Every transaction in the system begins with a Sales Order (SO). The Sales Order defines the customer making the purchase, the products to be purchased, the accounting impact, and the payment schedule.

Sales Orders can be Receipt Sales Orders or Invoice Sales Orders. The following chart demonstrates how the posting entity for a purchase is determined and the accounting impact:

Sales Order Lines:

Sales Order Lines are automatically created for every item added to the shopping cart in the Community Portal or when staff users use Rapid Order Entry. Sales Order Lines can also be manually added to a Sales Order to indicate the items to be purchased.

Whenever you have a Sales Order with a Posting Entity of Invoice and you need to make changes to the prices or a schedule, if the Invoice is not Posted, you can check the checkbox Refresh to update the Invoice. If the Invoice is Posted, you must make an Adjustment and post the line to make these changes.

Create a Sales Order:

  1. Navigate to the Sales Order tab

  2. Click New. The New Sales Order modal will open.

  3. From the New Sales Order modal, in the Information section, provide a Contact and/or Account.

  4. Select an Entity. This will determine whether the Account or Contact is responsible for payment.

  5. Select a Posting Entity. This is the entity the Sales Order is posted to (either an Invoice(s) or through a single Receipt as a cash sale.)

  6. Select a Schedule Type pick-list option. Options in the pick-list depend on the Posting Entity selected.

  7. Click Save.

Deleting Sales Orders:

The only way to delete a Sales Order or Invoice is through the Salesforce Delete Lightning Action. This option is only available to Administrators and not common staff users.

Sales Order Lines may be deleted on a Sales Order record, but this does not delete the parent record. This is the case for both CPBase and Lightning Communities.

Portal users also cannot delete a Sales Order. Removing items from the cart will not delete the Sales Order record generated in the backend. If the cookie expires for a Sales Order, the record will be regarded as an abandoned order. A new Sales Order will get created for the user’s next purchase.

Likewise, Sales Orders cannot be deleted from the backend Payment Page or Rapid Order Entry (ROE). The record itself can be modified, but it cannot be deleted.