Sales Order

SalesOrder No.

Unique identifier for the order. Enter # to auto-generate the next available number when saving. Once saved, the number is permanent. Sequence numbering is global (shared across all stores).

Reference

Optional external reference number (e.g. customer PO number).

Date

The date the order was created. Defaults to today.

Time

The time the order was created. Used for audit tracking.

Store

The store fulfilling the order. Defaults to the current store. Changing the store will: clear the employee and station, validate the customer against the new store, remove any items not stocked in the new store (with a warning), and recalculate all prices.

Station

The workstation where the order was created. Informational only.

Employee

The employee creating the order. Controls the price override security check — if the employee's security type does not allow SELLING_PRICE_OVERRIDE, the Price and Ext Price columns become read-only.

Order Type

The Sales Order Type for this order. Order types control special behaviors:

Standard — Normal order workflow (quote → order → invoice).
Layaway — Creates a linked Layaway record. The customer lookup is filtered to show only customers with Can Layaway? enabled. The order cannot be invoiced until the layaway is fully paid.
Work Order — Service/repair tracking (reserved for future use).
Delivery Order — Delivery tracking (reserved for future use).

Layaway #

Displayed only when the order type is Layaway and a layaway has already been created. Shows the linked Layaway number (read-only). If no layaway exists yet, this field is hidden and the Process Layaway button appears instead (see Action Buttons below).

Status

Transaction status. Controls posting and visibility in lists.

Work Date

Work date for the transaction (may differ from posting date).

Shift

Shift assignment for labour or shift-based reporting.

Memo

Free-form memo or notes attached to the transaction.

Customer

The customer placing the order. Selecting a customer auto-populates: the address, tax exempt status, payment terms, and any customer-specific discounts. If the customer has an alert message, an alert icon appears — click it to view the alert.

Address

The customer's billing address, auto-filled from the customer master. Can be manually edited for this order.

Tax Exempt

If the customer has a tax exemption, it is applied here. Overrides item-level tax so exempt items are not charged tax. Can be changed per order.

Terms

Payment terms from the Terms master. Auto-populated from the customer's default. Can be overridden per order.

Ship Via

Free-text shipping method (e.g. "FedEx Ground", "Customer Pickup"). Carries over when the order is converted to an invoice.

Required By

The date by which the customer needs the order delivered. Used for delivery scheduling and prioritization.

Delivery Status

Tracks the order's fulfillment progress through four stages:

Ordered — Order has been placed but not yet scheduled for delivery.
Scheduled — Delivery has been scheduled.
Delivered — Goods have been delivered to the customer.
Posted — Order has been posted/finalized in the system.

Customer Unit

Optional customer unit the order applies to. Customer units are sub-entities of a customer — branches, departments, or service locations. Cleared if the unit doesn't belong to the new customer when the customer is changed. See the Customer Unit Master.

Job Number

Read-only display of the associated job number, if this order was created as part of a job costing workflow. The job is set programmatically when the order is originated from a task.

Task

Associates the order with a Task for project/job tracking. Changing the task updates the job context.

Picked?

Checkbox indicating whether the items on this order have been physically picked from warehouse locations. Used in warehouse management workflows.

Schedule Delivery?

Checkbox to flag this order for delivery scheduling. When checked, the order appears in delivery management screens.

Force unit item?

Read-only flag set when customer unit restrictions apply. When active, items are constrained to the customer unit's defined product list.

Item Number — Enter or look up an item number. Only sold items appear in the lookup. Selecting an item auto-populates description, size, price, and tax.
Description — Auto-filled from the item master. Can be overridden (e.g. for custom specifications). Double-click to open a multi-line editor for longer text.
Size — The selling size (e.g. Each, Case, Pack). Dropdown populated from the item's defined sizes.
Qty — The quantity being ordered.
Price — Unit selling price, auto-calculated from price schedules. Editable if employee has SELLING_PRICE_OVERRIDE security.
Ext Price — Extended price (Qty × Price). Can be edited directly if price override is allowed; the unit price is back-calculated.
Discount — Shows line-level discounts (percent or dollar, comma-separated if multiple).
Tax — Tax code for this line. Editable only with CHANGE_ITEM_TAX security.

When a serial-tracked item is entered with a quantity, Quasar automatically opens the Select Serial dialog to assign serial numbers.

Available / Selected Lists

The left list shows serial numbers currently in stock. The right list shows serial numbers assigned to this order line. Use the arrow buttons to move serials between lists, or type a new serial number directly.

Extra Data Columns

If extra info fields are defined for the item (e.g. Colour, Warranty Ends), they appear as additional columns directly in the selected serial table. Values are entered inline alongside each serial number. Date fields include a calendar icon for easy date selection.

Item Total — Sum of all line extended prices before discounts and taxes.
Line Discounts — Total of all line-level discounts.
Trans. Discounts — Total of all transaction-level discounts from the Discounts tab.
Tax Total — Total tax amount across all items.
Deposit Total — Total deposits (e.g. container deposits).
Levy Total — Total levies (e.g. environmental levies).
Qty Total — Sum of all line quantities.
Total — Grand total: Item Total − Line Discounts − Trans. Discounts + Tax + Deposits + Levies.

Free-text comment area for internal notes, special instructions, or messages to print on the order confirmation.

Read-only breakdown of all taxes on the order, grouped by tax code:

Tax — The tax code name.
Taxable — Taxable amount for tax-exclusive items.
Tax Amt — Calculated tax on the taxable amount.
Inc. Taxable — Taxable amount for tax-inclusive items.
Inc. Tax Amt — Tax extracted from tax-inclusive prices.

