Manage customer agreements, fulfilment and source invoices

Follow the agreement through its separate steps#

Prepare an order from a genuinely accepted issued quotation or record the actual offline agreement. A manager reviews and confirms the commercial facts. Operations then records warehouse reservations, physical dispatch or completed service. Finance deliberately creates and issues invoices for selected complete original lines.

A reservation protects stock availability but is not delivery. A dispatch records goods leaving, not carrier-certified customer acceptance. An invoice and its payment balance are financial facts. Paid or zero-balance invoices do not establish fulfilment, and complete delivery does not automatically mean every line was invoiced.

The first release supports staged delivery and billing by complete original lines. It does not split one original monetary line into arbitrary quantity-partial invoices, create returns or refunds, buy carrier labels or establish authority clearance.

Understand quote, order, dispatch and invoice#

A quote describes offered commercial terms. Actual acceptance is recorded separately. A confirmed sales order retains the reviewed customer agreement and original commercial facts. It is not itself the statutory tax invoice.

Fulfilment records operational progress against that original agreement. A linked invoice draft claims specific complete original lines for billing; deliberate issuance follows Invoicing’s identity, numbering and country guards. Payments, credits, provider outcomes and Accounting remain owned by their existing financial workflows.

Do not substitute an order cancellation for a credit, a reservation release for a stock return or a recorded outside acceptance for an identity-verified signature. Choose the record that describes the actual event.

Start with the seller already configured in Invoicing#

Invoicing must be installed, configured and licensed before Sales Orders. The app adopts its actual seller name/address/email, explicitly declared business country, selected business currency and tax-enabled/inclusive interpretation. It does not change those settings silently.

Warehouse fulfilment additionally requires compatible, configured and licensed Inventory using the same seller identity, country and currency. Stock items and warehouses come from that canonical inventory. CRM is optional for basic customer contacts. Sales Orders does not silently install Payment Gateways or Accounting.

Historical invoice and stock links retain their prerequisite protection even if a current setting changes or the app is disabled. Disabling Sales Orders does not turn its financial invoices into ordinary independently stock-dispatchable invoices.

Official references: Understand app prerequisites and installation ↗

Configure the owner’s four-step workflow#

Review the inherited seller and Invoicing foundation, choose standalone or warehouse fulfilment and defaults, assign staff visibility/actions, then review the commercial acceptance policy and country limitations. Each meaningful choice links to its relevant explanation.

Set the business timezone and default promised-delivery days. Activity times display in that zone with an explicit zone/offset. Entered acceptance, promised, service and dispatch dates remain calendar dates. Actual completed events are not replaced with planned future dates.

Reservations remain explicit. Saving or confirming an order does not automatically hold stock, send customer email, issue invoices or charge payments. Defaults affect future work; confirmed original terms, prices and source records remain protected.

Maintain basic customer contacts#

Add the actual customer name, contact details, address, declared country and supplied registration reference where permitted. Basic contacts are shared only within the active workspace. CRM is not required merely to select a customer.

Confirmed orders retain their own customer snapshot. A contact edit does not rewrite an accepted historical agreement. An older edit hash is rejected so one person cannot silently overwrite another’s latest change.

A name, registration reference, phone number or retained acceptance file does not validate identity, authorize card charges or establish the delivery address as legally verified. Use delivery instructions for operational details and private financial notes for confidential commercial information. Private order notes are not copied to customer invoices; a quote import retains only the quote’s original customer-facing notes.

Separate quantities, prices and financial invoices#

Owners and administrators manage setup and confirm orders. The first release also keeps source-invoice creation and issuance as manager actions. Team viewing, order financial visibility, draft preparation and operational fulfilment are separately configured. Viewers remain read-only.

An operational member may see permitted customer delivery details, promised dates and quantities without private unit prices, discounts, tax identifiers, financial notes, acceptance originals or invoice/payment figures. Draft preparation needs Sales Orders financial visibility.

