💡 In Sales, you create the order. This includes the ordered products and may also contain returned products such as empty goods.
⇢ Go to Sales - Orders and click the green plus icon.
General data
Customer: the customer for whom you want to create an order.
💡 To be able to select a customer in an order, the customer must first be created under 'Companies'. You can follow this 👉 guide to create a new customer.
Delivery address: the default delivery address of the selected company will automatically be filled in the Address field.
💡 The address impacts excise registrations, since it determines whether a shipment falls under suspension or not.
💡 If no delivery address is available, the billing address is used instead. This address is shown on logistical documents.
💡 Follow this 👉 guide to add an extra delivery address.
Reference: the internal reference you want to assign to an order. This can also be a customer reference. The reference appears on logistical documents and the invoice.
Order date: the order date is automatically set to today. You can adjust it if needed. The order date determines which price list applies to the order.
Requested delivery date: the date on which the customer wants the goods to be delivered. Optional.
Expected delivery date: the date on which you expect to deliver the ordered goods. Optional.
Stock location for ordered products: the stock location from which the ordered products should be picked.
☝️ For excise goods shipped under suspension, this will be your Warehouse/AGP. Such shipments must be accompanied by an eAD document.
💡 If needed, you can override this stock location per product line via the stock icon.
Stock location for returned products: the stock location where returned products must be stored.
💡 In Douano you can define default stock locations for ordered and returned products in a sales order. You can follow this 👉 guide to set a default stock location.
Transport method: the transport method to be used for this shipment.
💡 The address, reference, and transport method will appear on logistical documents.
💡 You can follow this 👉 guide to add a new transport method.
Products ordered by customer
Product: select the product you want to sell. The product must be active and marked as can be sold to appear in the list.
💡 After selecting a product, you can click the stock icon at the start of the line to check how much stock is still available. If insufficient free stock is available, the icon turns orange.
💡 Via the stock icon, you can override the picking location for that product.
Quantity: the amount, expressed in the product’s unit (pieces, liters, kilograms, …).
💡 The price is retrieved automatically if a sales price exists for the combination of customer, price class, order date, and product. The quantity may also affect the price if volume discounts are configured. Follow this 👉 guide to set up sales prices per price class.
💡 By clicking the euro icon at the start of the line, you can see how the price was determined.
💡 By clicking the lock icon, prices can be manually entered or overridden. The keyboard icon turns orange in that case.
Price: the price per unit entered manually here, excluding VAT and excises. VAT and excises are known in Douano at product level and are added automatically to the order and invoice.
Discount: an optional discount, either percentage or absolute. Switch type with the toggle icon.
Deposit: the deposit amount is retrieved automatically after selecting a product.
Excise: the excise duty is retrieved automatically after selecting a product and the delivery address.
⚠️ For foreign addresses and addresses under excise suspension, no excise duty is applied. The shipment must then be accompanied by an eAD document.
Products returned by customer
Product: select the product the customer wants to return. The product must be active and marked as can be bought/received to appear in this list.
Quantity: the amount, expressed in the product’s unit.
Price: price per unit, excluding VAT and excises.
Discount: an optional absolute or percentage discount.
Deposit: deposit amount is retrieved automatically after selecting a product.
Excise: excise duty is retrieved automatically after selecting a product and the delivery address.
⚠️ Same rule applies: for foreign addresses and those under suspension, no excise duty is applied. Shipment must be accompanied by an eAD document.
Miscellaneous
⚠️ Products sold via miscellaneous lines are not deducted from stock. Use miscellaneous lines to charge optional costs or a prepaid deposit.
Description: a clear description of what is being sold or credited. You may specify the unit in the description.
Quantity: the number of times this miscellaneous line is applied. Entering a positive number adds the price to the order total; a negative number subtracts it.
Price: price per unit, excluding VAT.
Discount: optional absolute or percentage discount. Use the toggle icon to switch.
VAT rate: the default VAT rate is 21%. Exceptions may apply for certain goods and services.
Discounts
Commercial discount: a percentage discount applied to the entire taxable base of the order. Always valid. If a standard commercial discount is set at company level, it will appear here automatically. You can still adjust it per order.
Financial discount: a percentage discount applied to the entire taxable base of the order. Also called cash discount. Only valid if the customer pays within the specified payment term. If a standard discount is set at company level, it will appear here automatically. You can still adjust it per order.
Term financial discount: the number of days within which the financial discount is valid. If a standard term is set at company level, it will appear here automatically. You can still adjust it per order. By law, in case of financial discounts, VAT is always calculated on the taxable base including the discount, even if the discount term has expired.
Document notes
💡 Here you can add notes to be shown on certain documents of this order. If standard notes are set at company level, they will appear here automatically. You can still adjust them per order.
Document type: the type of document on which the note must be shown.
Note: the note text to be shown on the selected document.
Links with other transactions
Waits for: transactions this sales order depends on.
Requested by: transactions that depend on this sales order.
Totals
Green box: shows the total amount payable for this order, with a detailed calculation breakdown.
💡 You can now either save or confirm the order.
Save: if you are not sure about the order or it is incomplete, you can save it as a draft. You can edit/complete and confirm it later.
Confirm: by confirming the order, you send it to the Logistics module. In the logistics step, you can still adjust the automatically picked stock items.
Confirm and send/receive: skips the logistics step, accepts automatic picking, removes ordered products from stock, and allows you to immediately create the sales invoice.