Sales · Reference

Actions and results

What each Sales button and automatic behaviour does, with worked numbers and what the system refuses.

On this page (24)

Quotations Quotations / Sales orders Quotation record Quotation tab Public acceptance page Prices & margin tab Credit holds Sales order record Availability tab Changes tab Returns tab Down payments & milestones Customer invoice Customer invoices list Credit note Sales settings Quotation templates Return and cancellation reasons Commission plans / Commissions Blanket agreements Reports Applications > Sales > Fields Applications > Sales > Features Sales dashboard

Quotations

Action	When	What you do	What happens
List shows drafts only	Some drafts and confirmed orders	Open Quotations, then Sales orders	Quotations lists only Draft documents; Sales orders lists Confirmed, Delivered and Cancelled; counts match
Pivot view	Several quotations	Switch View to Pivot; group rows by customer, columns by status	Totals equal the list totals for the same filters
Bulk delete	Two drafts and one confirmed order selected	Select them, Delete, confirm	Drafts removed; the confirmed one is kept and named as refused ('not drafts, or not yours to change')
Open by number in the address bar	A quotation SO-xxxx	Paste .../sales/quotations/SO-xxxx into the browser	The record opens directly; after Confirm the same record is titled Sales order

Quotations / Sales orders

Action	When	What you do	What happens
Delivery and Invoice status columns	Orders in different states	Sort and filter on Delivery status and Invoice status	Labels: Nothing to deliver / To deliver / Partially delivered / Fully delivered and Nothing to invoice / To invoice / Partially / Fully / Over-invoiced; filter returns matching orders

Quotation record

Action	When	What you do	What happens
Create a quotation	Signed in as company admin; active customer and products with VAT 5%	New quotation; pick customer; add 2 lines (qty, price, 5% discount on one); Save draft	Saved as Draft with number SO-...; totals = subtotal - discount + 5% VAT; message 'Saved. The record is read-only - choose Edit to continue.'; History shows 'sale.saved'
VAT and totals arithmetic		Line 3 x 100.00, 10% discount, VAT 5%	Net 270.00, VAT 13.50, Total 283.50 on screen, on the list and on the printed quotation
Keyboard line entry	Draft in edit	F3 product, F4 quantity, Enter; F5 price, F6 discount; Ctrl+Enter new line; Enter on the last cell of the last row	Each key jumps to its field; a new line is added only when the current line has a product; Ctrl+S saves
Reorder lines	Draft with 3 lines	Drag a line by its number, or focus the grip and press Alt+Down	Order changes and is kept after Save and on print
Import lines from CSV	CSV: product_code,quantity,price,discount	Import; choose the file	'n lines imported.'; unknown codes skipped; all unknown -> 'No matching products were found...'
Quick create customer		In Customer type a new name, choose 'Create new customer'; fill code, name, TRN, terms; Create	Customer created as Customer (B2B), selected on the quotation; appears in Customers
Edit a draft / discard	A saved draft	Edit; change a quantity; Discard; then Edit, change, Save	Discard keeps the saved values; Save stores the change and History shows old/new values
Edit conflict	Same draft open in two tabs	Save in tab 1, then save in tab 2	Tab 2 refused: 'This record changed. Reload it before saving.'
Validity date set automatically	Settings validity 30 days	Create and save a quotation without Valid until	Commercial tab shows Valid until = today + 30; back-dated quotation still counts from today
Price list pricing	Customer has a price list with a lower price for product P	Add P to a new quotation; save; open Prices & margin	Expected: line takes the price-list price (source = price list). Note what the screen fills in
Duplicate	A confirmed order	Actions > Duplicate	New draft with a new number, today's date, same customer, header and lines; no deliveries, invoices or payments
Archive / restore	A cancelled order	Actions > Archive, then find it and Restore	'Archived. It keeps its number and its history; it is out of the list.'; Restore puts it back
Delete a draft	A draft	Actions > Delete > Delete	Dialog warns about numbering gaps; draft removed; on a confirmed order Delete is disabled (API: 'Only a draft can be deleted. Cancel it, or archive it.')
Print	A draft and a confirmed order	Print menu on each	Draft offers the quotation; confirmed offers the sales order; PDF shows customer TRN, lines, VAT 5% and totals in AED; Arabic labels when printed in Arabic
Smart buttons	An order with a delivery and an invoice	Click Invoices, Deliveries, Journal entry, Customer	Each opens its record (several = a picker); a count with nothing behind it shows a dash
Sidebar figures	Customer with credit limit 10,000 and an open invoice	Open a quotation for the customer	Credit limit, Outstanding and Available shown; recent sales listed; margin % shown red when negative
Confirm order	Valid draft, customer within credit	Confirm order	State Confirmed, title Sales order, moves to Sales orders list; a draft delivery order raised from the default warehouse; credit reserved; History 'sale.confirm'
Confirm with no lines / zero total	Draft with no lines	Confirm order	Refused: 'Add at least one line before confirming.'
Confirm an expired quotation	Valid until = yesterday	Confirm order	Refused: 'This quotation expired on <date>. Extend its validity to confirm it.'
Blocked / held customer	Customer on hold 'Sales orders' or blacklisted	Confirm order	Refused: 'Customer transaction hold: Sales orders. <reason>' or '<name> is blacklisted: <reason>.'
Free line needs a reason	Line with 100% discount (net 0)	Confirm order	Refused: '<description> is given away free: say why on the line.' (there is no field for the reason on screen
Confirm retried with the same key (API)		POST transition confirm twice with the same 'key'; then with the same key and different body	Second identical call returns the same order; different body -> 'That request key was already used for a different confirmation.'

