Create, Approve, and Convert Sales Orders in Kuvera Arc

Use Sales Orders in Kuvera Arc to capture customer purchase requests, manage approvals, and convert confirmed orders directly into invoices.

Sales Orders in Kuvera Arc connect customer purchase requests with your billing workflow. Use Sales Orders to capture products, pricing, delivery expectations, and approval before creating an invoice.

The Sales Order module separates order management from billing. An order must be approved before it can be converted into an invoice.

Sales Order vs. Sales Invoice

Sales Order

A Sales Order is a pre-billing document used for planning and approval. It defines what a customer intends to purchase, including products, quantities, pricing, and delivery timeline.

Sales Invoice

A Sales Invoice is the official billing document issued after confirmation. It records the customer receivable transaction and can be created from an approved Sales Order.

Sales Order workflow

Every Sales Order follows a structured lifecycle from creation to invoice conversion.

1. Create the sales order

   Create a Sales Order manually from the Sales Order module or from the Customer Details Page.

   New Sales Order form

2. Add customer and product details

   Select the customer, expected delivery date, warehouse, and products with quantities, rates, and discounts.

3. Save or submit the order

   Save as Draft to continue editing later, or submit the order to move it into Pending status for review.

4. Approve the order

   An authorized user reviews the Pending order and approves it.

5. Convert to invoice

   Once approved, convert the Sales Order into a Sales Invoice with details pre-filled.

6. Close the order

   After the invoice is created, the Sales Order status changes to Completed and becomes a read-only reference record.

Sales Order statuses

Draft

The order has been created but not submitted for review. Products, quantities, pricing, and order details remain editable.

Pending

The order has been submitted and is waiting for approval. Editing may be restricted depending on permissions.

Approved

The order has been reviewed and confirmed. It is eligible for conversion into a Sales Invoice.

Completed

An invoice has been created from the order. The Sales Order is closed and retained as a reference record.

Void

The order was cancelled before completion. It is excluded from active workflows but remains available for audit and historical reference.

Access Sales Orders

Sales Order in the Sales sidebar

1. Open Sales

   In the left navigation panel, click Sales.

2. Select Sales Order

   Click Sales Order. The Sales Order Listing Page opens.

Sales Order listing

The listing page includes status tabs, search, row-count controls, export tools, and a void orders view.

Sales Order Listing Page

Order Number

Unique system-generated order identifier.

Customer Name

Customer the order was created for.

Status

Current workflow status of the order.

Expected Delivery Date

Date the customer expects to receive the goods.

Amount

Total value of the order.

Action

Opens the Sales Order Details Page.

Create a Sales Order

1. Open Sales Order

   Go to Sales > Sales Order.

2. Click New Sales Order

   Click New Sales Order.

   New Sales Order button

3. Enter customer and order information

   Fill in the customer, delivery, payment, warehouse, and address fields.

   Sales Order header fields

4. Add products

   Add products manually or use the bulk selection tool.

5. Review totals

   Check subtotal, discounts, taxable total, non-taxable total, VAT, and final total amount.

6. Save or submit

   Click Save as Draft to continue editing later, or Save Sales Order to submit for approval.

Order header fields

Select Customer

Required customer this order is being created for.

Expected Delivery Date

Date you expect to deliver the goods to the customer.

Reference Number

Optional internal or external tracking reference.

Payment Term

Payment terms to apply to this order.

Warehouse

Warehouse that will fulfill the order.

Billing Address

Auto-populated after selecting a customer.

Delivery Address

Auto-populated after selecting a warehouse.

Add products

Use the product table to define what the customer is ordering.

Sales Order product table

Product Name

Search and select by product name or product code.

Quantity

Number of units the customer is ordering.

Rate per Item

Unit selling price for the product.

Discount

Item-level discount amount or percentage, if the product is discountable.

Total Price

Calculated automatically from quantity, rate, and discount.

Discountable products

When a product is marked as Discountable, the discount field is enabled. Enter the discount as a fixed amount or percentage.

Non-discountable products

When discounting is disabled, the discount field is locked. The line total is calculated from rate and quantity only.

Bulk item selection

Use the bulk selection tool to add multiple products at once.

Left panel

Search and browse products.

Right panel

Review selected products, adjust quantities, remove items, or clear all.

Bulk item selection

Order totals

The order summary calculates totals automatically.

Subtotal

Sum of all line totals before discounts.

Discount

Total discount applied across all lines.

Taxable Total

Amount subject to tax.

Non-Taxable Total

Amount not subject to tax.

VAT Total

Calculated VAT amount.

Total Amount

Final order value.

Review customer selection, warehouse, products, quantities, pricing, discounts, and totals before submitting. Once an order moves to Pending, editing may be restricted.

Sales Order details page

The Sales Order Details Page shows the complete record, including order details, product lines, totals, status, and available actions.

1. Open Sales Order

   Go to Sales > Sales Order.

2. Locate the order

   Find the order using search, status tabs, or filters.

3. Open the record

   Click the Action field on the order row.

   Open Sales Order details

Sales Order Details Page

Sales Order Basic Details

Order ID, creation date, creator, customer name, expected delivery date, payment terms, reference number, and billing address.

Product & Summary Details

Product name, rate, quantity, discount, line total, subtotal, VAT, and total amount.

Completed and void Sales Orders are read-only and retained for reference and audit.

Sales Order actions

Actions depend on order status and user permissions.

Edit Sales Order

Opens the order form for modification. Editing is usually available in Draft status and, depending on permissions, in Pending status.

Duplicate Sales Order

Creates a copy of the order with customer selection, products, pricing, and payment terms. The duplicate receives a new order ID and opens in Draft status.

Void Sales Order

Cancels the order and removes it from the active workflow. You must provide a reason before the void is confirmed.

Convert to Invoice

Available only for Approved orders. Opens the Sales Invoice creation page with customer, products, pricing, and terms pre-filled.

You cannot convert an order in Draft, Pending, Void, or Completed status. The order must be Approved before conversion.

Filter Sales Orders

Use Filter Data to narrow the Sales Order listing.

Sales Order filter panel

Order Number

Find a specific order by its unique number.

Billing Date

Narrow results to a date range.

Amount Range

Filter by minimum and maximum order value.

Combine filters as needed. Click Apply Filter to update the list, or Clear to reset conditions.

Export Sales Orders

Use Export Data to download order records. Exporting does not modify any order data.

Export Sales Orders panel

Full Export

Exports every Sales Order record, regardless of active filters or status tabs.

Current View Export

Exports only records currently visible in the listing, including filters, status tab selection, or search terms.

XLSX

Export Sales Orders for spreadsheet use.

PDF

Export Sales Orders for document sharing.

CSV

Export Sales Orders for data processing or integrations.

Exports reflect the listing state at the time of export.