Sales Order Workflow

Sales & CRM · 4 min read

A sales order moves through a defined set of statuses. Each transition either triggers an automatic action or requires a manual step.

Status Flow

DRAFT → CONFIRMED → FULFILLED
             ↓
          INVOICED (invoice created)
             ↓
          CANCELLED (if needed)

Draft

The order is saved but not yet committed. You can freely edit all fields, add or remove lines, and adjust quantities and prices.

Confirmed

Clicking Confirm locks the order. It signals to the warehouse that goods should be prepared. From this status:

A Delivery Note can be dispatched
An Invoice can be generated

Invoiced / Fulfilled

When an invoice is created from the order, the order transitions to Fulfilled. Stock is deducted when the invoice is posted.

Cancelled

A Draft or Confirmed order can be cancelled. Cancellation does not reverse any stock or accounting entries (since none have been posted yet at order stage).

Creating an Invoice from an Order

Open the confirmed order
Click Create Invoice (top-right action)
The invoice is created as a Draft — review it, then click Post
Posting generates the double-entry journal: DR Debtors / CR Revenue / CR VAT Output