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.
  • Terms: The payment terms agreed with the customer.
  • External Code: External reference code used to link this customer to an external accounting system.
  • 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.
  • Currency: The currency code used for this document (e.g., MYR, USD).
  • Delivery Status: Displays the current delivery status (e.g., None, Partial, Shipped) of the sales order.
    • N/A: No deliverable items is included.
    • 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.
    • Return: Some items are scheduled for return but pending.
    • 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.
  • Job Completion Status:
    • N/A: No service items is included.
    • None: No job completion note recorded yet.
    • Partial: Some services completed, others pending.
    • Completed: All service items are fully completed.
    • Cancelled: The invoice has been canceled.
  • 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.
  • Accounting Sync Status: Current synchronization status of the prepayments with the external accounting system.
    • Pending – The payments are queued for synchronization.
    • Synced – The payments have been successfully synchronized.
    • Cancelling – A cancellation request is being processed.
    • Cancelled – The payments has been successfully cancelled in the external accounting system.
    • Error – Synchronization failed due to an error.
    • Not Synced – The payment has not been sent for synchronization.

Accessing Sales Order Form

1. From Sales Order Page: Click the New button to create a new sales order. To modify an existing sales order, click the Edit icon on the corresponding row in the data table.
2. From Quotation Page: On the data table row, click the Options button to open a menu, then select Create/Edit Sales Order to create or modify the corresponding sales order.
   • All quotation information, items will be copied over to the sales order.
3. From Scheduling Form: Create or edit the scheduled job, go to More Information panel, click New Sales Order or Edit Sales Order button to create or modify the corresponding sales order.
   • Customer information copied over to the invoice. If the job details differ from the billing information, update them accordingly.
4. From Shipping Page: On the data table row for an sales order shipping record, click the Edit button to modify the corresponding sales order.

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
  • Billing: The customer's billing information, used for invoicing

* : Opens the AI Extract Profile dialog to automatically populate customer information using AI.

Items

• The following options are located on the toolbar
  • Currency Button Toggles: Switch the displayed amounts between local and foreign currencies (Available only when a foreign currency is selected).
  • 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
      • : Click to view the current inventory level for this product.
    • 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)
    • For items with UOM conversion, an alternate UOM can be selected to ensure accurate inventory tracking.
  • Non-billable consumption: Materials are deducted from stock for the job but are not charged to the customer or shown on their document.
    • Applicable only when item type is Product
    • Price cannot be set when this option is enabled.
  • Unit Price: The price per unit of the item.
    • When a foreign currency is selected, Unit Price is shown in both local and foreign currencies.
    • Updates to Unit Price in either currency will automatically recalculate the corresponding value using the exchange rate.
  • Subtotal: The total price for the item, calculated as Qty × Unit Price.
    • When a foreign currency is selected, Subtotal is shown in both local and foreign currencies.
  • SST Taxable: Indicates whether the item is subject to Sales and Services Tax (SST).
    • Activate SST add-on in the subscription plan to enable the SST feature.
  • Tax Amount: The SST amount applied to the item.
    • When a foreign currency is selected, Tax Amount is shown in both local and foreign currencies.
  • Total Incl. Tax: The total price for the item, including SST, calculated as Subtotal + Tax Amount.
    • When a foreign currency is selected, Total Incl. Tax is shown in both local and foreign currencies.
• 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.
    • When a foreign currency is selected, Discount Amount is shown in both local and foreign currencies.
    • Updates to Discount Amount in either currency will automatically recalculate the corresponding value using the exchange rate.
  • SST Taxable: Indicates whether the discount is subject to Sales and Services Tax (SST).
  • Tax Amount: The SST amount applied to the discount.
    • When a foreign currency is selected, Tax Amount is shown in both local and foreign currencies.
  • Total Incl. Tax: The total discount for the item, including SST, calculated as Discount Amount + Tax Amount.
    • When a foreign currency is selected, Total Incl. Tax is shown in both local and foreign currencies.

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.
    • N/A: No deliverable items is included.
    • 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.
    • Return: Some items are scheduled for return but pending.
    • 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.
  • Add More:
    • New Return Note: Create a new return 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/return note details (Mobile View: expand row to access)
  • : Delete delivery/return note (Mobile View: expand row to access)
  • Delivery/Return Note No. :The unique identifier for the delivery/return note
  • Delivery Date: The date when the goods were delivered/returned.
  • Remark: Any additional notes or comments related to the delivery/return
  • Ship: Button to edit shipping information for the delivery items. (Button is disabled if there are unsaved delivery order changes).
• Delivery/Return Form
  