Sales Orders financial access does not automatically grant access to original Invoicing quote records, invoice identifiers or payment figures. Those require the separate Invoicing viewing grant. Quote import and linked financial views enforce both relevant boundaries; source routes and exports do not bypass them.

Private acceptance downloads, searches, print, export and direct service actions recheck the same current workspace and grants. Removing a membership or switching personal/corporate profiles does not transfer records, licences, staff seats or authority.

Choose truthful evidence of commercial acceptance#

A direct agreement records the actual acceptance date and outside reference as reported by the business. The manager reviews the customer, source terms and evidence before confirmation. This is an operator record, not proof of email delivery or an identity-verified electronic signature.

Original required is the default policy: retain a private agreement or acceptance original as well as the recorded actual date/reference before confirmation. Recorded reference permits a deliberate commercial date/reference/operator-review record without an upload. It is not a waiver of statutory tax-original or other documentary obligations.

A timely accepted portal quotation uses its preserved actual acceptance timestamp and durable source claim without a redundant business upload. Importing does not manufacture another customer acceptance. Recorded offline acceptance must match the original quote’s issue/validity context.

Retain private acceptance originals#

Save the order draft first, then use Private acceptance originals on its detail screen. PDF, JPEG, PNG, WebP, XML, JSON, TXT and CSV originals are accepted within the displayed limit, currently 10 MB per file, 20 files per order and the workspace storage allowance. Machine-readable originals are downloaded as attachments rather than interpreted as verified data.

The list shows a safe original filename, media type, size, recorded time and file fingerprint. Only permitted financial viewers can retrieve these originals. Quantity-only access does not expose metadata or downloads, and the files are excluded from generic Files.

Permitted preparers can remove eligible unsealed draft uploads. Confirmation seals retained originals permanently. Changing a contact, releasing a reservation or disabling the app cannot replace accepted commercial evidence. Country retention/legal holds remain separate from disposable-demo expiry.

Import an actual accepted issued quote#

Choose Import a quote, find the eligible issued original and review its customer, currency, validity and actual acceptance. Use preserved actual portal acceptance when it exists; otherwise record the real outside acceptance date/reference under your selected policy.

A workspace-qualified source claim binds the quote to one order. An already converted direct customer-invoice quote cannot create another unrelated order. Once claimed, ordinary quote conversion cannot independently invoice that same agreement. Reopening a browser or changing a request identifier does not create a second order.

The imported draft preserves the original accepted customer, quantities, prices, discounts, tax interpretation and terms. You may review physical-item mapping and logistics before confirmation. A new commercial agreement needs a separately reviewed replacement; accepted prices are not editable merely to hide a discrepancy.

The current calculator must reproduce every original amount exactly. A historical fixed-discount or rounding mismatch is blocked for source review; Emnaro never adjusts unit prices to force a match. Imported lines default to service/non-stock unless deliberately mapped to suitable whole-unit physical items.

Preserve exact commercial quantities and amounts#

Service quantities accept up to three decimal places; physical Inventory lines use positive whole units. Unit prices accept up to four decimals, and discounts/tax rates up to two. Line totals follow the selected business currency’s actual exponent and the inherited tax-inclusive/exclusive interpretation.

The browser uses integer-based previews, while the server recalculates all supplied values and rejects forged computed totals, stale versions and source drift. Subscription-price rounding, currency preferences and location do not convert an order or change its accepted business currency.

A four-decimal advertised unit price can produce a rounded whole-line total. Invoicing the complete original line preserves that total. Splitting the same line into separately rounded quantity-partial invoices can change the total, so that adapter remains unavailable in this first release.

Confirm the reviewed agreement#

A permitted manager checks actual acceptance, customer/seller identity, original quantities, amounts, tax interpretation, terms, delivery details and required originals before confirming. Confirmation assigns the order number and freezes those commercial facts.

Confirmation creates no reservation, dispatch, payment, tax invoice or authority acceptance. Warehouse and financial actions remain separate deliberate workflows. Future acceptance dates require explicit supported review rather than an invented customer event.