Quotation tab

Action	When	What you do	What happens
Send quotation	Draft with lines, not expired	Quotation tab > Send quotation	'Quotation sent: a new version is frozen.'; version 1 listed as Sent with a reference hash; customer's acceptance link shown
Send again without change	Version 1 sent	Send quotation again with no edits	Refused: 'Version 1 already says exactly this. Send that one again from the mail screen.'
Edit after sending supersedes	Version 1 sent	Edit a price, save; send again	Version 1 becomes Replaced; version 2 Sent; old link says the version has been replaced
Record acceptance by staff	Version sent	Accepted by + Evidence; Record acceptance	'Acceptance recorded.'; version Accepted with name · recorded
Edit an accepted quotation	Version accepted	Edit a line and save	Refused: 'The customer accepted version n of this quotation. Revise it to change it.'; Revise -> 'Quotation open for changes again.'
Apply a template	An active template with 2 lines, 1 optional product, 15 days, terms	Choose template; Apply template	'Template applied.'; lines added, optional product listed, Valid until = today + 15, notes = terms (if empty)
Optional products		Add an optional product; Save optional products; then Add to quotation	Listed outside the total; after Add it becomes a line, totals change and the option shows Added

Public acceptance page

Action	When	What you do	What happens
Customer accepts by link	Fresh link from FN-022	Open the link in a private window; enter name; Accept quotation	Page shows lines, untaxed, tax, total; after accepting: 'Accepted by <name> on <date>. Thank you.'; the quotation shows Accepted · by link
Expired or replaced link	A superseded version link; an expired one	Open each link	Replaced: 'This version has been replaced by a newer offer. Please use the latest link.'; expired: 'This offer expired on <date>. Please ask for a renewed quotation.'; no Accept form

