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Sales Order

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A sales order is a document that specifies products and/or services ordered by a specific business partner (customer), as well as the price and terms and conditions.

The Sales Order window allows to register sales related documents with different purposes which is regulated by the Transaction Document field. Depending on the chosen value, the consequences when booking the sales order will be different. These are the types of sales order documents that are available:

Sales Order transaction document.png
POS transaction document.png
Warehouse transaction document.png


The sales order header allows to create a sales order and process it when ready.

The sales order Header lists the main terms and conditions related to the customer order that will be used in the heading of its printed copy and further in its shipment and invoicing process.

It is possible to create new Standard Sales Order, Warehouse and POS Orders as a conversion from an existing Sales Quotation

While creating a new sales order in this window:
in majority of the cases main (and the only) field needed to create a new sales transaction document is the Business Partner field. All other fields are automatically populated based on the selected Business Partner, logged in User preferences and other system default parameters.

Some other fields to note are:

Bulbgraph.png   Note: Reservations are disabled by default. To be able to use them please insert a new Preference using property Enable Stock Reservations with value Y. For more information visit Stock Reservations
Bulbgraph.png   Note: Payment Status field is available from 15Q4. It is disabled by default (but you can change it taking below into account) because filtering or sorting using this field (similar to Delivery Status and Invoice Status) can cause performance issues in environments with large volumes of data. In the 16Q2 release, we plan to add new Openbravo Platform functionality to enable / disable filtering & sorting for columns from the Application Dictionary and after this we will enable Payment Status with the corresponding restriction of sorting and filtering by default.

Below fields are defaulted according to the Customer and Location tabs of the Business Partner window.

There are 3 ways of entering lines into a sales order:

  1. Copying selected products from a history of products ordered by this customer using the Copy Lines button.
  2. Copying all products from the chosen orders selected in the history of all orders for different business partners using the Copy from Orders button.
  3. Manually, line by line, obviously in the Lines tab.

Sales order prepayment

Once a sales order is booked, it is possible to prepay an order by using the process button "Add Payment".


Same as described for Sales Invoice Payment, "Add Payment" window allows to fully or partially prepaid the order created more than once, and even pay other orders and/or invoices at the same time.

It is also possible to add any type of expense related to the payment of that order as a G/L item and even use available credit previously generated for the customer.

Once all of that is properly fulfilled, the payment can be processed or processed and deposit from the financial account.

It is important to remark that the sales invoice created from the order will inherit the payment done for the order.

Sales order cancel and replace process

Sales order cancel and replace is an advanced feature hidden by default, which can be enabled through a preference named "Enable Cancel and Replace.

Once enabled, a new process button named "Cancel and Replace" is displayed only for booked sales orders.


Cancel and Replace feature allows to close a booked sales order and to replace it by a "copy" of it in "Temporal" status, so it can be modified.

For instance:

CR TermporalStatus01.jpg

Once temporary new order has been changed, it is possible to confirm the changes by clicking on "Confirm Cancel and Replace" process button.

Sales order cancel and replace process ends with three documents:

As shown in the image below, replacement order document number is the replaced order document number and a sufix that is the number of times the order has been cancelled and replace.
In case the number of times is only one, replacement order document number will be [Replaced/Original order document number-1]
It is also possible to cancel and replace replacement order. In that case new replacement order document number will be [Replaced/Original order document number-2]

CR NewOrder01.jpg

Same way, as shown in the image below, inverse order document number is replaced order document number and a sufix, that is *R*.

CR InverseOrder01.jpg

There are some flags and fields located under "More Information" section, at sales order lever, that have information about the relations between the different orders involved within cancel and replace process.

The Replaced (original) Order has below listed flag and field:

The Replacement (new) Order has below listed field:

The Inverse Order has below listed field:

Bulbgraph.png   For additional information about how sales order' shipments, invoices and payments are managed within cancel and replace process, please review How to manage "Cancel and Replace" process wiki article.


Lines tab allows to add the products to be included in your sales order. Each product is added by creating a line.

Lines tab lists each product ordered and its characteristics.


Fields to note:

Explode button is shown when selecting a line with a non-stockable BOM product and the product has not already been exploded. When exploding a product, the bill of materials components the selected product consist of are shown in the order. Once you have explode it, you cannot comprime it. You should delete all the lines (first bill of materials components and then the BOM product), and insert again the non-stockable BOM product.

Book button completes the sales order when all the products are entered. If there are non-stocable BOM products and they have not been exploded, the Book process will explode them.

Close button actions closes an order, which implies that :

Warehouse Rule implementation examples

Example 1 You have defined two on hand warehouses for an organization. Warehouse North (priority 10): Unique Attribute warehouse rule

Warehouse South (priority 20)

Create a sales order with quantity 60 and warehouse rule Unique Storage Bin. Book the sales order. Go to create shipments from order and select the newly created sales order. Process it and you will have a good shipment with 60uds taken from Warehouse South-Storage bin S1.

