Create Sales Order in Business Central D365:
(1) A sales order (SO) is a document that represents an agreement with a customer to sell goods or services. The document also helps keep track of products shipped that are made toward the order and, later, the accounting of customer invoices that the customer bills toward the order.
(2) In this blog as per Microsoft, we will see the creation of a Sales Order. It’s more typical for sales orders to be created automatically as a result of master planning and other processes. Sales orders are typically created by a salesperson.
(3) SOs include several status fields that indicate the progress of the order. All these fields are visible in the Header view of the order, and a few of them are also visible in the grid overview of all orders.
- Open order – Orders have been created, and quantities are on order.
- Shipped – Some of the quantities have been shipped, but they haven’t been invoiced yet.
- Invoiced – The full quantity on the order has been invoiced. Note: If an order has been partially invoiced, neither shipped status nor Invoiced status is appropriate. Therefore, the order will still have the status of Open order.
- Canceled – An order was confirmed but later canceled. Therefore, this status indicates that there are no longer any open quantities on order.
(4) Open D365 BC and type “Sales Order” in the search box, as shown.
(5) After that, the Sales Order list opens, and press the “New” button, as shown.
(6) Enter the information, as shown below.
- General Tab: In this tab, Customer Detail and Sales Order information, as shown.
| Field Name | Field Description | Importance |
|---|---|---|
| No. | Specifies the number of the involved entry or record, according to the specified number series. If no. series relation defined, then “No.” field is visible at the time of creating “Sales Order” | Mandatory |
| Customer No. | Specifies the number of the customer who will receive the products and be billed by default. | Mandatory |
| Customer Name | Specifies the name of the customer who will receive the products and be billed by default. | Mandatory |
| Address | Specifies the address where the customer is located. But you change as per the business requirement | Mandatory |
| Address 2 | Specifies additional address information. Auto update as per the Customer Master | Mandatory |
| City | Specifies the city of the customer on the sales document. Auto update as per the Customer Master | Mandatory |
| Post Code | Specifies the postal code. Auto update as per the Customer Master | Mandatory |
| Country/Region | Specifies the country or region of the address. Auto update as per the Customer Master | Mandatory |
| Contact No. | Specifies the number of the contact person that the sales document will be sent to | Optional |
| Mobile Phone No. | Specifies the mobile telephone number of the contact person that the sales document will be sent to. | Optional |
| Specifies the email address of the contact person that the sales document will be sent to. | Optional | |
| Contact | Specifies the name of the person to contact at the customer. | Optional |
| No. of Archived Versions | Specifies the number of archived versions for this document. | Auto Update |
| Document Date | Specifies the date when the related document was created. | Mandatory |
| Posting Date | Specifies the date when the posting of the sales document will be recorded. | Mandatory |
| VAT Date | Specifies the date used to include entries on VAT reports in a VAT period. This is either the date that the document was created or posted, depending on your setting on the General Ledger Setup page | Mandatory (at the time of using VAT functionality.) |
| Order Date | Specifies the date the order was created. The order date is also used to determine the prices and discounts on the document. | Mandatory |
| Due Date | Specifies when the related sales invoice must be paid. | Mandatory |
| Requested Delivery Date | Specifies the date that the customer has asked for the order to be delivered. | Optional |
| Promised Delivery Date | Specifies the date that you have promised to deliver the order, as a result of the Order Promising function. | Optional |
| External Document No. | Specifies a document number that refers to the customer’s or vendor’s numbering system. | Mandatory |
| Your Reference No. | Specifies the customer’s reference. The content will be printed on sales documents. | Optional |
| Salesperson Code | Specifies the name of the salesperson who is assigned to the customer | Optional |
| Campaign No | Specifies the number of the campaign that the document is linked to. | Optional |
| Opportunity No. | Specifies the number of the opportunity that the sales quote is assigned to | Based on Setup |
| Responsibility Center | Specifies the code of the responsibility center, such as a distribution hub, that is associated with the involved user, company, customer, or vendor | Based on Setup |
| Assigned User ID | Specifies the ID of the user who is responsible for the document. | Optional |
| Status | Specifies whether the document is open, waiting to be approved, has been invoiced for prepayment, or has been released to the next stage of processing. | Informative |
| Work Description | Enter Narration regarding the document. | Optional |
| Exclude GST in TCS Base | Select this field to exclude GST value in the TCS Base | As per requirement |
- Line Tab: In this tab, Line Detail information, as shown.
