Sales Order
Create sales orders to confirm customer orders. Convert to invoice later.
In short
A sales order confirms a customer's order before you invoice or ship: what was ordered, at what price, the customer's PO number, payment terms and the expected delivery date. VyaparKit's sales order generator creates a numbered SO from a quotation or from scratch, and converts it into a GST invoice or delivery challan when goods are ready, keeping every document linked.
Create a Sales Order in under a minute
Sign in once with Google or email. Your business name, GSTIN, logo, bank details and saved customers fill in automatically. Download a PDF or share a link on WhatsApp. 5 documents a month are free, forever.
- ✓Beautiful PDF with your logo and details
- ✓GST calculated automatically where applicable
- ✓Saved customers, vendors and items, so no retyping
- ✓Share link with WhatsApp button and UPI QR
- ✓Converts to related documents in one click
About the sales order tool
Between a customer saying yes and goods leaving the warehouse there is usually a gap of days or weeks. A sales order fills that gap. It tells production what to make, tells dispatch what to pack, and tells accounts what will be invoiced. Distributors, manufacturers and D2C brands taking bulk orders use it to acknowledge the customer's purchase order, confirm prices and lock a delivery date, so nobody invoices the wrong quantity or ships before payment terms are agreed.
Without a sales order, businesses invoice straight from WhatsApp messages and emails, and the wrong item, quantity or rate slips through. VyaparKit's sales order captures the Customer PO number, Payment terms and Expected delivery date (7 days by default), with a shipping address and itemised lines carrying HSN and GST. It runs in its own SO/26-27 series so open orders are easy to find.
A sales order does not reduce stock or touch the ledger, because nothing has shipped. When it does, open the order and choose Create from this SO to make a GST invoice or a delivery challan; the new document copies every line and links back. Quotations and estimates convert into sales orders, so the chain from quote to invoice is complete. Free accounts include 5 orders a month.
How to confirm an order with a sales order
- 1
Start from the quote or fresh
Open an accepted quotation and choose Sales Order under Create from this quotation, or start a new sales order and pick the Customer.
- 2
Record the customer's PO
Enter the Customer PO number and Payment terms exactly as agreed, and set the Expected delivery date.
- 3
Check items and shipping
Confirm each line's Qty, Rate, HSN and GST. Add the shipping address if goods go to a site or warehouse rather than the billing address.
- 4
Create and acknowledge
Click Create SO and send the PDF or WhatsApp link to the customer as order acknowledgement.
- 5
Fulfil the order
When goods are ready, choose GST Invoice or Delivery Challan under Create from this SO. Use Mark as sent to track it.
What a sales order should contain
- Sales order number (SO/26-27/0001) and date.
- Customer name, billing address, GSTIN and the shipping address if different.
- Customer PO number and date, so the invoice can reference it later.
- Itemised lines with HSN, quantity, unit, rate, discount and GST rate.
- Expected delivery date and delivery terms (ex-works, delivered, freight paid by).
- Payment terms such as 30% advance and balance on delivery, or 30 days credit.
- Total value with taxes in figures and words.
- Authorised signature acknowledging the order.
Who uses the sales order
FMCG distributor
Log retailer orders as sales orders, then invoice and challan each delivery run from them, with the retailer's PO number carried through.
Furniture manufacturer with lead times
Confirm custom orders with a 21-day delivery date and 50% advance terms before production starts.
D2C brand taking bulk corporate gifting orders
Acknowledge a company's order for 500 hampers with the PO number, then ship in lots against delivery challans.
Packaging supplier
Convert accepted quotations into sales orders so the plant knows what to print and dispatch knows when.
Sales Order: frequently asked questions
- What is a sales order and how is it different from an invoice?
- A sales order is your confirmation of what the customer ordered and when it will be delivered; it is issued before supply and creates no tax liability. An invoice is issued at supply, charges GST and creates a receivable. In VyaparKit the sales order converts into the invoice, so the two always match.
- Does a sales order reduce stock?
- No. Stock in VyaparKit is reduced by invoices and delivery challans, which record goods actually leaving. A sales order is a commitment only. When you convert the SO into a challan or invoice, stock is reduced at that point. Use the reorder calculator to plan purchases against open orders.
- Should I record the customer's PO number on the sales order?
- Yes. Large buyers match every invoice to their own PO, and an invoice without the PO number can sit unpaid in their system. Enter it in the Customer PO number field on the sales order; when you convert to an invoice, put it in the PO / reference number field so it prints on the invoice.
- Can I invoice a sales order partially?
- Yes. Convert the sales order to a GST invoice, then reduce quantities or remove lines on the invoice before saving to reflect what is being shipped now. Convert again for the next lot. Each invoice stays linked to the same sales order, and the notes field can record which lot it covers.
- Can a customer cancel a confirmed sales order?
- Whether a cancellation is allowed depends on your terms. State cancellation charges or non-refundable advances in the Terms & conditions of the sales order and get the customer's acknowledgement on the PDF. For custom-made goods, a non-refundable advance collected against a proforma invoice is the usual protection.
- Does a sales order need to show GST?
- There is no legal format for a sales order, but showing the GST rate and amount prevents disputes when the invoice arrives. VyaparKit computes CGST plus SGST or IGST on the sales order from the place of supply, exactly as the invoice will, so the customer sees the same total on both.
Guides from the blog
Quotation to invoice workflow: from estimate to advance receipt to final payment
Quotation vs estimate vs proforma vs sales order, validity and terms, converting without re-typing, GST on service advances, and a 6-step contractor flow.
Read the guide →