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Sales Orders

Sales Orders capture customer requests for material purchases and drive the fulfillment process. They are the primary transaction document in the Trading module, connecting customer demand with inventory and finance.

Trading module showing the sales orders list and order management interface
Sales orders within the Trading module

Creating a Sales Order

To create a new sales order, follow these steps:

  1. Navigate to Execute > Trading > Sales Orders.
  2. Click the Add button to open the new sales order form.
  3. Select the Customer from the dropdown list. The customer must already exist in the system as a registered party.
  4. Add materials to the order by selecting items from the material list. Only materials that exist in the active catalog will be available for selection.
  5. Enter the Quantity for each material line item.
  6. Review the Prices that are auto-populated from the active catalog. You can adjust prices manually if your role permissions allow it.
  7. Add any relevant notes or special instructions.
  8. Click Save to create the sales order in draft status.

Sales Order Fields

Field Description Required
Customer The party who is purchasing the materials. Select from registered customers in the system. Yes
Order Date The date the sales order is created. Defaults to the current date. Yes
Material The item being sold. Only materials in the active catalog are available for selection. Yes
Quantity The number of units the customer wants to purchase. Yes
Unit Price The selling price per unit, auto-populated from the active catalog. Can be overridden if permitted. Yes
Total Amount Calculated automatically as Quantity multiplied by Unit Price. Auto
Notes Optional remarks, special delivery instructions, or internal notes. No
Automatic Pricing

When you add a material to a sales order, the system automatically pulls the selling price from the currently active catalog. This ensures consistent pricing across all orders. If no catalog is active, you will need to enter prices manually.

Approval and Fulfillment

Submitting for Approval

Once a sales order is saved, it must be submitted for approval before fulfillment can begin.

  1. Open the saved sales order from the sales order list.
  2. Review all line items, quantities, and prices for accuracy.
  3. Click Request Approval to submit the order into the approval workflow.
  4. The designated approver(s) will receive a notification and can review the order from their My Approvals queue on the Home screen.
  5. Once approved, the sales order status changes to Approved and is ready for fulfillment.

Fulfilling the Order

After approval, the order is fulfilled by issuing materials from stock.

  1. Open the approved sales order.
  2. Click Fulfill or Issue from Stock.
  3. The system checks current stock levels against the ordered quantities.
  4. If sufficient stock is available, the materials are issued and the order status moves to Fulfilled.
  5. A sales invoice is automatically generated and tracked in accounts receivable.
Insufficient Stock

If stock levels are insufficient to fulfill the order, the system will not allow direct fulfillment. In this case, you can convert the sales order into a Material Requisition to trigger procurement. See the Procurement Integration section below.

Procurement Integration

When existing stock cannot fulfill a sales order, JobNext provides a seamless path to procurement.

Converting to a Material Requisition

  1. Open the approved sales order that cannot be fulfilled from stock.
  2. Click Convert to MR (Material Requisition).
  3. The system creates a Material Requisition pre-populated with the materials and quantities from the sales order.
  4. The MR enters the standard procurement workflow: RFQ, vendor offers, purchase order, and material receipt.
  5. Once the procured materials are received into stock, return to the sales order and fulfill it.

This integration ensures that customer demand drives procurement activity, keeping inventory aligned with actual sales requirements.

Sales Order Statuses

Status Description
Draft The order has been created but not yet submitted for approval. It can still be edited.
Pending Approval The order has been submitted and is awaiting approval from the designated approver(s).
Approved The order has been approved and is ready for fulfillment.
Fulfilled Materials have been issued from stock and the order is complete. An invoice has been generated.
Rejected The order was rejected during the approval process. The requester is notified with the reason.
Tip: Monitor Stock Before Ordering

Before creating large sales orders, check current stock levels using the Stock Management module. This helps you set realistic delivery expectations with customers and avoid delays caused by procurement lead times.