Prices & margin tab

Action	When	What you do	What happens
Line price review	Lines with list price, override and cost	Open Prices & margin	Per line: list price, unit price, 'Typed over the list' when overridden, discount, cost and margin % (margin hidden without margin rights)
Discount over the limit holds	Settings: largest discount without approval = 10%	Line discount 15%; Confirm order	Refused: 'This quotation needs price approval before it is confirmed: A 15% discount is over the 10% allowed without approval.'
Request approval	FN-032 quotation	Why this price? + Request approval	'Approval requested.'; status 'Waiting for price approval'; appears in Price approvals; Confirm says 'Waiting for price approval: ...'
Change after approval	Prices approved	Edit the price or quantity, save, Confirm	Approval no longer matches: confirm needs a new approval (approve of a changed quote -> 'The quotation has changed since this was asked for; ask again.')
Update prices	Price list changed after the quotation was priced	Confirm (refused), then Update prices, Confirm	Confirm refused 'Prices on the list have changed since this quotation was priced...'; Update prices -> 'Prices updated from the price list.'; then confirms
Margin control Warn vs Hold	Settings minimum margin 20%; a line at 10% margin	Margin control = Warn, check; then Hold, Confirm	Warn: shown in Price warnings, confirm allowed; Hold: confirm refused until approved
Hard price rules	Product minimum sale price 50; list row locked	Price 40; or change a locked price; Confirm	Always held: '40.00 is under the product's minimum sale price of 50.00.' / 'The price list locks this price at ...'

Credit holds

Action	When	What you do	What happens
Credit check at confirm	Customer policy Hard block, limit 1,000; quotation 5,000	Confirm order	Refused with 'Credit check: This takes exposure to ..., ... over the limit of 1,000.00. Ask for a credit override (Finance > Credit control)...'; quotation listed in Credit holds with Why

Sales order record

Action	When	What you do	What happens
Delivery order raised	Confirmed order with stocked lines	Click Deliveries smart button	Opens the draft delivery (Inventory) from the order's warehouse; validating it in Inventory sets Delivery status
Raise a missing delivery	Company with 2 warehouses, order without Ship from, no delivery	Deliveries button > choose warehouse > Raise the delivery order	Delivery order created and opened; a second attempt -> 'This order already has a delivery order.'
Deliver (no delivery order)	Confirmed order of a company without warehouses	Deliver	State Delivered; a delivery journal (COGS / inventory) posted; with stock short -> 'Insufficient stock for <CODE>: available n.'
Reset to draft	Confirmed order, delivery not validated	Reset to draft	With a draft delivery waiting -> 'Cancel delivery <WH/OUT/..> before returning this document to draft.'; after cancelling it -> back to Draft, credit released
Cancel order	Draft or confirmed order	Cancel	State Cancelled; credit reservation released; drop-ship POs cancelled with it; posted documents -> 'Posted documents require a reversal.'
Create invoice - full	Confirmed order, invoicing policy Ordered	Create invoice; keep quantities; Raise the invoice	Draft customer invoice INV-... opens with the order's lines; order Invoice status = Fully invoiced after posting; Invoices button counts 1
Create invoice - partial	Order of 10 units	Create invoice; Invoice now = 4; raise; then Create invoice again	First invoice for 4; second dialog shows Already invoiced 4, Left 6; Invoice status Partially invoiced
Invoice on delivered quantities	Policy Delivered, 10 ordered, 6 delivered	Create invoice; try 8	Refused: '<line>: only 6 can be invoiced now - 6 of 10 delivered, 0 already invoiced.'; with nothing delivered the dialog says nothing more can be invoiced
Over-invoicing refused	Fully invoiced order	Create invoice	Dialog: 'Everything on this order has already been invoiced.'
Delivery & invoicing tab	Partly delivered and invoiced order	Open the tab	Per line: Ordered, Delivered, Returned, Invoiced, Credited, To deliver, To invoice and the invoicing policy

Availability tab

Action	When	What you do	What happens
Promise delivery dates	Draft or confirmed order with stocked lines	Open Availability; Promise these dates	Available now / to promise / earliest per line; 'Delivery dates promised.'; the delivery's scheduled date follows the promise