Ship To

An optional different customer as the delivery recipient. If goods are shipped to a different location than the billing customer, select the ship-to customer here. The address auto-populates from that customer's record.

Address

The shipping address, auto-filled from the Ship To customer. Can be manually edited for this order.

Include Tax?

When checked, the price for this line includes tax (tax-inclusive pricing). Toggling recalculates the line total and tax breakdown.

Include Deposit?

When checked, the price includes the deposit amount. Toggling recalculates the line total.

Discountable?

Whether this line is eligible for discounts. Defaults from the item master. Uncheck to exclude from all discount calculations.

Show On Hand?

Toggles the On Hand field. When enabled, displays the current on-hand inventory for this item in the order's store.

Tax

Read-only calculated tax amount for this line.

Deposit

Deposit amount for this line (e.g. container deposit). Editable — recalculates the line total.

Levy

Levy amount for this line (e.g. environmental levy). Editable — recalculates the line total.

On Hand

Read-only current on-hand inventory (shown when "Show On Hand?" is checked).

Discount

Select a predefined line-level discount from the Discount master. Only line-type discounts are shown.

Percent / Dollar

Choose percentage or dollar discount method via radio buttons, then enter the amount. Applied to the line's extended price.

Price Over-ride?

Marks the current line's price as a manual override. When set, the price is not recalculated when the date, customer, or store changes.

Line Disc.

Read-only total line discount for this item.

Line Total

Read-only total for this line after discount, tax, deposit, and levy.

Trans. Disc.

Read-only display of this line's share of the transaction-level discount.

Location

Read-only warehouse location for the item.

Invoiced

Read-only quantity that has already been invoiced from this order. As invoices are created from the order, this tracks the fulfilled quantity.

Transaction-level discounts applied to the entire order, separate from line-level discounts.

Discount — Select a transaction-level discount. Only transaction-type discounts appear.
Percent — Discount percentage (for percentage-method discounts).
Dollars — Discount dollar amount (for dollar-method discounts).
Total — Calculated discount total applied to the order.

Discounts are populated from three sources: (1) system auto-apply discounts, (2) customer-specific discounts, and (3) manually added discounts. When the customer changes, sources (1) and (2) are refreshed.

Lists the Quotes that were converted to create this order. When a quote is converted to an order via the Quote Master's "Create Order" button, the quote is linked here automatically.

Quote # — The originating quote number.
Reference — The quote's reference number.
Date — The date of the quote.
Amount — The total amount of the quote.

Add

Manually link an additional quote to this order. Opens a quote lookup to select a quote. The selected quote's items are merged into the order, and the quote is linked.

Remove

Removes the selected quote link from this order. The quote is unlinked but not deleted.

View

Opens the selected quote in the Quote Master for viewing. Double-clicking a quote row also opens it.

Item Search

Opens a search dialog to find items within the order's line item table by item number or description. Use Next to find the next match. Use Start search at top? to restart. If no more matches are found, offers the option to start over.

Create Invoice

Converts the order into a customer Invoice. Requires the order to be active (not voided). A dialog offers two options:

Default item quantity from order — Pre-fills invoice quantities from the remaining order quantities (ordered minus already invoiced).
Limit quantity to on hand amount — Caps each line's invoice quantity to the current on-hand stock, preventing over-fulfillment.

A new Invoice screen opens with all data from the order. If the invoice is saved, the order is automatically set to inactive. If cancelled, the order remains active for future fulfillment.

Stock Status

Opens the Stock Status screen pre-loaded with the currently selected item, showing on-hand, on-order, and min/max levels across stores.

Linked Items

Opens the Linked Items screen for the selected item, showing substitutes, accessories, and cross-sells. Selecting a linked item adds it to the order.

Process Layaway

Only visible when the Order Type is Layaway, a customer is selected, items exist, and no layaway has been created yet. Clicking this button:

1. Saves any pending changes to the order.
2. Creates a new Layaway record pre-populated with the order's customer, store, employee, and total amount.
3. Opens the Layaway Master where you select a Layaway Plan to define the payment terms.
4. Closes the Sales Order window.

Once a layaway has been created, this button is hidden and the Layaway # field appears in the header instead. The Create Invoice button is disabled until the layaway reaches Paid in Full status.

Security Feature: Once a Layaway has been created from a sales order, the order is automatically locked to prevent tampering with the reserved merchandise. The following controls become read-only:

Item Table — Items cannot be added, edited, or removed. Quantities, prices, sizes, and line discounts are frozen.
Discounts Tab — Transaction-level discounts cannot be added, changed, or removed.
Customer — The customer cannot be changed.
Order Type — The order type cannot be changed.
Tax Exempt — The tax exemption cannot be changed.
Terms — Payment terms cannot be changed.

This lock ensures that the merchandise, pricing, and financial terms on the order remain exactly as they were when the customer agreed to the layaway contract. The order can still be viewed, printed, and emailed. The Create Invoice button becomes enabled only when the layaway reaches Paid in Full status.

Fields such as Comment, Ship Via, Required By, and Picked? remain editable, as they relate to fulfillment logistics rather than the financial agreement.

View Serials

View serial numbers assigned to items on this order.

Save

Saves the order. If auto-number (#) is used, a unique number is assigned. After saving, you are prompted to print the order.

Delete

Deletes the current order.

Copy

Creates a duplicate of the order with a new auto-generated number and today's date.

Print

Prints the order using the sales_order_print.xml report template.

Email

Emails the order to the customer.

Inactive

Marks the order as voided/inactive. Inactive orders remain for historical reference but cannot be converted to invoices.