# Sales Order to Despatch, Invoice & Payment Process

Use this guide to manage a customer order from quotation or direct order entry through warehouse picking, despatch, invoicing, payment, and bank reconciliation.

A typical stock sale follows this sequence:

**Quotation (optional) → Sales Order → Pick List (optional) → Delivery Note → Sales Invoice → Payment Entry → Bank Reconciliation**

Use the Sales Order as the operational record of what the customer ordered. The Delivery Note records what physically left the warehouse. The Sales Invoice records what the customer owes, and the Payment Entry records the money received.

## Before you start

Confirm the following:

* The **Customer**, billing address, shipping address, and contacts are current.
* Each item has the correct sales unit, price, tax treatment, and source warehouse.
* A **Price List** and any applicable **Pricing Rule** are active.
* The correct **Sales Taxes and Charges Template** and **Payment Terms Template** are available.
* Stock is available in the required warehouse for stock items.
* Batch, serial number, or warehouse bin information is available for controlled items.
* An outgoing email account and customer billing email are configured if the invoice will be emailed.
* A **Company Bank Account** and payment accounts are configured before recording payment.
* The accounting and stock posting periods are open.
* Your role permits the required Sales, Stock, and Accounts transactions.

Search for a document name using the NexWave search bar if your workspace shortcuts differ from those described below.

## Choose the correct route

| Situation | Recommended route |
|-----------|-------------------|
| The customer has not confirmed the sale | Create and submit a Quotation, then convert it to a Sales Order when accepted |
| The customer has already placed an order | Create the Sales Order directly |
| Warehouse staff need a controlled picking process | Create a Pick List from the submitted Sales Order |
| Goods can be despatched without a separate picking step | Create the Delivery Note directly from the submitted Sales Order |
| Only part of the order is ready | Create the Pick List or Delivery Note for the available quantities and leave the balance open |
| The sale is for a service or another approved non-despatch case | Create the Sales Invoice from the Sales Order without a Delivery Note |

For normal stock sales, use a Delivery Note before invoicing. If a Delivery Note already exists, create the Sales Invoice from that Delivery Note so invoiced quantities follow the actual despatch.

## 1. Start from a Quotation or create the Sales Order

### Convert an accepted Quotation


1. Open the submitted Quotation.
2. Confirm **Valid Till** has not passed.
3. Review the customer, items, quantities, rates, **Amounts Are**, taxes, payment terms, and delivery expectations.
4. Select **Create**, then **Sales Order**.

The action may be unavailable when the Quotation is still a draft, has expired, is marked lost or ordered, or your role does not permit Sales Orders.

### Create a Sales Order directly


1. Open **Sales Order** and select **Add Sales Order**.
2. Select the **Customer** and **Company**.
3. Enter **Date** and **Delivery Date**.
4. Enter **Customer's Purchase Order** and **Customer's Purchase Order Date** when supplied.
5. Select **Set Source Warehouse** when the rows use the same warehouse.
6. Add each item and review **Quantity**, **Rate**, **Delivery Date**, and **Source Warehouse**.
7. Confirm whether **Amounts Are** is **Tax Exclusive** or **Tax Inclusive**.
8. Review the sales tax template, payment terms, billing address, shipping address, and contact details.
9. Save the Sales Order.

 ![Review the customer, dates, warehouse, items, quantities, and rates on the Sales Order](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC81NGVhNTQwMy0yYWUyLTQwZDMtODA5OS01NDIxZTAxYWFkZjkvMDEtc2FsZXMtb3JkZXIucG5nIiwidHlwZSI6ImF0dGFjaG1lbnQiLCJpYXQiOjE3OTI2MjA5MDAsImV4cCI6MTc5MjcwNzMwMH0.OZJ-GKmahpVOt2cPRa0vNy4CNI7Lbk8-vIOL0EJr8i8)

If NexWave blocks the order because the customer is on credit hold, ask an authorised finance user to review the customer credit status. Do not bypass the hold by using another customer record.

