Sales Orders

A sales order tells the warehouse what to send to a customer. In SolaStock it is the starting point of fulfillment: you confirm it, reserve stock for it, optionally pick and pack it, and ship it. Only the shipment takes stock out of the warehouse.

Sales orders are fulfillment documents only. The list says: "Fulfillment documents only — SolaStock reserves and ships stock. Invoices and accounting remain in SolaCount." Prices, discounts and tax on the order are there so the warehouse and the customer see the order value. They do not create an invoice, a receivable or a journal entry.

Who uses it: sales coordinators create and confirm orders; warehouse staff reserve, pick, pack and ship them.

Where to find it

You see the menu item when your plan includes sales fulfillment and your role has View sales orders & fulfillment. A feature your plan does not include shows "This SolaStock feature is not available for the current plan or entitlement state."

You only see orders for warehouses you are assigned to (see Permissions).

The fulfillment flow at a glance

1. Create the order and Confirm it.
2. Reserve stock so the quantities are held for this customer.
3. Optional: Create pick list, record picks, Mark picked (Picking).
4. Optional: Create pack, record packages, Mark packed (Packing).
5. Create shipment, complete lot/serial selection, Post shipment (Shipments). Stock goes OUT here.
6. If goods come back, record a Sales Return from the shipment.

An invoice that the accountant sends from SolaCount arrives as a Fulfillment Request; approving it creates and confirms the order for you, and you carry on from step 2. A cash sale arrives on Cash Sale Dispatch and does not need an order.

Picking and packing never move stock. You can create a shipment straight from a reserved order.

Screen tour

The sales order list

The page title is Sales Orders, with New sales order on the right of the header and the fulfillment note under it.

The newest orders are listed first. The list shows the 50 most recent orders. There is no search, filter, bulk action or export on this list.

Empty state: No sales orders — "Create a sales order to reserve, pick, pack, and ship stock."

A Sample data badge next to the title means no organization is selected and example rows are shown.

The sales order detail page

From top to bottom:

Reservation in the summary shows None, Fully reserved, or Partial (reserved/ordered), for example "Partial (30/50)". Hover it to see "30 of 50 reserved".

Progress shows Picked, Packed and Shipped with quantities against the ordered total, for example "Picked 50 / 50".

Lines tab

Reservations tab

The tab has two parts:

1. Reservation options used by the next Reserve stock: Expires at (date and time, optional) and Priority (1 to 999, default 100). For each serial-tracked line still to reserve you also see "SKU · Select n serial number(s)" with a serial selector.

2. Reservation list:

   Column	Meaning
   Item	Item name and SKU.
   Warehouse	Where the stock is held.
   Quantity	Reserved quantity, with the serial number for serial items.
   Priority	The priority set when reserving.
   Expires	The expiry time, or — if none.
   Status	Active, Released or Expired.

   Empty state: No reservations — "Confirmed orders can reserve available stock."

Create a sales order

1. Go to Sales / Fulfillment → Sales Orders and click New sales order.

2. Fill in the header:

   Field	Required	Rules / defaults	Notes
   Transaction currency	Marked required	Lists your enabled currencies; defaults to your base currency. Three-letter code.	The currency of the prices on this order.
   Order number	Marked required, but leave it blank	A new order always gets the next number in the SO-000001 series when you save.	You can change the number later by editing the draft (up to 50 characters, unique).
   Customer	No	Lists active customers as "Code · Name".	See Customers.
   Customer name	No	Placeholder "Optional override". If blank, the customer's name is used.	Use it when this order must show a different name, or when you have no customer record.
   Warehouse	Yes	Only warehouses you are assigned to work.	The warehouse that reserves and ships the stock.
   Order date	No	Defaults to today in your own calendar day.
   Requested ship date	No		Shown on the order for planning.
   Notes	No		Shown on the order.

3. Add lines under Lines. Click + Add line for more rows, and × to remove one.

   Column	Required	Rules / defaults	Notes
   Item	Yes	Lists active items as "SKU · Name".	Only inventory items can be reserved and shipped. A service or non-inventory item is refused when stock moves. Items whose Available for sale box is unticked are not offered; saving or confirming a line with one is refused: "This item is not available for sale. Enable Available for sale in item settings to use it on a new sale."
   Ordered quantity	Yes	Greater than zero.	Lines without an item or quantity are dropped when you save.
   Unit	No	Blank = the item's base unit.	If you choose another unit, the item needs a conversion to its base unit.
   Unit price	No	0 or more. Blank = 0.	Price per chosen unit.
   Discount %	No	0 to 100.
   Tax	No	Active sales taxes from Settings → Tax administration, shown as "VAT5 · 5%" or by treatment (zero, exempt). New lines start with your Default sales tax.	No tax leaves the line without a tax code (see Tips).
   Line total	—	Calculated: (quantity × price − discount) + tax.

4. Click Save draft. You see "Sales order created." and the order opens with status Draft.

Click Cancel to leave without saving.

Totals on the order

If saving fails

Edit a draft

1. Open a Draft order and click Edit (top-right).
2. Change header fields or lines. You can also change Order number here.
3. Click Save draft. You see "Draft updated."

Only drafts can be edited. Opening the edit page of a confirmed order sends you back to the order with "Only draft sales orders can be edited."

Confirm an order

1. Open the draft and click Confirm in the action bar.
2. The dialog Confirm sales order says: "This confirms the sales order for fulfillment under the existing stock and permission checks." Click Confirm sales order.
3. You see "Sales order confirmed." The status becomes Confirmed and the stepper marks Confirmed.

Confirming does not hold stock. Reserve it next.

When SolaStock is connected to SolaCount, confirming checks that the order's customer, items, units, warehouse and tax codes are matched to SolaCount. If something is missing, confirming is refused with a mapping review message. Finish the matching on the SolaCount integration page and try again (SolaCount integration).

