salesorder [Chillhub App Knowledge Base]

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When to use a Sales Order

Confirmed Order: When sales or service orders are confirmed but have not yet been delivered.
Partial Delivery: Only part of the order has been delivered and a full invoice cannot be issued yet.
Advance Payment: An advance payment or deposit is required before final invoicing, a sales order can be used to generate a proforma invoice for collection.

Please refer to the guide below for detailed information on sales order module.

Manage Sales Order: Overview of the sales order list including their statuses

Manage Sales Order

Log on to Chillhub App
Navigate the Sales Order page by selecting Menu → Sales Order
The following options are located on the toolbar
- Search: Allows you to search for specific data
- Refresh: Updates the current view by reloading the data
- Export to Excel: Enables exporting the current view data to an Excel file.
- New: Creates a new entry or record in the system.
Additional Filter & Summary:
- Select Month: a calendar selector that allows you to filter sales order by a specific month.
- Monthly Total: Displays a summarized breakdown of the sales order amounts for the selected month
  - Total Incl. Tax: The total sales order amount, including SST taxes.
  - Total Excl. Tax: The total amount before SST taxes are applied.
  - Total Tax: The total SST tax amount for all sales orders during the selected month.
Data Table: (Note that some of these columns may be hidden in the row details)
- : Expand row to view more details.
- : Modify sales order details (Mobile View: expand row to access)
- : Duplicate an existing sales order (Mobile View: expand row to access)
  Notes: Payment, delivery details will not be copied over
- : Opens a menu with additional options
  - : Create a new invoice or modify an existing one for the sales order.
  - : Assign teams and schedule the service or delivery date on the calendar.
  - : Ship the delivery items on the sales order from the selected warehouses
- Sales Order No.: The unique identifier for the sales order
- Status: Shows the current status of the sales order (e.g., Pending, Confirmed, Cancelled)
  - Pending: The sales order has not yet been finalized.
  - Confirmed: The sales order has been finalized and sent to the customer.
  - Cancelled: The sales order has been canceled, and all associated payments and deliveries will be reversed
- Date: The date the sales order was placed
- Customer: The name of the customer associated with the sales order.
- Address: Shows the address of the customer.
- City: The city where the customer is located.
- Contact No.: The contact number for the customer.
- Remark: Any additional notes or remarks related to the sales order.
- Purchase Order No.: The purchase order number related to the sales order.
- Quotation No.: Displays the quotation number related to the sales order.
- Invoice No.: The invoice number associated with the sales order.
  - Once a sales order has been invoiced, it can no longer be edited. Any modifications should be made directly to the corresponding invoice.
- Employee: The name of the employee (e.g. salespersons) responsible for the sales order.
- Total Incl. Tax: The total amount of the sales order, including applicable taxes.
- Total Tax Amount: The total amount of SST tax applied to the sales order.
- Total Excl. Tax: The total amount of the sales order, excluding taxes.
- Paid: Total amount paid toward the sales order.
- Delivery Status: Displays the current delivery status (e.g., None, Partial, Shipped) of the sales order.
  - None: No delivery has been initiated or scheduled.
  - Partial: Some items have been delivered or planned for delivery, but not all.
  - Ready: All items are ready for delivery but have not yet been dispatched.
  - Shipped: The delivery has been completed and shipped to the customer.
  - Cancelled: The sales order has been canceled, any associated delivery and shipping have been reversed.
- Payment Status: Indicates the payment status (e.g., Not Paid, Partial, Paid, Overpaid) of the sales order.
  - Not Paid: No payment has been made towards the sales order.
  - Partial: A partial payment has been made, but the full amount is still outstanding.
  - Paid: The full amount of the sales order has been paid.
  - Overpaid: The amount paid exceeds the sales order total.
  - Cancelled: The sales order has been canceled, so payment has been reversed.
- Scheduled: Indicates whether the sales order has been scheduled for service and delivery.

Sales Order Form

Accessing Sales Order Form: How to create or edit sales order in the system from different entry points