Changes tab

Action	When	What you do	What happens
Change order - reduction	Confirmed order 10 units, nothing delivered	Request change: quantity 8	Applied at once (no approval): 'Change applied.'; order total updated; change listed as Applied
Change order - increase needs approval	Confirmed order	Request change: price up or quantity up	'Change order recorded.' Waiting for approval; appears under Price approvals > Change orders waiting; another user with confirm rights approves -> Applied
Cancel open balance	Order 10, 6 delivered	Cancel what is still to come: Reason 'Cannot supply'; Cancel open balance	'Open balance cancelled.'; 4 cancelled; Delivery status Fully delivered; with 'Other' and no note -> 'This reason needs a note.'

Returns tab

Action	When	What you do	What happens
Create return	Delivered order	Coming back 1; reason Defective; Create return	'Return drafted. Authorise and receive it in Inventory > Returns.'; return listed with status
Credit note from a received return	Return received in Inventory	Create credit note	Draft credit note opens tied to the invoice lines; after posting, Credited column on the order updates

Down payments & milestones

Action	When	What you do	What happens
Down payment invoice	Confirmed order untaxed 10,000	Percentage 20; Create down payment invoice	'Down payment invoice raised.' Draft invoice 2,000 + VAT; listed under Down payments; the final invoice deducts it ('Deducted on')
Milestone billing	Order with Invoicing policy = Milestones	Add steps 30/70; Save steps; Mark reached with proof; Invoice this step	'Billing steps saved.', 'Step reached.', 'Step invoiced.'; invoice for 30%; unreached step -> 'Only a reached step is invoiced.'

Customer invoice

Action	When	What you do	What happens
Post invoice	Draft invoice from FN-050	Post invoice	State Posted; journal: Dr receivable total, Cr revenue net, Cr output VAT 5%; payment badge Not paid; e-invoice handed over where e-invoicing is on
New invoice without an order		Customer invoices > New invoice; customer and a service line; Save; Post invoice	Posts like any invoice; Orders smart button shows a dash
Record receipt (partial)	Posted invoice 1,050.00	Record receipt 500 to a bank account	Payment badge Partially paid; Outstanding 550.00; Payments tab lists the receipt with Open / Reverse payment
Reverse invoice	Posted invoice with a receipt	Reverse; then reverse the payment first; then Reverse	First refused 'Reverse document payments first.'; after reversing the receipt the invoice is Reversed and its journal reversed
Credit this invoice	Posted invoice	Credit this invoice	Draft credit note opens with all the invoice lines, Against invoice set, note 'Credit of INV-...'

Customer invoices list

Action	When	What you do	What happens
Register receipt for several invoices	Two posted invoices of the same customer	Select both; Register receipt	One payment settles both; mixing customers -> 'One payment settles one partner's charges...'

Credit note

Action	When	What you do	What happens
Credit note limits	Invoice for 5 units, earlier note of 2	Credit note against it for 4	Refused: 'INV-... has only 3 of <CODE> left to credit.'
Approve and post note	Draft credit note	Approve note, then Post note	Approved, then Posted; journal reverses receivable, revenue and VAT; goods return via the return receipt, not the note

