If you have questions about a purchase order you have pending, seek legal council before signing. Maintaining detailed records of your sales orders will help ensure you can deliver on those agreements. If you’re a vendor, sales orders are crucial to keeping track of your inventory.

To create a sales order, the customer must express a need for a product or a service. Depending on the business, the customer might have to pay for the products when submitting the sales order. This document promises the delivery of the requested goods and services by the agreed-upon due date. Sales orders and invoices identify details needed to make a sale, meaning they’re vital for business transactions in any company.

Streamline your invoicing process with a template for creating invoices

These are non-negotiable documents that specify a written contract between two parties. Usually, these documents are generated manually in small businesses. Many organizations prefer to fax these documents to their customers. However, in large companies, the process is often automated using an appropriate software tool. Many companies use purchase orders to initiate the purchase of products or services from a vendor at a specific price, or as a result of the sales quote they received. POs are numbered chronologically and are used in order regardless of the type of product or service being ordered.


There is no right or wrong answer when choosing between a purchase order and an invoice, as both documents are equally significant. While purchase orders appear necessary from a legal standpoint, invoices also provide much-needed clarity and can help avoid problems down the road. A purchase order is typically a printed document signed by both the buyer and the seller. In contrast, an invoice can also be a printed document but is more often than not, an electronic document sent to the buyer via email or purchase order software.

What Is a Sales Order? : A Guide to the Benefits and Best Practices

If there is no long project or overseas shipment, the final invoice is typically the one used for all business. POs are created and issued by the buying party, while SOs are created and issued by the selling party. A PO indicates the intent for a purchase to take place, while an invoice indicates that a sale took place that requires payment. A Magento POS system is software integrated with the Magento platform to synchronize data between your online and offline stores and facilitate retail operations. Magestore POS is a web-based and Magento-native POS which requires at least one Magento website to work. Both are used in retail communication about the purchasing process among employees.

  • If the customer wants a paper-based copy, you can print and mail the sales order form.
  • Sales is the term used for the products/services sold by a business.
  • However, the seller sends a sales invoice to the buyer after the products and services have been delivered.
  • But a complete Magento POS system can assist you with more advanced tasks, such as inventory control, supplier management, loyalty programs, etc.
  • The invoice, from the buyer’s perspective, represents a valid proof of business expenses.
  • However, the sales order process can end up saving you valuable time and resources.

If you own a Whats The Difference Between A Sales Order And An Invoice? and travel for business, you may wonder whether you can deduct all the costs of having your spouse accompany you on trips. Ideally, the customer pays the amount specified on the invoice within the allotted time frame. The vendor assembles, packages, or prepares the goods and services requested. The vendor sends the sales order to the customer to confirm the terms of the sale.

Basis for Extending Credit to Customers

In a typical sales order workflow, the sales order is created from an estimate or an entirely new sales order is created. Once the sales order is approved, it enters the fulfillment queue. The order in which the sales order is approved depends on the company’s accounting preferences. In your accounting records, the sales order number will serve as the reference number that will be mentioned in succeeding documents and records. When a customer requests a sale on credit, the sales personnel prepares a sales order and sends it to the credit department for credit approval. The credit department personnel will evaluate whether the customer is qualified for a credit term.


This sales order details specific delivery dates and quantities. It is an external agreement where all the data is represented in schedule lines. Processing of a scheduling agreement is done in the same way as normal delivery. Both SOs and invoices contain details about a transactions, as well as delivery and billing information for the purchase taking place.

It also provides you with real-time information to help you make the most informed business decisions. If you already utilize documents like quotes and invoices, you may be wondering how you could possibly benefit from even more paperwork. However, the sales order process can end up saving you valuable time and resources. Here are some of the ways your business can benefit by optimizing your sales order process.

  • Keeping track of all the documents from the beginning of the purchase process to the end needs to be a team effort.
  • If a customer is interested in your wares, you send them a quote.
  • Once the seller records the purchase order number from the buyer, they can reference it on the invoice to show the product or services that were pre-approved.
  • However, the efficient utilization of pertinent sales documentation contributes to the success of this procedure.
  • Additional information can be added to the sales order, like the comparison between desired quantity and what was actually delivered.
  • I agree to receive marketing communications via email including newsletters, promotional offers, product updates, and event invitations.

You will then communicate the order request to the sales rep or you will write down your request directly on an order form. Besides enabling payments, invoices are crucial for creating an audit trail that protects the business. It serves as an accounting record for the customer and the seller. A scheduling agreement details specific goods quantities and delivery dates.

Help your company stay on track

Using sales orders to help manage your accounts receivable becomes increasingly important as your small business grows and communication between departments becomes more difficult. A pro forma invoice is generally used for export sales when a commercial invoice is not available. It’s also created when there’s a large project that contains several products or services. It gives customers an idea of the scope of the project and the total amount that will be due once everything is completed.

What is the purpose of a sales order?

A sales order is a commercial document generated by a seller and issued to a customer. It specifies the sale of goods or services and details the sales' specifics, including pricing, quantity, and quality of goods or services provided. orders are legal contracts between your company and your vendors. This is an example of a receipt for a sale that didn’t require an initial invoice. The invoice will also include the payment method and the precise payment conditions established previously in the sales process.

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