Sales

Create and confirm sales orders

A sales order starts as a draft you can change freely. Confirming it commits stock to every line at the location you chose, so that stock can’t be sold twice.

Create a draft sales order

1. Open Sales orders, then use New sales order at the top of the page.
2. Enter the Order number, such as SO-1001, and the Currency, such as USD.
3. In Customer, choose the contact, such as Alder Retail.
4. Choose a Channel and enter a Reported total and Ordered at if you have them. Leave Status as it is.
5. Select Save record.

Add lines

1. Open the order and select New line under Lines.
2. In Variant, choose the SKU being sold. Type to search by SKU or item name.
3. Enter a Description, the Quantity in the SKU’s selling unit and the Unit price.
4. Select Save record.

To change a line while the order is a draft, point at it and select Edit.

For example, line 1 of SO-1001 could be 2 of COAST-JADE-6 at 42.00 USD, which is two six-packs.

Choose where each line ships from

1. To see what each location has, open Inventory, select Inventory items and open the line’s inventory item. Locations shows what is on hand and available at each.
2. Back on the order, choose the location to ship from in each line’s Location.

Your choice is saved straight away. Choosing a location doesn’t commit stock yet; that happens when you confirm.

Confirm a sales order

1. Check every line has a location. Until then, the order says “Allocate every line to confirm.”
2. Select Confirm sale.

Biosphere commits stock for all lines together, or for none. The order’s status becomes open, its lines are locked, and Committed shows the stock set aside. If Ordered at was empty, it is set to now.

Fix a sale that won’t confirm

• Record a physical count before reserving this stock. The item has never been counted at that location. Count it, or choose another location.
• This location has insufficient physical stock for the change. Available stock doesn’t cover a line. Choose another location, reduce the quantity, or count or receive more stock.
• A sales SKU needs a valid stock requirement and selling increment. A line has no variant, its variant has no stock source, or its quantity isn’t a multiple of the smallest selling increment. Set the stock source, or fix the line.

What to know

• A customer is optional, but it must be a contact with the Customer role.
• Only a draft can be edited. After confirming, fulfill or cancel what remains, and put anything extra on a new order.
• A confirmed order keeps the prices, units and stock sources it was confirmed with, even if the catalog changes later.
• Draft orders and lines can’t be deleted. A draft commits no stock, so an unused draft affects nothing.
• An order’s currency can’t change once it has lines.
• Committed stock stays committed until it is fulfilled or the remainder is cancelled. A count never releases it.