Sales settings

Action	When	What you do	What happens
Change and audit settings	sales.configure	Change validity to 15, margin control Warn; Save	'Sales settings saved.'; Audit shows 'sales.settings' with before/after values; second tab save -> conflict
Customer PO required	Customer PO number = Required to confirm	Confirm a quotation without PO	Refused: 'This company needs the customer's PO number before an order is confirmed.'
Repeated customer PO	Repeated customer PO = Block	Two quotations for the same customer with PO-TEST-001; confirm the second	Refused: 'Customer PO PO-TEST-001 is already on SO-...'; with Warn only a warning in the Quotation tab
Delivery tolerances	Over-delivery 10%, under-delivery 5%	In Inventory validate a delivery of 11.5 of 10; then 9.6 of 10	11.5 refused 'Only 11 may ship against 10 ordered - the over-delivery tolerance is 10%.'; 9.6 closes the line without a backorder
Ship complete	Shipping policy = When all products are ready	Validate a part delivery with backorder	Refused: 'This company ships orders complete. Deliver everything, or cancel what will not ship.'
Credit re-check at dispatch / invoicing	Ticks on; customer now over a Hard block limit	Validate the delivery; post the invoice	Refused with 'Credit check: the customer is <n> over the limit of <limit>. Ask for a credit override before this goes further.'; order placed on credit hold
Drop-ship evidence	Tick 'A drop shipment needs the supplier's shipment reference'	Validate a drop shipment with no reference	Refused: 'Enter the supplier's shipment reference (waybill or tracking number) to confirm the drop shipment.'

Quotation templates

Action	When	What you do	What happens
Create and archive a template	sales.configure	New template code, name, 2 lines; Save; set Archived	Saved and offered in the Quotation tab; once Archived it is no longer offered

Return and cancellation reasons

Action	When	What you do	What happens
Standard reasons and new reason	New company	Open the screen; add a cancellation reason 'late_install' needing a note	Standard set present (7 return, 4 cancel); new reason offered in Cancel open balance and requires a note

Commission plans / Commissions

Action	When	What you do	What happens
Commission statement	Plan 2.5% for everyone; posted invoices from orders with a salesperson	Commissions for this month	Commission = 2.5% of untaxed per salesperson; a credit note shows as clawback (negative)

Blanket agreements

Action	When	What you do	What happens
Create and activate an agreement	User A drafts, user B activates	A: New agreement, customer, period, 2 products; Save. B: Activate	'Agreement saved.', then 'Agreement active.' with Activated by B; Released / Left per product
Close an agreement	Active agreement	Close	'Agreement closed.'; orders released against it afterwards are refused: 'Agreement SA-... is closed, so nothing can be released against it.'

Reports

Action	When	What you do	What happens
Sales analysis and open orders	Posted invoices and open orders	Open R017 for this month; open R019	R017 lines match posted invoices less credit notes (untaxed, AED); R019 shows To deliver / To invoice matching each order's tab
Gross margin needs margin rights	User without sales.margin.reveal / product.cost.view	Open Reporting > Gross margin (direct link)	Menu hidden; direct call refused: 'Gross margin needs the right to see sales margins.'
Delivery performance and conversion	Orders with promised dates; sent quotations	Open R020 and Quotation conversion	On time / In full / OTIF per order; conversion shows each sent quotation and its outcome

Applications > Sales > Fields

Action	When	What you do	What happens
Branch field Required	Branch mode = Required	Confirm a quotation without a branch	Branch shows *; Confirm refused 'Choose a branch: this company requires one on every sales order.'; impact preview lists drafts without a branch
Branch field Hidden	Branch mode = Hidden, derivation 'No branch'	Open a new quotation; send a branch via API	Field not shown; existing documents keep their branch read-only; API value refused 'Branch is turned off for sales documents in this company.'
Hidden blocked by impact	A branch with its own numbering	Try to set Branch to Hidden with 'No branch'	Refused with the impact reason '<n> active branch(es) number their own documents, so a sales document needs a branch to take a number.'
Customer PO / Delivery date / Sales team / Incoterm place modes	Admin rights on Applications	Set each to Hidden, then Required	Hidden: field gone on new orders; Required: confirm refused '<label> is required by this company before this step.'

Applications > Sales > Features

Action	When	What you do	What happens
Branch on sales documents switch		Turn the feature off and on	Off hides the Branch field everywhere on sales documents; listed capabilities show their status (Commission accrual = planned)

Sales dashboard

Action	When	What you do	What happens
Dashboard figures	Some real orders	Open Sales > Dashboard	Expected: figures from the company's orders. Check the footer note - the page currently shows sample figures

Updated 3 October 2026