  • Form is read-only once the sales order has been invoiced. Any modifications should be made directly to the corresponding invoice.
  • Delivery/Return Note No. :The unique identifier for the delivery/return note. Automatically generated by the system.
  • Delivery/Return Date: The date when the goods were delivered/returned.
  • Data table for Delivery Note
    • : Click to view the current inventory level for this product.
    • 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.
  • Data table for Return Note
    • : Click to view the current inventory level for this product.
    • Product: The specific item or product being returned.
    • Qty to Deliver: The total quantity delivered in other delivery notes.
    • Qty to Return: The quantity of the product to be returned in this return note.
  • Auto ship from/ Auto return to:
    • Auto ship from: Automatically ships and deducts the quantity on hand from the selected warehouse. (Only at Delivery Note)
    • Auto return to: Automatically return and increase the quantity on hand to the selected warehouse. (Only at Return Note)
    • 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/return
  • View Document: View, print and share delivery/return note document.
  • Form Validations:
    1. The quantity to deliver cannot be less than the quantity already delivered (Shipped).
    2. The quantity to return cannot be less than the quantity already returned (Shipped).
    3. At least one item must be marked for delivery.
    4. The quantity to deliver cannot exceed the sales quantity.
    5. The quantity to return cannot exceed the quantity to deliver.

Job Completion

• The following options are located on the toolbar
  • Job Completion Status: Displays the current job completion status (e.g., None, Partial, Completed) of the sales order.
    • N/A: No service items is included.
    • None: No job completion note recorded yet.
    • Partial: Some services completed, others pending.
    • Completed: All service items are fully completed.
    • Cancelled: The invoice has been canceled.
  • New: Add a new Job Completion 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 job completion note details (Mobile View: expand row to access)
  • : Delete job completion note (Mobile View: expand row to access)
  • Job Completion Note No. :The unique identifier for the job completion note
  • Service Date: The date when the services were delivered.
  • Remark: Any additional notes or comments related to the services.
• Job Completion Note Form
  
  • Job Completion Note No. :The unique identifier for the job completion note. Automatically generated by the system.
  • Service Date: The date when the services were delivered.
  • Data table for Job Completion Note
    • Service: The specific services being delivered.
    • Balance: The remaining quantity of the services yet to be delivered.
  • Additional Notes: Optional remarks or details about the service outcome, observations, or other relevant information included in the document.
  • Insert Image button: Opens a dialog to upload or select an image (e.g. site photos) and insert it into the editor at the cursor position.
• Remark: Any additional notes or comments related to the job completion note.
  • View Document: View, print and share job completion note document.
  • Form Validations:
    1. At least one item must be marked for delivery.
    2. The quantity to deliver cannot exceed the sales quantity.

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.
  • Currency Button Toggles: Switch the displayed amounts between local and foreign currencies (Available only when a foreign currency is selected).
  • 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.
    • When a foreign currency is selected, Amount is shown in both local and foreign currencies.
    • Updates to Amount in either currency will automatically recalculate the corresponding value using the exchange rate.
  • Exchange Rate: The rate used to convert foreign currency payments to local currency (Available only when a foreign currency is selected).
    • : Fetches the exchange rate from Bank Negara Malaysia, with fallback to other providers if not available.
    • Updates to the payment exchange rate will automatically recalculate the foreign exchange gain or loss.
  • Ref. No.: A reference number for the payment (e.g., transaction ID, cheque number).
  • Foreign Exchange Gain/Loss: The gain or loss resulting from exchange rate differences between the sales order and the payment.
  • Accounting: Assign accounts for the selected payment. By default, accounts are determined based on Account Charts > Account Rules and the selected payment method
    • 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.
    • Foreign Exchange Gain/Loss Account: The account used to record any foreign exchange gain or loss arising from differences between sales order and payment exchange rates.
      • Only available only when a foreign currency is selected.
  • Remark: Optional field for additional notes or comments related to the payment.
  • View Receipt: View, print and share receipt document.

Document

• Subject: The subject line of the sales order. Defaulted to the sales order subject configured in Settings.
• Footer: The footer section of the sales order. Defaulted to the sales order footer configured in Settings.
• Select Template: Choose an alternative template for your Subject/Footer. (Configure additional templates in Settings ➔ More Templates.)

Form Actions

• View Document: View, print and share sales order document.
  • As Sales Order: Generates a standard sales order document.
  • As Proforma Invoice: Generates a proforma invoice for advance payment or quotation purposes.
  • As Service Order: Generates a service order document for service-based transactions.
• Save & Close: Save and close the form
  • Save as Pending: Save the sales order in a draft state without finalizing it.
  • Save as Confirmed: Finalize and confirm the sales order.
  • Save as Cancelled: Cancel the sales order along with any associated deliveries and payments.
• Save & Continue: Save and leave the form open
  • Save as Pending: Save the sales order in a draft state without finalizing it.
  • Save as Confirmed: Finalize and confirm the sales order.
  • Save as Cancelled: Cancel the sales order along with any associated deliveries, invoices, costs, and payments.