Sales Order field guide

The Sales Order is the commercial promise between quotation and delivery. It is not an invoice, stock issue, or cash receipt. OSERP carries the order through fourteen controlled stages so that price, quantity, tax, inventory, credit, fulfilment, revenue, and customer communication remain traceable.

Header fields

Open Sales → Workspace → New Order.

Field	Demo entry	Purpose and impact
Order number	SO-2026-004281	Immutable document key
Company	Demo Retail Group LLC	Legal ledger scope
Branch	DXB-MAIN	Responsibility and tax location
Customer	Al Noor Hospital	Receivable, price, and credit
Order date	2026-09-17	Commercial event date
Requested date	2026-09-22	Promise and planning
Currency	AED	Price and settlement
Exchange rate	1.0000	Functional conversion
Price list	Hospital contract	Default rates
Payment term	Net 45	Due date and exposure
Salesperson	Maya Rao	Commission and ownership
Warehouse	DXB-COLD	Reservation and picking
Ship-to	Al Noor Hospital, Dubai	Delivery and tax jurisdiction
Bill-to	Al Noor Hospital Finance	Invoice address
Channel	B2B portal	Reporting and workflow
Tax date	2026-09-22	Tax reporting
Status	Draft / approved	Stage gate

The header also stores customer PO, contract, incoterm, carrier, route, service level, project, campaign, shipping instructions, notes, attachments, and external reference. External reference plus company scope should be unique to prevent duplicate imports.

Detail fields

Each line represents an item or service promise.

Field	Example	Purpose and impact
Line number	10	Stable detail reference
Item	MED-INS-100	Inventory or service identity
Description	Insulin Pen 5-pack	Printed line text
Ordered quantity	120	Customer request
UoM	PACK	Quantity interpretation
Base quantity	120	Stock ledger quantity
Warehouse/bin	DXB-COLD/A-03	Allocation and picking
Unit price	AED 85.00	Commercial value
Discount	5%	Approval and margin
Tax code	STANDARD	Tax calculation
Requested date	2026-09-22	Fulfilment promise
Batch policy	FEFO, 180 days	Eligible stock
Cost centre	Hospital channel	Margin dimension
Project/WBS	HOSP-2026	Contract reporting
Line status	Open / reserved	Downstream readiness

The line should show list price, negotiated price, discount amount, tax base, net amount, allocated quantity, delivered quantity, invoiced quantity, and remaining quantity. A partial delivery leaves the balance open; it does not rewrite the original order.

Pricing and discount control

Pricing resolution should be visible: customer contract, price list, item, UoM, currency, effective date, quantity break, campaign, and manual override. If the hospital price is AED 85 and a 5% discount applies to 120 packs, net product value is AED 9,690 before tax. A discount beyond salesperson authority routes to approval with reason, margin impact, and expiry.

Do not copy a price from a previous order without checking currency, tax, UoM, and validity. Price-list versions preserve historic invoices. A manual price change records old value, new value, user, reason, and approver.

Tax, freight, and totals

Totals should expose merchandise, service, freight, discount, taxable base, tax by code, rounding, deposit, and grand total. Tax uses transaction date, item category, ship-to, company, customer tax status, and override permission. A tax-exempt customer requires certificate reference and expiry.

Freight lines may be order-level or detail-level according to policy. Rounding differences use the configured account and are not hidden in price. The order total must reconcile to line totals and tax summary before approval.

Credit and availability checks

Approval validates customer active status, credit limit, overdue balance, blocked status, duplicate PO, item active status, price validity, tax, available stock, minimum shelf life, warehouse, and requested date. A customer with AED 240,000 exposure and AED 250,000 limit should warn or hold a new AED 20,000 order.

Availability separates on-hand, reserved, quarantine, in-transit, and available-to-promise. A line requiring 180 days remaining cannot reserve an earlier-expiring batch. Overrides require role, reason, and audit event.

The fourteen stages

1. Draft — capture header and lines; no reservation or accounting.
2. Validated — required fields, customer, tax, price, and scope pass.
3. Credit checked — exposure and risk decision recorded.
4. Commercial approval — discount, margin, and contract exceptions approved.
5. Confirmed — customer promise fixed; changes become amendments.
6. Reserved — eligible stock held by warehouse, batch, or serial.
7. Pick released — warehouse task and priority created.
8. Picked — scan evidence confirms actual quantity and batch.
9. Packed — carton, weight, seal, and carrier data recorded.
10. Dispatched — inventory issue and delivery document posted.
11. Delivered — proof of delivery or exception attached.
12. Invoiced — invoice references delivered or approved billable lines.
13. Settled — receipt allocated; disputes remain visible.
14. Closed — all quantities, documents, credits, and approvals complete.

Backward movement requires a reason and permission. Cancelled or rejected stages retain who, when, and why. A stage is not complete because a button was clicked; required evidence and downstream impact must exist.

Delivery and invoice linkage

The delivery header records order, warehouse, ship-to, carrier, route, dispatch date, driver, tracking, temperature, and proof. Detail records actual quantity, batch/serial, bin, pack, and variance. Posting relieves stock and debits COGS according to valuation.

Invoice header records customer, order/delivery, tax date, due date, currency, branch, and billing contact. Detail carries delivered quantity, price, discount, tax, revenue account, and dimensions. A credit note references the original invoice and reason; it never edits delivered history.

API and audit mapping

Use order ID, external reference, company, customer, warehouse, currency, lines, and idempotency key. Store response stage, totals, reservation IDs, delivery IDs, invoice IDs, and correlation ID. Retrying a timed-out create uses the same key. A webhook such as sales.order.confirmed must be signature-verified and deduplicated by event ID.

Practice checklist

Create a hospital order with two items, a contract price, discount approval, tax, shelf-life rule, partial reservation, pick, delivery, invoice, partial receipt, credit note, and close. Explain every header and detail field, format/precision, owner, permission, status, stock impact, journal, tax result, API ID, and audit event. Then attempt to confirm a credit-held order and allocate quarantine stock; prove the controls block both.

Related: 14-stage Sales Field Guide, Inventory field guide, Business Partner field guide, Advanced GL Mapping, and API cookbook.