## 2. Review and submit the Sales Order

Before submission, confirm:

* The customer purchase order matches the Sales Order where applicable.
* Delivery dates are realistic for every row.
* Stock items use the correct source warehouse.
* Prices, discounts, taxes, payment terms, addresses, and contact details are correct.
* The order does not contain duplicate rows or unintended quantities.

Select **Submit** when the order is ready for downstream processing. Submission makes the transaction active and enables fulfilment actions. It is not an approval step unless your organisation has configured a separate approval workflow.

After submission, use **Delivery Status**, **% Delivered**, **Billing Status**, and **% Amount Billed** to monitor progress.

## 3. Choose the fulfilment route

### Route A: create a Pick List

Use a Pick List when warehouse staff need to allocate and confirm the stock they will pick, especially for warehouse bins, batches, serial numbers, or scanning.


1. Open the submitted Sales Order.
2. Select **Create**, then **Pick List**.
3. Review **Purpose**, **Company**, **Warehouse**, and **Customer**.
4. Select **Get Item Locations** if locations were not populated.
5. Under **Item Locations**, confirm the item, warehouse, requested **Qty**, and actual picked quantity.
6. For bin-managed stock, confirm **Warehouse Bin** and **Bin Code**.
7. For controlled stock, confirm **Batch No** or **Serial No**.
8. Save and submit the Pick List.

 ![Review the warehouse, purpose, customer, bins, and picked quantities on the Pick List](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC8zNWJjNWRmYS00MDA5LTRhOTctYjVlNS0zNDExN2M3ZDVjNzEvMDItcGljay1saXN0LnBuZyIsInR5cGUiOiJhdHRhY2htZW50IiwiaWF0IjoxNzkyNjIwOTAwLCJleHAiOjE3OTI3MDczMDB9.AyW4dkmoaCpe739r8F5H53yJE5TmL6InlYrFg8cRI8U)

Submitting a Pick List records the picking decision. It does not move stock out of the warehouse. The Delivery Note records the stock movement.

If active stock reservations prevent Pick List creation, review the reservation before proceeding. Use **Stock Reservation**, then **Unreserve**, only when the warehouse has confirmed that the Pick List route should replace the reservation.

### Route B: create the Delivery Note directly

Use this route when a separate picking record is not required.


1. Open the submitted Sales Order.
2. Select **Create**, then **Delivery Note**.
3. If NexWave asks you to select rows or delivery dates, include only the items that are ready to despatch.

## 4. Create and submit the Delivery Note

From a submitted Pick List, select **Create**, then **Create Delivery Note**. From a Sales Order, use the direct route described above.

Review:

* **Customer**, **Date**, **Posting Time**, and **Company**.
* **Set Source Warehouse** and the warehouse on each item row.
* **Shipping Address** and delivery contact details.
* **Quantity** on each item row.
* **Warehouse Bin**, **Batch No**, and **Serial No** where applicable.
* **Against Sales Order** and **Against Pick List** references.
* **Transporter Info** and terms when your despatch process requires them.

 ![Review the customer, date, warehouse, despatched quantities, and linked items on the Delivery Note](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC9mZDhhMjVjNS0yMjgzLTQyODMtOTA0My0zNGE3OWQ1ZDkxNWYvMDMtZGVsaXZlcnktbm90ZS5wbmciLCJ0eXBlIjoiYXR0YWNobWVudCIsImlhdCI6MTc5MjYyMDkwMCwiZXhwIjoxNzkyNzA3MzAwfQ.87nEgW-qkaN2X6wukdfsR9J4SwTdzPpEwfjl7tXj7Oc)

Save and submit the Delivery Note only after the goods and quantities match the physical despatch. Submission reduces stock in the recorded warehouse.

### Handle a partial despatch

When only part of the order is ready:


1. Keep only the ready rows on the Delivery Note, or reduce **Quantity** to the amount being despatched.
2. Confirm batch, serial number, and bin details for the actual quantity.
3. Submit the Delivery Note.
4. Return to the Sales Order and review **% Delivered** and **Delivery Status**.
5. Create another Pick List or Delivery Note later for the remaining balance.

Do not close or cancel the Sales Order while a genuine remaining quantity is still expected.