General: Key details such as sales order number, date and customer information

General

Status: Shows the current status of the sales order (e.g., Pending, Confirmed, Cancelled)
Employee: The name of the employee (e.g. salespersons) responsible for the sales order.
Sales Order No.: The unique identifier for the sales order. Automatically generated by the system.
If an sales order number conflict occurs, click the Refresh icon to generate a new sales order number
Date: The date the sales order was issued.
Customer
- : Scan Taxpayer QR code from MyInvois App to automatically populate customer information.
  - Visit User Guide on How to generate Taxpayer QR Code in MyInvois App
- Customer: The name of the customer associated with the sales order.
- Contact No.: The contact number for the customer.
- Individual/Company Toggle: A button to switch between Individual and Company modes, ensuring only the relevant customer information is displayed.
- ID Type: The type of identification used, such as NRIC, BRN (Business Registration Number), Passport No., or Army ID.
- ID No.: The customer identification number corresponding to the selected ID type.
  Note: For BRN, use the new format (e.g., 202001234567).
- SST Reg. No.: The Sales and Services Tax (SST) registration number of the customer (Only required for SST-registrant)
  E.g. A01-2345-67891012
- Tax Identification No.: Tax Identification Number (TIN) of the customer. Company TIN is mandatory, while the Default TIN can be used for individuals.
  E.g. C2584563222
  - : Retrieve Tax Identification Number (TIN) from the MyInvois System using the corresponding ID Number (e.g., NRIC, BRN).
- Use Default TIN: Use EI00000000010 as Tax Identification Number.
- Address: Billing address of the customer
- Postcode: Billing postcode of the customer
- City: Billing city of the customer
- State: Billing state of the customer
- Country: Billing country of the customer
More Information
- Industrial Classification (MSIC) Code: Select the appropriate MSIC Code, which is required for e-Invoice submission.
  Defaulted to default MSIC Code in the Profile
  1. Click the “X” on the right to clear the textbox.
  2. Type in keywords related to your business type (e.g., “retail,” “manufacturing,” “information technology”) to narrow down your options.
  3. Choose the most relevant MSIC Code that best describes your business activities.
    - Visit Official MSIC Code System to find out more MSIC code details
- P/O No.: The Purchase Order number associated with the sales order.
- Quotation No.: The quotation number related to the sales order. (Auto populated if sales order is created from quotation)
- Invoice No.: The invoice number linked to the sales order. (Auto populated if invoice is created from sales order)
- SST Tax Rate: The applicable Sales and Services Tax (SST) rate for the sales order. Defaulted to default SST Rate in Settings
Remark: Any additional notes or remarks related to the sales order.

Items: Adding and managing products or services in the sales order.

Items

The following options are located on the toolbar
- New: Add a new item.
- Add More:
  - New Section: Create a new section within the sales order. Subtotals will be calculated for each section individually.
  - New Discount: Add a discount to the sales order.
Data Table: (Note that some of these columns may be hidden in the row details)
- : Expand row to view more details. (available only in Mobile View)
- : Modify item details (Mobile View: expand row to access)
- : Delete item (Mobile View: expand row to access)
- : More options
  - Add Indent: Indent the selected item
  - Remove Indent: Outdent the selected item
  - Move Up: Shift the selected item or section upward in the list
  - Move Down: Shift the selected item or section downward in the list.
- Item: The name the item being sold
- Qty: The quantity of the item being sold
- UOM: The unit of measurement for the item (e.g., pcs, kg, liters)
- Unit Price: The price per unit of the item.
- Subtotal: The total price for the item, calculated as Qty × Unit Price.
- Footer:
  - Total Excl. Tax: The total amount of the sales order, excluding tax.
  - Total Incl. Tax: The total amount of the sales order, including tax.
  - Total SST: The Sales and Services Tax (SST) amount applied to the sales order.
Item Form
- Form is read-only once the sales order has been invoiced. Any modifications should be made directly to the corresponding invoice.
- Industry: Select the relevant industry to populate the options for Product, Product Type, and Service dropdowns
- Type: Choose the type of item being sold: Product, Product Type, Service, or Custom
- Product / Service / Product Type / Custom: Select the specific item based on the chosen type.
  - Product: Represents specific goods, items and parts offered by the organization
  - Product Type: Used when specific products are unknown or not tracked in the system.
  - Service: Additional charges or non-physical offerings that your company provides
  - Custom: Enter free text to define an item not covered by the predefined master data.
- Qty: The quantity of the item.
- UOM: The unit of measurement for the item (e.g., pcs, kg, liters)
- Unit Price: The price per unit of the item.
- Subtotal: The total price for the item, calculated as Qty × Unit Price.
- SST Taxable: Indicates whether the item is subject to Sales and Services Tax (SST).
  - Configure the SST Registration No. in your profile to enable the SST feature
- Tax Amount: The SST amount applied to the item.
- Total Incl. Tax: The total price for the item, including SST, calculated as Subtotal + Tax Amount.
Section Form
- Section: The name or description of the section. (Subtotals will be calculated for each section)
Discount Form
- Discount Description: A brief description of the discount being applied.
- Discount Amount: The monetary value of the discount applied to the item or sales order.
- SST Taxable: Indicates whether the discount is subject to Sales and Services Tax (SST).
- Tax Amount: The SST amount applied to the discount.
- Total Incl. Tax: The total discount for the item, including SST, calculated as Discount Amount + Tax Amount.