Example 2 You have defined two on hand warehouses for an organization. Warehouse North (priority 10): Unique Attribute warehouse rule

Warehouse South (priority 20)

Note:lotA and lotB are instance attributes for the same product. Create a sales order with quantity 22. Complete the sales order. Go to "create shipments from order" and select the newly created sales order. Process it and you will have a good shipment with 2 lines:

Stock reservations

Sales Order lines can be reserved when the sales order is booked and is pending to deliver.

Fields to be noted:

Manage Reservation pick and execute

Using the Manage Reservation button is possible to open a Pick and Execute window to create and modify reservation for the Sales Order Line. The grid shows all the available stock that can be delivered and the pending to receive purchase orders.


In the grid it is possible to select and set the desired quantity on any available stock. There are validations to avoid setting quantities higher than the available for the specific stock or than the ordered quantity. The Done button will create and process a reservation if none exists with the selected options, note that if the reservation does not exists and the Done button is pressed without selecting any stock or selecting a quantity below the ordered quantity, when the reservation is processed the system will reserve the remaining quantity with the available stock. If a reservation already exists the reserved stock will appear automatically selected and the Done button will update the reservation with the changes done. It is also possible to flag a stock as allocated.

Bulbgraph.png   Note: When the selected Product has the flag Variable Quantity set as true, it is possible to Reserve more Quantity than the Quantity ordered. But be careful, when a Shipment is generated against this Order Line and it is Completed (with the same Quantity or more than in the Order Line), the Reservation will be closed and the Reserved Quantity will be set as the same amount as the Order Quantity to prevent further inconsistency problems. So, it is possible to Reserve more Quantity than Ordered when a Product is set as Variable Quantity, but the Reservation will be set as the original Ordered Quantity when a Shipment is made.

Line Tax

For each sales order line, Openbravo automatically populates the line tax related information in this tab.

Line Tax read-only tab details taxes information for each line of a sales order based on its Tax field which is automatically pre-filled according to the Taxes Setup.

Reserved Stock

Relation of reserved stock and prereserved purchase orders related to the Sales Order Line


For each reserved Sales Order line it is possible to review the reserved stock. It is shown the quantity, storage bin and attribute set value when applies. If there is part of the sales order prereserved it will be also shown the purchase order line. When a prereservation is converted to a reserve it will still have the original Purchase Order Line, but the later will also have a Storage Bin defined. While all prereserved have the Storage Bin blank.

Related Products

In this table the Order Lines related to an Order Line of 'Service' type are added

This tab only will be displayed for those lines with a service that is Linked to Product. It will display the related product lines of a service. The grid has the same fields that the Pick & Edit used to add the lines. This tab is not editable.

Related Products Tab.png

In order to relate product lines to service lines a new button has been added in Sales Order line tab. This button will be displayed when a line with a Service Linked to Product is selected.

Select Order Line.png

Clicking on the button will display a Pick & Edit showing records of the same order of products that could be related to the service. By default is shows records of the same order, but removing the filter expression it will show records of already booked orders that could also be related to the Service.

Select Order Line Pick&Edit.png

For each line selected in this tab a new relation will be created between the service and the selected product line. If a relation already exists it will appear as selected in the grid. To delete the relation just unselect the desired record. Some requirements have to be satisfied in order to be able to create a relation:

It these conditions are not satisfied the selected line will be unselected, not permitting to be selected to relate to the service.

Deferred Sale.png

Deferred Sale Days.png

Fields of the Pick & Edit:

Totals section:

Modify Tax

Bulbgraph.png   This feature is available starting from 3.0PR19Q2.

If the service is configured to modify tax, new taxes are applied automatically during the operation, so after linked the configured service to a product, the new taxes configuration will be applied.

It is not recommended to modify the tax manually afterwards, as the system can create inconsistencies. It is possible however to remove the service product and then the Tax will revert back to it's original value.

Before adding the service that modify taxes.

After adding the service that modify taxes.

Related Services

In this table the 'Service' type product Order Lines related to an Order Line are displayed

This tab only will be displayed for those lines with a product that has related any service. It will display the related services. The grid has the same fields that the Pick & Edit used to add the lines. This tab is not editable.

Related Services Tab.png

Basic Discounts

Lists information about discounts automatically applied based on the customer configuration and / or manually entered for the sales order.

Lists information about discounts automatically applied and / or manually entered for the document.


Edit taxes applied to your order.

Summarizes tax related information for the whole sales order. Contains as many records as tax rates used in the order.

Payment Plan

Shows the total amount expected to be collected upon order booking as well as the amount/s pre-paid or paid against the invoice/s for the order.

Shows total payment amount expected for the order and its fulfillment. This tab is read-only and is populated after processing the document.

Please visit Commons Section for more details.

Payment Details

Displays the details of the payments (pre-payments or regular payments) received for the order or for the invoice/s of the order.

Displays the details of the payments (pre-payments or regular ones) received for the order.

Replacement Orders

Set of orders replacing a canceled order.


Full list of Sales Order window fields and their descriptions is available in the Sales Order Screen Reference.

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