Transaction Rules of Sales Order - Smarter Sales & Inventory Management | Zayls

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Knowledge Base Sales | Transaction Rules of Sales Order

Transaction Rules of Sales Order

The main purpose of the designed transaction rules in Zayls is to safeguard the general flow of transactions and the integrity of data.  

On this page, we will be discussing all the transaction rules accordingly.  

 

Creating SO – Regular Users 

When a regular user creates a Sales Order and  Sales Orders – Approve  access is not given to the user, then all Sales Orders will be saved as  Pending.  

If the Sales Order is unapproved (Pending or Voided),  the system will not allow the user to proceed with  the  DeliverySales Return, Invoices, and Collections.  Simply put,  the Sales Order is the mother transaction of the Sales Workflow. Therefore, the SO  must be approved first before other transactions could push through.  

Higher roles can only approve and disapprove Sales Orders when there are no subsequent transactions connected to the SO. 

If you are an Admin or a Regular user with  Sales Order – Approve  access in the user role, you will have the option to  Save and  Approve and  to  approve/disapprove Sales Orders created by other users. 

To know more about User Roles, click here.

Editing a SO – Regular Users & Admin 

Pending SO 

 If the SO is still pending, the regular user can still edit and: 

  1. Change  the Customer 
  2. Add or  update  a Reference # 
  3. Update SO  and Delivery Date 
  4. Change Warehouse 
  5. Change Payment Terms 
  6. Add more items in the SO 
  7. Update item quantity and unit price 
  8. Add or update remarks 

 

Editing SO with a Delivery 

You can still edit the SO; however,  you cannot edit anything lesser than the item quantities you have already delivered. Otherwise,  you will get an error and the Sales Order will not be saved. 

Example:  

 

Before: 

SO – Item1 – 10 pieces 

You can still edit and add more items and quantities. 

 

Current: 

SO – Item1 – 10 pieces 

DR – Item1 – 5 pieces 

In this event, when you have already delivered 5 pieces of  Item 1, you can only apply equal or greater than 5 pieces when editing the item quantity. 

If you really need to add more items and update item quantities, void or delete transactions connected to the SO, have your manager disapprove the SO and that will allow back the full edit capabilities. 

Voiding a Sales Order 

Voiding is only allowed in two conditions: 

  1. The SO is pending/approved, and no transactions are made subsequent to the SO 
  2. All transactions connected to the SO are either voided/deleted 

Deletion is only allowed when SO is pending.

Related Article: Create or Edit a Sales Order