Sales Orders

Once the customer confirms the quotation, it will be automatically converted into a sales order.

Sales Orders are a core part of the sales process in any business. A sales order documents all confirmed transaction details  including products, quantities, pricing, and customer information serving as the official agreement between your company and the customer. Before a sales order is created, it typically begins as a Quotation, which is a preliminary commercial document presented to the customer for review and acceptance.

With the MAQSU, you can easily manage the full sales cycle from creating and sending quotations to converting them into confirmed sales orders, tracking delivery status, and monitoring payment progress. This gives both your team and your customers full visibility into every stage of the transaction.

To access Sales Orders, navigate to Sales ‣ Orders ‣ Sales Orders

Once you navigate to Sales Orders, you will see two main views depending on where you are in the workflow:

The Quotations list displays all existing quotations, both draft and posted. The list shows the following columns:

1. Quotation Number – The unique reference number automatically assigned to each quotation (e.g., QT00001, QT00006).
2. Quotation Date – The date the quotation was created.
3. Customer – The name of the customer the quotation is addressed to.
4. Reference – An optional internal reference linked to the quotation.
5. Salesperson – The team member responsible for managing the quotation.
6. Total – The total amount of the quotation including applicable taxes.
7. Status – The current document status: Draft or Posted.

Once a quotation is confirmed and converted, it appears in the Sales Orders list filtered under My Orders. This view displays:

Using the Filters dropdown, you can narrow down the sales orders list by the following options:

• My Orders – Show only orders assigned to you
• Pending Invoice – Orders that have not yet been invoiced
• Order Date – Filter by a specific date range
• Partially Shipped – Orders with incomplete deliveries
• Fully Shipped – Orders where all items have been delivered
• Partially Paid – Orders with partial payment received
• Fully Paid – Orders that have been paid in full
• Add Custom Filter – Define your own filter criteria

You can also use Group By to organize and sort the list according to your reporting needs.

Let's take a look at the creation of a new sales quotation. For this, click the Create button at the top-left of the page, which will open a new quotation form as shown below.

Converting Quotation to Sales Order

To confirm an existing quotation, navigate to the Sales ‣ Orders dashboard and locate the quotation with status Posted. Click on it to open the quotation form and confirm the sales order. This action will convert the quotation into a sales order, allowing you to create an invoice and collect payment.

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Step 1 — Open an existing Quotation

From the sales dashboard, navigate to Sales ‣ Orders find quotation with status Quotation click on it

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Step 2 — Create Order

After creating the quotation, you will see the Create Order button. Clicking this will automatically convert the quotation into a sales order.

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Step 3 — Post

Finally, click the Post button to officially confirm the sales order. This will update the document status from Quotation to Sales Order.

Create New Sales Order

You can use this option if you don't want to create it from scratch or from a quotation. This can be useful if you want to create an order from an existing customer or supplier, or if you want to reuse an existing order template.

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Step 1 — Open Sales Order

From the sales dashboard, navigate to Sales ‣ Orders find the Sales Order menu, click on it to open the sales order list page. From there, you can filter the list to find the order you want to create.

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Step 2 — Create

Click the Create button to create a new sales order based on the selected quotation. This will open a new sales order form with all the details from the quotation pre-filled.

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Step 3 — Complete the required fields

After clicking the Create button, the sales quotation form will open, prompting you to fill in all required fields. This includes customer information, sales quotation date, items, quantities, and prices. Ensure that you accurately fill in all the required fields to create a valid sales quotation.

1. Customer: The name of the customer receiving the sales quotation.
2. Reference: An optional reference number or text to help identify the transaction.
   
3. Doc. No.: The automatically generated document number for the sales quotation.
   
4. Expiration Date: The last valid date that the customer can accept the quotation.
   
5. Quotation Date: The date the sales quotation is created or issued.
   
6. Pricelist: Optionally select a price list to automatically apply special pricing or discounts specified for the customer or the sales quotation accordingly.
   
7. Payment Terms: Specifies the agreed payment time frame or conditions (e.g., Due in 30 days).

After filling in the required fields, you can proceed to add products or services to the sales quotation.

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Step 4 — Add products or services

To populate the sales quotation with items, click the Add a product button within the Order Lines section. Then, complete the required fields for each item, including the product/service, description, quantity, unit price, taxes, and subtotal. This will enable you to accurately capture the items and services being quoted to the customer.

1. Select Product: Choose the product or service you are sales quoting the customer for. Start typing the product name and select the correct entry from the list. This will auto-populate certain fields, such as the default description and pricing.
   
2. Add Description: Optionally, modify or add a detailed description for the item or service on this sales quotation line. This description appears on the final sales quotation sent to the customer.
   
3. Select Account: Pick the appropriate accounting account (e.g., revenue, sales, or service income) to classify this line. The account  determines how this sale is tracked in your financial reports.
   
4. Enter Quantity: Specify how many units of this item/service you are sales quoting. The system will calculate the subtotal for this line accordingly.
5. Select UOM (Unit of Measure): Specify the unit of measure for the item, such as pieces (pc), hours, or kilograms (kg). This affects how quantity and pricing are calculated.
   
6. Enter Unit Price: Input the amount charged per single unit of the product or service. This may fill in automatically from the product's standard price or pricelist, but you can adjust as needed.
   
7. Add Discount: Enter any percentage discount to apply on this particular line. The total for this line will update to reflect the discount amount.
   
8. Select Taxes: Choose applicable taxes (such as VAT or GST) for the product/service. The tax amount will be calculated and shown on  the sales quotation, and included in accounting entries.
   
9. Subtotal: This is the amount for each sales quotation line before taxes. It is calculated as:

            Subtotal = (Quantity × Unit Price) – Discount.
            The subtotal for all lines is summed at the bottom of the sales quotation, before taxes are added.

Additionally, you can structure the sales quotation by:

• Add a section: Organize and categorize related items or services on the sales quotation for enhanced clarity and presentation.
• Add a note: Insert any supplementary comments or instructions for the customer or for your own reference. These notes will appear on the sales quotation.

These supplementary fields assist in providing a clearer sales quotation for the customer and can be viewed or downloaded from the sales quotation record.

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Step 5 — Review Total Summary

Review the sales quotation total summary at the bottom of the sales

quotation form. This section displays:

• Untaxed Amount: The sum of all sales quotation lines before taxes.

• Discount: The total discount applied to all sales quotation lines. (It shows only if discounts are added)

• Taxes: The total tax amount applied to all sales quotation lines. (It shows only if taxes are added)

• Total: The grand total due, including taxes and discounts.

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Step 6 — Save

Once all necessary fields are completed, click Save to create a new sales order. Subsequently, click Post to finalize the sales order, making it visible to the customer and updating the accounting records accordingly.