| Field Name | Field Description | Importance |
|---|---|---|
| Type | Specifies the type of entity that will be posted for this sales line, such as Item, Resource, or G/L Account. | Mandatory |
| No. | Specifies what you are selling, such as a product or a fixed asset. You’ll see different lists of things to choose from depending on your choice in the Type field. | Mandatory |
| Description | Specifies a description of what you’re selling. Based on your choices in the Type and No. fields, the field may show suggested text that you can change it for this document. To add a comment, set the Type field to Comment and write the comment itself here.. | As per requirement |
| Location Code | Specifies the inventory location from which the items sold should be picked and where the inventory decrease is registered. | Mandatory/Auto update as per the header information. |
| Quantity | Specifies how many units are being sold.. | Mandatory |
| Unit of Measure Code | Specifies how each unit of the item or resource is measured, such as in pieces or hours. By default, the value in the Base Unit of Measure field on the item or resource card is inserted.. | Mandatory |
| Unit Price Excl. VAT | Specifies the price for one unit on the sales line. | Mandatory |
| Line Amount Excl. VAT | Specifies the net amount, excluding any invoice discount amount, that must be paid for products on the line. | Auto Updated |
| Qty. to Ship | Specifies the quantity of items that remain to be shipped. | Mandatory at the time of shipping the items. |
| Quantity Shipped | Specifies how many units of the item on the line have been posted as shipped. | Auto updated |
| Qty. to Invoice | Specifies the quantity that remains to be invoiced. It is calculated as Quantity – Qty. Invoiced. | Mandatory at the time of invoicing the items. |
| Quantity Invoiced | Specifies how many units of the item on the line have been posted as invoiced. | Auto updated |
- Invoice Tab: In this tab, Invoice/Billing Detail information, as shown.
| Field Name | Field Description | Importance |
|---|---|---|
| Currency Code | Specifies the currency of amounts on the sales document. | As per requirement |
| Company Bank Account Code | Specifies the bank account to use for bank information when the document is printed. | As per requirement |
| Prices Including VAT | Specifies if the Unit Price and Line Amount fields on document lines should be shown with or without VAT. | As per requirement |
| VAT Bus. Posting Group | Specifies the VAT specification of the involved customer or vendor to link transactions made for this record with the appropriate general ledger account according to the VAT posting setup. | Mandatory (country specific) |
| Payment Terms Code | Specifies a formula that calculates the payment due date, payment discount date, and payment discount amount. | Optional |
| EU 3-Party Trade | Specifies if the transaction is related to trade with a third party within the EU. | Optional |
| Payment Service | Specifies the online payment service, such as PayPal, that customers can use to pay the sales document. | Optional |
| Department Code | Specifies the code for Shortcut Dimension 1, which is one of two global dimension codes that you set up in the General Ledger Setup window | Optional |
| Project Code | Specifies the code for Shortcut Dimension 2, which is one of two global dimension codes that you set up in the General Ledger Setup window. | Optional |
| Payment Discount % | Specifies the payment discount percent granted if payment is made on or before the date in the Pmt. Discount Date field. | Optional |
| Direct Debit Mandate ID | Specifies the direct-debit mandate that the customer has signed to allow direct debit collection of payments. | Optional |
| Applies-to Doc. Type | Specifies the type of the posted document that this document line will be applied to. | As per the requirement |
| Applies-to Doc. No | Specifies the number of the posted document that this document line will be applied to. | As per the requirement |
- Shipping and Billing Tab: In this tab, Shipping Detail information is entered, as shown.
| Field Name | Field Description | Importance |
|---|---|---|
| Ship-to | Specifies the address that the products on the sales document are shipped to. Default (Sell-to Address): The same as the customer’s sell-to address. Alternate Ship-to Address: One of the customer’s alternate ship-to addresses. Custom Address: Any ship-to address that you specify in the fields below. | Mandatory |
| Contact | Specifies the name of the contact person at the address that products on the sales document will be shipped to. | Optional |
| Bill to | Specifies the customer that the sales invoice will be sent to. Default (Customer): The same as the customer on the sales invoice. Another Customer: Any customer that you specify in the fields below | As per requirement |
| Location Code | Specifies the location from where inventory items to the customer on the sales document are to be shipped by default. | As per requirement |
| Shipment Date | Specifies when items on the document are shipped or were shipped. A shipment date is usually calculated from a requested delivery date plus lead time. | As per requirement |
| LR/RR No | Specifies the lorry receipt number of the document. | As per requirement |
| LR/RR Date | Specifies the lorry receipt date. | As per requirement |
- Foreign Trade Tab: In this tab, Foreign Trade information is entered, as shown.