Delivery: Specify delivery details and the warehouse for stock deduction.

Delivery

The following options are located on the toolbar
- Delivery Status: Displays the current delivery status (e.g., None, Partial, Shipped) of the sales order.
  - None: No delivery has been initiated or scheduled.
  - Partial: Some items have been delivered or planned for delivery, but not all.
  - Ready: All items are ready for delivery but have not yet been dispatched.
  - Shipped: The delivery has been completed and shipped to the customer.
  - Cancelled: The sales order has been canceled, any associated delivery and shipping have been reversed.
- New: Add a new delivery note.
Data Table: (Note that some of these columns may be hidden in the row details)
- : Expand row to view more details. (available only in Mobile View)
- : Modify delivery note details (Mobile View: expand row to access)
- : Delete delivery note (Mobile View: expand row to access)
- Delivery Note No. :The unique identifier for the delivery note
- Delivery Date: The date when the goods or services were delivered.
- Remark: Any additional notes or comments related to the delivery
- Ship: Button to edit shipping information for the delivery items. (Button is disabled if there are unsaved delivery order changes).
Delivery Form
- Form is read-only once the sales order has been invoiced. Any modifications should be made directly to the corresponding invoice.
- Delivery Note No. :The unique identifier for the delivery note. Automatically generated by the system.
- Delivery Date: The date when the goods or services were delivered.
- Data table
  - Product: The specific item or product being delivered.
  - Balance: The remaining quantity of the product yet to be delivered.
  - Qty to Deliver: The quantity of the product to be delivered in this delivery note.
- Auto ship from: Automatically ships and deducts the quantity on hand from the selected warehouse.
  Alternatively, users can perform shipping on the shipping page, where multiple warehouse selections and serial number barcode scanning are supported
- Remark: Any additional notes or comments related to the delivery
- View Document: View, print and share delivery note document.
- Form Validations:
  1. The quantity to deliver cannot be less than the quantity already delivered (Shipped).
  2. At least one item must be marked for delivery.
  3. The quantity to deliver cannot exceed the sales quantity .

Payment: Recording sales order payments

Payment

The following options are located on the toolbar
- Payment Status: Indicates the payment status (e.g., Not Paid, Partial, Paid, Overpaid) of the sales order.
  - Not Paid: No payment has been made towards the sales order.
  - Partial: A partial payment has been made, but the full amount is still outstanding.
  - Paid: The full amount of the sales order has been paid.
  - Overpaid: The amount paid exceeds the sales order total.
  - Cancelled: The sales order has been canceled, so payment has been reversed.
- New: Add a new payment.
Data Table: (Note that some of these columns may be hidden in the row details)
- : Expand row to view more details. (available only in Mobile View)
- : Modify payment details (Mobile View: expand row to access)
- Date: The date the payment was made.
- Method: The method used for the payment (e.g., Cash, Credit Card, Bank Transfer)
- Amount: The amount paid.
- Remark: Additional notes or comments regarding the payment.
- Footer:
  - Total Billed: The total amount billed on the sales order.
  - Total Paid: The total amount that has been paid.
  - Amount Due: The outstanding balance that remains to be paid, calculated as Total Billed minus Total Paid.
Payment Form
- Form is read-only once the sales order has been invoiced. Any modifications should be made directly to the corresponding invoice.
- Receipt No.: The unique identifier for the payment receipt. Automatically generated by the system.
- Method: Select the payment method used (Cash, Bank Transfer, Credit Card, Debit Card, E-Wallet, Cheque, Others)
- Date: Specify the date the payment was made.
- Refund: A checkbox to indicate that the payment is a refund. When selected, the system treats the transaction as a negative payment, deducting the amount from the total paid
- Amount: Enter the payment amount. For refunds, input the refunded amount.
- Ref. No.: A reference number for the payment (e.g., transaction ID, cheque number).
- Accounting: Assign accounts for the selected payment. By default, accounts are determined based on Account Charts > Account Rules
  - Cash Account: Specifies the bank or cash account where the payment is received.
  - Unearned Revenue Accounts: Advance payment account where payment received before the invoice is created.
- Remark: Optional field for additional notes or comments related to the payment.
- View Receipt: View, print and share receipt document.

Document: Edit the header and footer templates of the sales order.

Form Actions: Available actions such as saving, canceling, sharing or printing the purchase order