A stale-version error means another change happened. Open the current record in a separate tab and compare with your entered values. Validation failures retain form input; review the source before retrying rather than creating another agreement under a new identifier.

Read separate line progress correctly#

Ordered is the original accepted quantity. Reserved is its active warehouse hold. Fulfilled is physically dispatched stock or recorded completed service. Billing claimed means complete original lines currently belong to an effective invoice draft/batch. Invoiced means their linked invoice was issued. Closed is a supported untouched whole-line closure.

These columns are separate facts, not quantities to add into a single completion score. A line may be both fulfilled and invoiced, or reserved but not dispatched. A paid invoice still does not prove delivery.

Past promised delivery identifies confirmed work whose promised date passed and whose quantity remains unfulfilled/unclosed. Search dates filter order creation records; operational actual dates remain visible separately in their retained history.

Allocate available goods in dispatch-sized chunks#

Open a confirmed warehouse order and choose Reserve goods. Each chunk selects an original physical line, its frozen inventory item, an active warehouse and positive whole quantity. Split a line across warehouses or reserve several dispatch-sized chunks deliberately.

If one part will leave today and another later, reserve separate chunks. Dispatch commits complete selected chunks; it does not alter an original reservation quantity. The server rechecks both warehouse availability and original unreserved remaining quantities under a lock. A shortage or later-line error rolls back the complete allocation action.

A reservation holds availability without physically issuing stock. An eligible undispatched chunk can be released with a reason through its original source. A dispatched chunk, active invoice commitment or unresolved payment state needs its supported downstream review; it cannot be reset into unreserved stock by editing a counter.

Record a partial physical dispatch#

Choose Record physical dispatch and select complete original reserved chunks that actually left. Enter the actual date, outside delivery/dispatch reference and operational notes, then review the selected warehouses and quantities. A future planned shipment is not a completed dispatch.

Available chunk search and pagination keep large orders usable. Selections can be retained across pages up to the displayed action limit. Each selected reservation commits once, creating one canonical Inventory issue and its existing cost-review consequence. Source invoice issuance does not issue the same stock again.

A business dispatch reference and operator confirmation are not carrier-certified proof of customer acceptance. Retained dispatch history cannot be edited back into a reservation or deleted as an ordinary undo. Returns and restock need a separately implemented reviewed workflow.

Record completed service or non-stock work#

Standalone orders describe services/non-stock work without warehouse balances. Warehouse mode can mix physical and service lines, with each using its own supported fulfilment path. Service completion never decrements stock.

Choose Record completed work, enter its actual completion date/reference and the positive exact portion of each original service quantity that was completed. Leave a line blank if none was completed. The server rejects quantities beyond the original remaining work.

Partial service fulfilment does not split its monetary invoice line. Record operational progress as it actually occurs, then deliberately invoice selected complete original lines according to the agreed commercial billing arrangement.

Invoice selected complete original lines#

Open the order and select complete original lines that have no effective billing claim and are not closed. Review their original quantities/amounts and an optional invoice due date, then create the linked invoice draft. This claims those original lines for billing without moving goods.

The first release supports staged billing by choosing some complete lines now and other complete lines later. It does not invoice a fraction of one original line, silently change a unit price, recalculate a balancing discount or claim arbitrary quantity-based partial billing.

An unissued invoice draft holds its line claim until the supported draft-discard action safely releases it. Concurrent requests cannot claim the same line twice. Replays reuse the same invoice draft, and a changed source/customer/currency/tax profile blocks the operation for review.

Review, issue or discard the linked invoice draft#

The linked invoice screen shows its complete original line mapping and separate financial invoice/payment facts. A permitted manager reviews and explicitly issues it through normal Invoicing identity, numbering, country and immutable-document safeguards. A blocked statutory issuance is not bypassed by an order.

Ordinary invoice edit/convert/stock-dispatch routes recognize this order’s ownership. They cannot freely change its original customer, currency, prices or source mapping, or dispatch goods a second time even if Sales Orders is disabled.