## 5. Create and submit the Sales Invoice

After despatch:


1. Open the submitted Delivery Note.
2. Select **Create**, then **Sales Invoice**.
3. Review **Customer**, **Company**, **Posting Date**, and **Payment Due Date**.
4. Confirm **Billing Contact** and **Billing Email**.
5. Confirm **Amounts Are**, taxes, payment terms, and payment schedule.
6. Check that item rows and quantities match the Delivery Note.
7. Leave **Update Stock** clear because the Delivery Note has already moved the stock.
8. Save and submit the Sales Invoice.

 ![Review the customer, company, posting date, due date, tax treatment, and delivered quantities on the Sales Invoice](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC9mMTlmZWZkMS1jZGMwLTQ4NWMtYWUwOC01ZGVkYzU5YjVkY2EvMDQtc2FsZXMtaW52b2ljZS5wbmciLCJ0eXBlIjoiYXR0YWNobWVudCIsImlhdCI6MTc5MjYyMDkwMCwiZXhwIjoxNzkyNzA3MzAwfQ.2pYW_4VKP_bDHE6_-LTpOzfkY-svLGa9XsxTmjBrS3g)

For a partial delivery, invoice only the delivered quantities. The remaining Sales Order quantity stays available for later delivery and invoicing.

## 6. Email the Sales Invoice

Invoice submission does not automatically email the customer unless your organisation has configured separate automation.


1. Open the submitted Sales Invoice.
2. Select **Email**, or select **New Email** in the timeline.
3. Verify **To**. Do not assume the billing email was selected automatically.
4. Review **CC**, **BCC**, **Subject**, and **Message** as required.
5. Select **Attach Document Print**.
6. Confirm **Select Print Format** uses the approved customer invoice format.
7. Select **Send**.
8. Confirm the sent communication appears in the timeline.

If the recipient or print format is wrong, correct it before sending. Avoid emailing a draft or an internal print format.

## 7. Record the customer payment

Use a Payment Entry after the money has been received or when finance has reliable payment evidence.


 1. Open the submitted Sales Invoice.
 2. Select **Create**, then **Payment**.
 3. Confirm **Payment Type** is **Receive**.
 4. Review **Posting Date**, **Company**, **Mode of Payment**, **Party Type**, and **Party**.
 5. Select the correct **Company Bank Account**.
 6. Confirm **Account Paid From** is the customer receivable account and **Account Paid To** is the receiving bank or clearing account.
 7. Enter **Paid Amount**, **Received Amount**, **Cheque/Reference No**, and **Cheque/Reference Date**.
 8. Under **Payment References**, confirm the correct Sales Invoice and **Allocated** amount.
 9. Confirm **Difference Amount (Company Currency)** is zero.
10. Confirm any **Unallocated Amount** is intentional, such as a customer advance or overpayment.
11. Save and submit the Payment Entry.

For a partial payment, allocate only the amount received. The Sales Invoice remains partly outstanding. When one receipt pays several invoices, use **Get Outstanding Invoices** on a Payment Entry or the Batch Receipt Entry workflow.

## 8. Confirm payment and reconcile the bank

After submitting the Payment Entry:


1. Open the Sales Invoice and confirm **Outstanding Amount** and **Status** are correct.
2. Open the Payment Entry and confirm the intended invoice appears under **Payment References** with the correct **Allocated** amount.
3. Review **Ledger** if finance needs to confirm the receivable and bank postings.
4. Open the Bank Reconciliation Tool for the receiving bank account.
5. Match the bank statement transaction to the submitted Payment Entry.
6. Confirm the transaction is reconciled once, with no duplicate voucher created.

A submitted Payment Entry updates the customer balance. It does not reconcile the bank statement by itself.

## Review the completed process

Complete these checks before treating the order as finished:

* The Sales Order shows the correct **Delivery Status**, **% Delivered**, **Billing Status**, and **% Amount Billed**.
* Delivery Notes match the quantities that physically left the warehouse.
* Stock Ledger entries use the correct item, warehouse, batch, serial number, and bin.
* Sales Invoice quantities and values match the delivered goods and agreed prices.
* The invoice was sent to the intended recipient using the approved print format.
* The Sales Invoice **Outstanding Amount** matches the unpaid balance.
* Payment Entries are allocated to the correct invoices.
* The bank statement transaction is reconciled to the existing payment, with no duplicate entry.