| Field Name | Field Description | Importance |
|---|---|---|
| Transaction Specification | Specifies a specification of the document’s transaction, for the purpose of reporting to INTRASTAT. | As per requirement |
| Transaction Type | Specifies the type of transaction that the document represents, for the purpose of reporting to INTRASTAT. | As per requirement |
| Transport Method | Specifies the transport method, for the purpose of reporting to INTRASTAT | As per requirement |
| Entry Point | Specifies the code of the port of entry where the items pass into your country/region, for reporting to Intrastat. | As per requirement |
| Area | Specifies the destination country or region for the purpose of Intrastat reporting. | As per requirement |
- Tax Information Tab: In this tab, Tax information is entered, as shown.
| Field Name | Field Description | Importance |
|---|---|---|
| Invoice Type | Specifies the Invoice type as per GST law. | Mandatory in case of GST |
| Bill Of Export No. | Specifies the bill of export number. It is a document number which is submitted to custom department . | Mandatory in case of Custom duty |
| Bill Of Export Date. | Specifies the entry date defined in bill of export document. | Mandatory in case of Custom duty |
| E-Commerce Customer | Specifies the customer number for which merchant id has to be recorded. | Mandatory in case of E-Commerce |
| E-Commerce Merchant Id | Specifies the customer number for which merchant id has to be recorded. | Mandatory in case of E-Commerce |
| Reference Invoice No. | Specifies the Reference Invoice number. | Optional |
| GST Without Payment of Duty | Specifies if the GST order is with or without payment of duty.. | Mandatory in case of GST |
| GST Invoice | Specifies if GST is applicable. | Mandatory in case of GST |
| POS Out of India | Specifies if the place of supply of invoice is out of India. | As per requirement |
| GST Bill-to State Code | Specifies the bill-to state code of the customer on the sales document. | Mandatory in case of GST |
| GST Ship-to State Code | Specifies the ship-to state code of the customer on the sales document | Mandatory in case of GST |
| Location State Code | Specifies the sate code mentioned of the location used in the transaction | Mandatory |
| Customer GST Reg. No. | Specifies the GST registration number of the customer specified on the Sales document. | Mandatory in case of GST |
| Ship-to GST Reg. No. | Specifies the ship to GST registration number of the customer specified on the Sales document. | Mandatory in case of GST |
| Nature of Supply | Specifies the nature of GST transaction. For example, B2B/B2C | Mandatory in case of GST |
| GST Customer Type | Specifies the type of the customer. For example, Registered, Unregistered, Export etc | Mandatory in case of GST |
| Vehicle No. | Specifies the vehicle number on the sales document. | Optional |
| Vehicle Type | Specifies the vehicle type on the sales document. For example, Regular/ODC. | Optional |
| Distance (Km) | Specifies the distance on the sales document. | Optional |
| Mode of Transport | Specifies the transportation mode e.g. by road, by air etc. | Optional |
| Post GST to Customer | Specifies if the GST amount post to Customer | Optional |
| TDS Certificate Receivable | Selected to allow calculating TDS for the customer. | Optional |
- Prepayment Tab: In this tab, Prepayment information is entered, as shown.
| Field Name | Field Description | Importance |
|---|---|---|
| Prepayment % | Specifies the prepayment percentage to use to calculate the prepayment for sales. | As per requirement |
| Compress Prepayment | Specifies that prepayments on the sales order are combined if they have the same general ledger account for prepayments or the same dimensions. | As per requirement |
| Prepmt. Payment Terms Code | Specifies the code that represents the payment terms for prepayment invoices related to the sales document.. | As per requirement |
| Prepayment Due Date | Specifies when the prepayment invoice for this sales order is due.. | As per requirement |
| Prepmt. Payment Discount % | Specifies the payment discount percent granted on the prepayment if the customer pays on or before the date entered in the Prepmt. Pmt. Discount Date field. | As per requirement |
| Prepmt. Pmt. Discount Date | Specifies the last date the customer can pay the prepayment invoice and still receive a payment discount on the prepayment amount.. | As per requirement |
(7) After doing the above step, Post the Sales document. (Learn Here: How to Ship and Invoice Sales Documents in D365 BC).