Reserve stock

1. Open a Confirmed (or Partially reserved) order and click the Reservations tab.
2. Optional: set Expires at to release the hold automatically at that time, and a Priority from 1 to 999.
3. For each serial-tracked line, select exactly the number of serial numbers shown in "Select n serial number(s)".
4. Click Reserve stock in the action bar. You see "Stock reserved."

What happens:

• SolaStock holds available stock in the order's warehouse for each line still short. For lot-tracked items it takes the lots with the earliest expiry first.
• The status becomes Reserved when every line is fully reserved, Partially reserved when only some stock was available, and stays Confirmed when nothing could be reserved.
• Reserved stock is no longer available to other orders or documents. You see it as reserved quantity in Current Stock and in the Reservation Report (Reports).
• Click Reserve stock again after more stock arrives. Only the missing quantities are reserved.

If the serial count does not match, you see "Select exactly n serial(s) for SKU."

A reservation whose Expires at time has passed is shown as Expired the next time you open the order, and its stock is free again.

Release a reservation

1. Open a Reserved or Partially reserved order.
2. Click Release reservation. You see "Reservation released."

All active reservations of the order are released, every line's Reserved goes back to 0, and the status returns to Confirmed. There is no confirmation dialog.

Create a pick list or shipment

If everything has already shipped, Create shipment shows "Nothing remains to ship for this order."

Cancel an order

1. Open the order and click Cancel order (red, in the action bar). It is shown for every status except Draft, Shipped and Cancelled.
2. The dialog Cancel sales order says: "This cancels the selected sales order under the existing fulfillment and reservation rules." Click Cancel sales order.
3. You see "Sales order cancelled."

Cancelling releases all of the order's reservations. It does not undo posted shipments, and it does not cancel pick lists, packs or draft shipments already created. A draft order has no cancel button; just leave it as a draft.

Statuses and lifecycle

Actions by status

Each button is greyed out if your role lacks the permission behind it.

Permissions

Custom roles can combine the individual permissions: View sales orders & fulfillment, Create / edit / confirm / cancel sales orders, Reserve / release stock for sales orders, Create pick lists & record picks and Create & post shipments (stock OUT).

Warehouse scope is enforced by the server:

• Orders for warehouses you are not assigned to are not listed and cannot be opened, reserved, picked or shipped.
• Choosing such a warehouse on a new order is refused with "You are not assigned to this warehouse."
• A refused action shows "You do not have permission for this action."

Confirmations and "Status not confirmed"

Confirm and Cancel order always ask for confirmation. If the connection drops while an action runs you may see Status not confirmed — "We could not confirm whether the change completed. Check the current status before submitting again." Click Check current status and look at the order's status and the Reservations tab before you try again, so you do not reserve or ship twice.

Worked examples

Al Noor Trading LLC sells bottled water and handheld scanners from its Dubai Main warehouse. Sara Khan enters orders; Omar Haddad (Warehouse Operator, assigned to Dubai Main) fulfills them.

Example 1: a quick order shipped straight from reservation

1. Sara clicks New sales order: Customer CUS-GULFSTAR · Gulf Star Supermarkets LLC, Warehouse DXB · Dubai Main, Requested ship date 8 Oct 2026.
2. Line: Water 500ml x24, Ordered quantity 50, Unit price 25.00, Discount % 0, Tax VAT5 · 5%. Line total 1,312.50.
3. Save draft → SO-000031, Draft. Subtotal AED 1,250.00, Discount 0.00, Tax 62.50, Total 1,312.50.
4. Confirm → Confirm sales order → "Sales order confirmed."
5. Omar opens the order, clicks Reserve stock → "Stock reserved." Dubai Main had 180 cartons, so the order is Reserved and Reservation reads Fully reserved.
6. Omar clicks Create shipment, types the ship-to address and posts it (Shipments). The order is Shipped and the Lines tab shows Shipped 50. Dubai Main drops from 180 to 130 cartons.

Example 2: partial reservation, discount, pick and pack

1. Sara creates SO-000032 for Gulf Star from Dubai Main with two lines:

   Item	Qty	Unit price	Discount %	Tax	Line total
   Water 500ml x24	120	25.00	10	VAT5 · 5%	2,835.00
   Barcode Scanner BS-200 (serial)	2	450.00	0	VAT5 · 5%	945.00

   Totals: Subtotal 3,900.00, Discount 300.00, Tax 180.00, Total 3,780.00. She saves and confirms it.

2. Dubai Main has 80 cartons of water. On Reservations, Omar sets Priority 50 and Expires at 10 Oct 2026 17:00, selects serials BS200-0091 and BS200-0092, and clicks Reserve stock. Result: water 80 of 120 reserved, scanners 2 of 2. Status Partially reserved, Reservation "Partial (82/122)".

3. A transfer brings 60 more cartons into Dubai Main. Omar clicks Reserve stock again; the extra 40 cartons are reserved. Status Reserved, Fully reserved.

4. Omar clicks Create pick list (PICK-SO-000032), picks everything and marks it picked. The order is Picked, Progress "Picked 122 / 122".

5. He creates the pack, packs everything and marks it packed. The order is Packed.

6. He clicks Create shipment, selects the two serials, posts it. The order is Shipped; the stepper shows all five steps done.

7. In SolaCount, Sara creates the invoice for AED 3,780.00 and links it to the shipment with Review shipment link (SolaCount invoices).

How it connects

Tips and common problems

Related

• Customers · Picking · Packing · Shipments · Sales Returns
• Current Stock · Transfers · Purchasing · Reports
• Settings · Team access · SolaCount integration
• Fulfillment Requests · Cash Sale Dispatch
• SolaCount invoices