Discard an eligible unissued draft with a reason when billing should not proceed. The original draft and claim-release history remain. Issued, paid, credited, authority-locked or unknown-payment cases need their supported financial correction workflow; a credit is not automatically permission to reinvoice or return goods.

Cancel or close only the supported untouched work#

Cancel the whole order only while every original line remains unfulfilled, uninvoiced and unclosed. Eligible undispatched reservations are released through their source. Retain the reason and source history; cancellation does not void an issued invoice, refund money or undo physical delivery.

Close complete untouched lines allows a manager to select original lines with no fulfilment, effective invoice claim or earlier closure. The whole original line closes. An arbitrary remainder of a partially fulfilled line is unavailable until an exact reviewed quantity/billing allocation workflow exists.

Closing unneeded work does not erase fulfilled history or invoice other completed work automatically. Review eligible remaining billing separately. An active invoice commitment or unresolved payment outcome must be resolved through the appropriate source before goods commitments can be released.

Recover without rewriting accepted facts#

A changed confirmed commercial agreement needs a separately reviewed replacement order or supported amendment path; accepted originals are not silently rewritten. The initial release uses reasoned closure/cancellation where eligible and a new reviewed replacement agreement.

Stock facts are corrected through their appropriate original Inventory/return workflow, financial facts through Invoicing/payment/Accounting workflows. An order action cannot reverse a provider receipt, bypass a country invoice guard or restore stock without a recorded return.

Missing prerequisites, changed seller identity, stale order versions, exhausted stock, claimed lines and incompatible quote rounding are different failures. Follow the specific error, retain entered data/originals and review the existing record before retrying. Do not create another source identifier merely to bypass a genuine conflict.

Find records and paginate retained history#

Initial customers, warehouses, items and quote options are bounded. Use Find options with a specific name, item SKU, warehouse or quote reference when a record is outside the initial list. Currently selected records remain represented while available options change.

Orders support customer/reference/state, creation-date and overdue-work filtering. Reservation, dispatch, review and invoice histories are paginated separately so large source histories remain accessible without loading every record into one page.

Operational lookups expose only the stock/logistics records needed by the granted action. Quote prices, acceptance originals and downstream invoice/payment data are not returned through a quantity-only search.

Retrieve permitted print and export records#

Commercial order print is labelled as a commercial record rather than a tax invoice, bank confirmation or delivery certificate. Quantity-only operational copies omit private financial values, terms and originals.

Financial exports preserve exact original business-currency amounts and source context. Operational exports omit prices, private notes, tax identifiers, acceptance originals and invoice/payment figures. Spreadsheet formula-leading freeform content is neutralized in CSV without changing the original record.

Exports are workspace- and grant-scoped and bounded. More than 5,000 matched orders requires narrower filters rather than silent truncation. Retained acceptance originals use their separate private authorized downloads, never customer bearer or portal-token links.

Review the declared country and actual capability#

The seller’s explicitly declared business country and original Invoicing guards govern the supported financial workflow. Interface language, browser location, currency preference and customer address do not establish legal registration.

A commercial order, retained acceptance original or business dispatch record does not establish ZATCA clearance, FBR production acceptance, ATO lodgment, certified delivery or a statutory electronic signature. Singapore domestic GST/InvoiceNow readiness, national EU requirements and Canadian record-location arrangements retain their documented limits.

Review applicable originals, commercial terms, record retention and privacy obligations for the actual business and transaction. General country guidance is limited evidence, not universal certification. Production retention/legal holds and disposable-demo cleanup remain separate policies.

Official references: Business country, original records and tax review ↗

Use fictional agreements in the isolated demo#

The demo supports the same documented order, evidence, fulfilment and source-invoice workflows using fictional records. QA does not send real customer email, buy carrier labels, move provider money or submit authority documents.

The demo’s configured lifetime and purge apply to its disposable agreements, stock/source links and private evidence. Switching personal/corporate profiles or enabling another app does not extend expiry or transfer financial authority, staff, records, quotas or licences.