 AI Accounting