Sales orders, proforma and invoices

The sales desk is where most orders enter the system. This guide covers the whole life of an order from the sales side.

Last updated: 4 November 2026

Before you start

• Your finished goods are in Product & Raw Master with price and GST.
• Company Branding is filled in, so printed invoices look right.
• You have the Sales or Administrator role.

Add a party

Open Parties and add the firm: name, contact person, phone, GSTIN, address and credit terms. An admin can assign each party to a sales rep, and that rep will then see the party in their own list.

Punch a sales order

1. Open Sales Orders and click Punch Sales Order.
2. Choose the customer. The sales rep tag is filled in with you.
3. Click Add Item, choose the product, enter quantity and rate. The GST percentage comes from the product and can be changed on the line.
4. Add any notes, then save. The order is created as a draft.

Send the proforma

Open the order and choose Proforma (PI). You get a printable PI with your branding to send to the party for approval.

Confirm the order

When the party agrees, click Customer Confirmed. If the party has paid an advance, enter the amount and the payment mode (cash, UPI, bank transfer, credit). Then:

• If stock is available, the order goes to the warehouse, ready to dispatch.
• If stock is short, the order shows Awaiting Stock: In Production and the shortfall appears as a work order for the production team.

Edit an order after confirming

Use the edit button. Change quantities or items and save. Sankalp recalculates what is still owed and updates the work orders, so production does not have to be told separately.

Record more payments

Open the order and confirm again with the new amount received. The payment status becomes unpaid, partial or paid, and the amount goes to Accounts.

Dispatch and delivery

Dispatch is done in Warehouse & Dispatch (or from the order). You choose how much of each item is leaving on this trip. After the party receives the goods, click Mark Delivered. See Packing and dispatch.

The GST invoice

The invoice number is generated when the order is confirmed. The invoice is finalised when goods actually ship, so a part shipment is invoiced for what went out. Print or save it as PDF from the order.

Holding dispatch until payment

If the party has not paid, use the lock to stop dispatch on that order. The warehouse sees the lock and the reason. Unlock it when the money arrives.

Common mistakes

• Confirming before the quantity is final. You can edit, but tell the party the PI changed.
• Entering the advance as a negative number to correct it. Enter the correct total received instead; the difference is posted to Accounts.
• Deleting an order to start over. Edit it instead, so history is preserved.