## Returns, corrections, and cancellations

Use return documents when the original sale was valid but goods or money are being returned. Use cancellation when a transaction was created in error and should not have existed.

### Customer return


1. Open the submitted Delivery Note.
2. Select **Create**, then **Sales Return**.
3. Confirm the returned items, quantities, warehouse, batch, serial number, and bin details.
4. Submit the Sales Return after the goods are physically received.
5. Create the customer credit from the return Delivery Note using **Create**, then **Credit Note**, or create **Return / Credit Note** from the Sales Invoice when appropriate.

### Incorrect transaction

Remove bank reconciliation and payment allocations first, then cancel dependent records in reverse order:


1. Unreconcile the bank transaction.
2. Unallocate or cancel the Payment Entry.
3. Cancel the Sales Invoice.
4. Cancel the Delivery Note.
5. Cancel the Pick List.
6. Cancel the Sales Order.

NexWave does not cancel dependent documents automatically. If only an undelivered remainder will no longer be supplied, use **Status**, then **Close** on the Sales Order instead of cancelling valid delivered and invoiced history.

## Troubleshooting

| Problem | What to check |
|---------|---------------|
| **Create > Sales Order** is unavailable on a Quotation | Confirm the Quotation is submitted, accepted, within **Valid Till**, not already ordered, and permitted for your role |
| The Sales Order is blocked | Check whether the customer is on credit hold or exceeds the configured credit limit |
| The Pick List cannot be created | Check for active stock reservations, insufficient stock, permissions, and whether all eligible quantities were already picked |
| A Pick List row has no suggested stock | Confirm the item is available in the selected warehouse and review batch, serial number, bin, and reservation constraints |
| The Pick List cannot be submitted | Confirm actual picked quantities and any required warehouse bin, batch, or serial details |
| The Delivery Note quantity is wrong | Return to the source Sales Order or Pick List and create the Delivery Note only for the physically despatched quantity |
| The Sales Invoice contains the wrong quantity | Create it from the submitted Delivery Note, especially after a partial despatch |
| **Update Stock** is selected on the Sales Invoice | Clear it when a Delivery Note already moved the stock |
| The invoice email has the wrong recipient | Verify **To** manually and review the customer contact and **Billing Email** |
| The Payment Entry has an unallocated balance | Confirm whether it is an intentional advance or overpayment; otherwise allocate it to the correct invoice |
| The Payment Entry will not submit | Confirm bank and receivable accounts, payment amounts, references, exchange values, and a zero **Difference Amount (Company Currency)** |
| The invoice is paid but the bank line remains open | Match the bank transaction to the existing Payment Entry in the Bank Reconciliation Tool |
| A document cannot be cancelled | Cancel or reverse its dependent transactions first, beginning with bank reconciliation and payment |

## Related documentation

* [Selling](/doc/9611c59c-fa49-4d68-ae8d-435ff4e26eed)
* [Price Lists and Pricing Rules](/doc/394b7fe2-4f17-4956-9597-e3145c652445)
* [Payment Terms and Templates](/doc/ca001ad2-ff51-412f-bc2e-9fd5be806af1)
* [Pick Sales Orders from Warehouse Bins](/doc/9922933e-6920-4a9d-abd1-9eace2cbcb83)
* [Customer Returns](/doc/77bfdb82-ac69-4451-b677-b1f9d0da3fd1)
* [Refund a Customer](/doc/28b48d2f-3e1f-4b97-9d77-a7a180f511ca)
* [Receive Customer Payments with Batch Receipt Entry](/doc/26fc70a7-7ead-4d49-86c1-614f0c61174f)
* [Reconcile and Allocate Payments](/doc/43dbe64b-7df3-4329-8daa-67f951f567b1)
* [Reconcile Bank Transactions in the Bank Rec Workspace](/doc/81b50f05-a975-40e3-99be-43fabe5dbf05)