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Sales Orders

This guide explains sales orders in MyCloudBook: creating an order, its statuses, fulfilling it with an invoice or a receipt, canceling and reopening it, and the rules for changing and deleting it.

Overview

A sales order records an order that the customer confirmed and that the company has still to deliver or to invoice. It keeps the agreed products, quantities, and prices until the invoice or the receipt is made. When that document is created from the order, MyCloudBook marks the order as Fulfilled and links the two documents.

A sales order has no accounting effect: no journal entry, no inventory movement, and no customer balance. Sales orders have their own number sequence. They are listed in the Invoices & Receipts tab and use the invoice screen; the Invoices and Receipts guide describes the shared parts.

How to open the screen

  1. In the left navigation, click Sales, then the Invoices & Receipts tab.
  2. To see the sales orders only, set the Document Type filter to Sales Order.
  3. To create a sales order, click New and then New Sales Order.

The sales order screen

The sales order screen is the invoice screen with these differences:

  • The number field is S. Order No, in the sales order sequence.
  • The date field is Expire Date, the last day of the order. It is optional.
  • The large figure is labelled AMOUNT, and the status appears under it.
  • There is no draft, no Receive Payment, no Payments tab, and no Credit Notes tab.
  • After the save, the buttons Create Invoice and Mark as Fulfilled appear while the order is open.
A new sales order for Harbor View Catering with ten sets of ceramic mugs, expiring on November 30, 2026.
Figure 1. A new sales order, ready to be saved.
  1. 1Save.
  2. 2Save & Close.
  3. 3Create Copy. Available after the save.
  4. 4Template. The sales order templates only.
  5. 5Print Preview.
  6. 6Send. Available after the save.
  7. 7Delete. Available after the save.
  8. 8S. Order No. 0 means the next number of the sales order sequence.
  9. 9Customer. Required.
  10. 10Expire Date. Optional.
  11. 11The amount of the order and, after the save, its status.
  12. 12The tabs.

The fields

FieldRequiredPurpose and rules
S. Order NoRequiredKeep 0 for the next number of the sales order sequence.
RefOptionalA free reference, for example the purchase order number of the customer.
DateRequiredThe date of the order. It starts with today.
CustomerRequiredThe customer who placed the order.
Expire DateOptionalThe last day of the order. When online payment is set up, the customer can pay the order online only until this day. The date does not change the status.
LinesRequiredAt least one line, as on an invoice.

Statuses

A new sales order is Open. The status changes through the buttons of the order or through the documents created from it.

StatusMeaning and what it allows
OpenThe order is waiting. It can be changed, deleted, fulfilled, or canceled. Create Invoice, Create Receipt, and Mark as Fulfilled are offered.
FulfilledAn invoice or a receipt fulfilled the order. The order cannot be changed or deleted. Reopen Order sets it back to Open.
CanceledThe order was withdrawn. It cannot be changed, but it can be deleted. Reopen Order sets it back to Open.

A fulfilled order cannot be canceled, and a canceled order cannot be fulfilled: reopen the order first. When the invoice or the receipt that fulfilled an order is deleted, the order becomes Open again.

Sales order 1 after the save with the status Open and the Create Invoice and Mark as Fulfilled buttons.
Figure 2. The sales order after the save.
  1. 1The tab shows the number of the order.
  2. 2Create Invoice, with Create Receipt in its menu.
  3. 3Mark as Fulfilled, with Cancel Order in its menu.
  4. 4The status Open.
The Mark as Fulfilled button with Cancel Order in its menu.
Figure 3. The status commands.
  1. 1Mark as Fulfilled.
  2. 2Cancel Order. Sets the status of the order to Canceled.

Fulfilling an order

An order is fulfilled in one of three ways:

  • Create Invoice or Create Receipt. The button opens a new invoice, or a receipt from its menu, filled with the customer, the reference, the lines, and the addresses of the order. When the new document is saved, the order becomes Fulfilled and the two documents are linked in their Related Documents tabs.
  • Mark as Fulfilled. For an invoice or a receipt that already exists. The window lists the invoices and the receipts of the customer; select the document and click Save.
  • Online payment. When Stripe is set up, the customer page of an open order shows a payment button. A successful payment creates a receipt from the order and fulfills it.

The example creates a receipt from the order, paid by credit card into the checking account:

  1. Open the order and click the arrow of Create Invoice, then Create Receipt.
  2. Select the Deposit To account and the Payment Method.
  3. Click Save. The receipt receives its number, and the order becomes Fulfilled.
A new receipt created from sales order 1 with the customer and the line of the order and the Deposit To account.
Figure 4. The receipt created from the order.
  1. 1A new receipt opens.
  2. 2The customer of the order.
  3. 3Deposit To.
  4. 4The lines of the order.
Sales order 1 with the status Fulfilled, the badge Receipt #16 and the Reopen Order button.
Figure 5. The fulfilled order.
  1. 1The status Fulfilled.
  2. 2The receipt that fulfilled the order. A click opens it.
  3. 3Reopen Order.
The Invoices & Receipts list with sales order 1, its status Fulfilled and the green badge Receipt #16.
Figure 6. The fulfilled order in the list.
  1. 1The order: Fulfilled, with the receipt that fulfilled it.
The Mark as Fulfilled window with the Document field and the Save and Cancel buttons.
Figure 7. The Mark as Fulfilled window.
  1. 1The window title.
  2. 2Document. The invoice or the receipt that fulfilled the order.
  3. 3Save. A document is required.
  4. 4Cancel.

Deleting an order

An open or a canceled order can be deleted from the list or with Delete. A fulfilled order cannot be deleted; reopen it first.

The message The Sales Order #1 is 'Fulfilled'. You cannot delete it. Set the status back to 'Open' first.
Figure 8. A fulfilled order cannot be deleted.
  1. 1The message from the server.

Messages and their meaning

MessageCauseWhat to do
You must provide 'ContactId'.The order has no customer.Select the customer.
The Sales Order #N is 'Fulfilled'. You cannot change it. Set the status back to 'Open' first.The order is fulfilled.Click Reopen Order, then change the order.
The Sales Order #N is 'Canceled'. You cannot change it. Set the status back to 'Open' first.The order is canceled.Click Reopen Order, then change the order.
The Sales Order #N is 'Fulfilled'. You cannot delete it. Set the status back to 'Open' first.The order is fulfilled.Click Reopen Order, then delete it.
Please select the document.Save in the Mark as Fulfilled window without a document.Select the invoice or the receipt.
The Sales Order #N is 'Fulfilled'. Set the status back to 'Open' first.Cancel Order on a fulfilled order.Click Reopen Order first.
Error, Document No : [N] already in use.The typed number is used by another sales order.Keep the number 0.

Questions and answers

What is the difference between a sales order and an estimate?

An estimate is an offer that the customer can accept or decline. A sales order is an order that the customer already confirmed and that waits for the invoice or the delivery. Both have no accounting effect.

How is a sales order marked as fulfilled?

Create the invoice or the receipt from the order with Create Invoice or Create Receipt, or use Mark as Fulfilled and select an existing invoice or receipt. A Stripe payment on the customer page also fulfills the order.

How do I change a fulfilled sales order?

Click Reopen Order to set it back to Open, change it, and fulfill it again.

Does a sales order reserve stock or post to the accounts?

No. A sales order creates no journal entry and no inventory movement. The invoice or the receipt created from it does.