Wholesale & Commercial DistributionOptional Module

Sales Orders (SO)

1. Overview & Purpose

What are Sales Orders (SO)?

Sales Orders formalizes commercial commitments between corporate buyers and the enterprise. It locks agreed pricing, validates credit limits, reserves stock, and schedules delivery order generation.

Menu Location:Sales > Orders

2. When to Use Sales Orders

Corporate Client Bulk Purchase Agreement (Hotel / Supermarket)

A regional hotel chain places a commercial wholesale purchase for 500 cases of bottled beverages with agreed wholesale tiered discounts and scheduled delivery dates.

Recommended Action:Create a Sales Order capturing the customer account, delivery consignee address, and locked unit prices. The system generates an official sales confirmation slip.

Automated Credit Limit Verification & Exposure Guard (NET30)

A B2B distributor requests a Rp 40.000.000 order on NET30 terms, but currently has Rp 25.000.000 in open invoices against a configured Rp 50.000.000 credit ceiling.

Recommended Action:The ERP automatically calculates total credit exposure (invoices + unbilled deliveries); if the new order exceeds the ceiling, the order halts for Credit Manager authorization.

Warehouse Inventory Soft-Reservation for Staged Fulfillment

Preventing fast-moving retail store cashiers from selling off inventory that was already promised to a corporate client with scheduled delivery next week.

Recommended Action:Approving the Sales Order automatically soft-reserves warehouse stock, deducting from "Available to Promise" (ATP) without creating physical movement until DO dispatch.

Contractual Price Lock against Commodity Inflation

A long-term institutional client signs a purchase agreement requiring price stability over a 90-day procurement cycle despite wholesale market fluctuations.

Recommended Action:Submit the Sales Order to permanently freeze item unit costs, ensuring subsequent delivery orders and invoices honor the contractually locked pricing.

Minimum Order Quantity (MOQ) & Cart Threshold Rules

Wholesale client attempts to order less than master carton quantities (e.g. 5 pieces instead of 24-piece full box).

Recommended Action:The ERP validates MOQ configurations on the customer tier, prompting sales reps to adjust order lines to valid wholesale increments.

Split Consignee Staging across Multiple Branches

Corporate buyer orders 300 units destined for their Bandung branch and 200 units for their Jakarta branch on a single consolidated contract.

Recommended Action:Specify delivery address lines on each order group, enabling the warehouse system to generate separate Delivery Orders for each destination facility.

3. Data Dictionary & Fields

Schema structure for the sales_orders wholesale commercial agreement table:

Field / Column	Input Type	Requirement	Description & Operational Guide
soNumber	STRING(50)	Required	System-generated unique order code (e.g. SO-20260522-001).
customerId	BIGINT (FK)	Required	Reference to customers table identifying corporate client.
branchId	BIGINT (FK)	Required	Selling operational branch governing the transaction.
locationId	BIGINT (FK)	Optional	Primary storage location designated for stock allocation.
orderDate	DATE	Required	Official date the sales order was confirmed.
expectedDeliveryDate	DATE	Optional	Target fulfillment deadline for warehouse dispatch.
paymentTermDays	INTEGER	Required	Commercial credit terms in days (e.g. 0 for COD, 30 for NET30).
subtotalAmount	DECIMAL(18,6)	Required	Pre-tax and pre-discount gross sum of all ordered items.
grandTotal	DECIMAL(18,6)	Required	Final invoiceable value payable upon commercial billing.
status	ENUM	Required	State: DRAFT, SUBMITTED, APPROVED, REJECTED, CLOSED, CANCELLED.

4. Interface Preview

Sales Orders directory showing corporate customer accounts, order statuses, credit terms, and delivery scheduling options.

inventories-web

Menu Location:Route: /admin/sales/orders

Screen Preview: Sales Orders Console Interface

Visual interface illustration and control layout for menu Route: /admin/sales/orders

1Add Sales Order2Credit Limit Verification3Valuation & Tax Columns4Generate Delivery Order

Sales Orders management grid displaying SO codes, corporate client profiles, order amounts, and downstream delivery statuses.

5. Creating a Sales Order

Open Sales Orders Console

Navigate to Sales > Orders from the sidebar navigation.

Launch Order Creation Form

Click Add Sales Order button in the upper toolbar.

Select Customer & Delivery Terms

Choose corporate Customer, delivery address, and expected delivery date.

Add Items & Validate Stock

Add products, order quantities, and agreed wholesale unit prices.

Submit for Credit Review

Click Submit to route order to credit control and sales supervisor.

6. Credit Review & Approval

Credit & Inventory Review

Supervisor reviews customer payment track record and on-hand stock.

Authorize Order

Click Approve. Approved orders become available for warehouse dispatch.

7. Cancellation & Closure

Partial Delivery Closure Notice

If an order is partially fulfilled and the buyer decides not to accept the remaining balance, do not cancel the order. Close the order to preserve history on delivered items while releasing remaining reserved stock.

Order Cancellation Controls

Orders with no dispatched deliveries can be cancelled with mandatory reason remarks.

Partially delivered orders should be closed rather than cancelled.

8. Cross-Module Impact

Target Subsystem	Relational & Transactional Effect
Delivery Orders (DO)	Approved SO serves as mandatory parent document authorizing warehouse item dispatch.
Customers & Credit Management	Reserved amounts increment customer exposure toward their credit ceiling.
B2B Sales Invoices	Provides commercial billing benchmark for invoicing dispatched quantities.

Operational Best Practices

Always verify customer credit limit utilization before approving high-value orders.
Use address snapshots to ensure delivery addresses remain immutable across re-prints.