Sales orders

Purpose

The sales order records a customer's commitment: what they are buying, in what quantity, at what price and under what payment terms.

It is the pivotal document of the sales cycle. It goes through three stages — entry, confirmation, invoicing — and each one has real effects: stock consumption, issuing of the delivery note, creation of the payment schedule.

Devis ──► Commande de vente ──────────────────► Facture
        (En instance) ─► (Confirmée) ─► (Facturée / Expédiée)
                │             │              │
          free editing  commande ferme   facturer et expédier
                        DN + release note   schedule created

Who can access this module?

The module is visible to accounts holding the Sales management right. Creating and editing additionally depend on the Commandes de ventes et récurrents → Edition sub-right, set in Profiles.

Access

• Menu: Sales management → Sales orders
• Address: /commandes-ventes
• Screen title: Commandes de ventes

The same document can also be viewed from Financial management → Sales orders, from the payment angle.

The order list

Column	Content
Référence commande	The reference of the customer's purchase order, as entered in Réf. BC client.
Date	The order date.
Client	The customer.
Commercial	The salesperson in charge.
Etat	How far the order has progressed.
Valeur HT	The total excluding tax.
TVA	The VAT rate, as a percentage.
Document	Column always empty in this version.
Action	✏️ Editer — the only action available.

The list shows 50 orders per page, with the pagination controls below the table.

Neither deletion nor printing from the list

Unlike quotations, the list offers neither a bin nor a printer: the only action is opening the order. An order entered by mistake cannot be deleted from the interface.

The states of an order

State	Meaning	What remains possible
En instance	Order entered, not committed. The stock has not moved.	Everything is editable. The Commande ferme button is available.
Confirmée	Firm order. The delivery note and the stock release note are issued, the stock is consumed.	The Facturer et expédier button appears.
Facturée	The invoice is issued and the payment schedule created.	Viewing.
Expédiée	The goods have gone.	Saving is no longer offered.
Undéfinie	State not recognised.	—

Creating an order

Three paths lead to the entry screen:

• the ➕ button on the list, for a new order;
• from a quotation, via the Commandes du devis window — the screen is then titled Nouvelle commande de vente pour devis;
• from a customer project, via the Créer un BL button on the project record.

The header

Field	Description
Référence	The internal reference of the order.
Réf. BC client	The reference of the purchase order sent by the customer. This is what appears in the list.
Date	The order date, chosen from a calendar.
Client	The customer. Required.
Projet	The customer project to attach the order to, or Aucun.
Assujeti à la TVA	Tick box, taken from the customer record.
Prix de gros	Tick box: apply the catalogue wholesale price.
Sites	The site the goods leave from. Required.
Dépôt	The warehouse of departure, or Par défaut.

The warehouse decides where the stock leaves from

It is this field that determines which location is debited on confirmation. Check it before making the order firm: after confirmation, the movement has been made.

The order lines

Column	Entry
Référence	The article reference.
Désignation	Taken from the article record. Read-only.
Quantité	The quantity ordered.
Prix unitaire HT	The selling price.
Remise (%)	The discount granted on the line.
TVA (%)	The VAT rate. Column hidden if the customer is not liable to VAT.
Total HT	Calculated, less the discount. Read-only.
Actions	Deletion of the row.

Enter the Référence then leave the field: the designation and the price fill in. An unknown reference displays "Article non trouvé".

The "Dépasse le stock" alert

If the quantity entered exceeds the warehouse's available stock, the message "Dépasse le stock" appears below the line. It is a warning, not a block: entry remains possible. The block comes later, when the order is confirmed.

Terms and totals

Below the table: the Modalité de paiement — from À la commande to À 90 jours fin du mois, Negociées, Personalisées or Instantané — and the Contact client, chosen among the contacts on the customer record.

The Totaux block shows the Total HT, the TVA if the customer is liable to VAT, and the Total TTC.

The life cycle of an order

1. Save

The Enregistrer la commande and Enregistrer la commande et sortir buttons keep the order in the En instance state. Nothing is committed: no stock, no document, no due date. This is the working state, in which everything remains editable.

2. Make the order firm

The green Commande ferme button appears on an order that is saved and En instance. A confirmation is displayed:

Le passage au mode « commande ferme » est irreversible, le BL et le bon de sortie seront emis et les stocks seront consomés.

This step cannot be undone

Confirming triggers the issuing of the delivery note and the stock release note, and consumes the stock. No button takes you back to the En instance state.

Before confirming, read back: the warehouse of departure, the quantities, the prices and the discounts.

Stock check at confirmation time

If an article exceeds the available stock, the application refuses the confirmation:

Stock insuffisant — Certains articles ont une quantité supérieure au stock disponible. Veuillez ajuster les quantités avant de confirmer.

This check depends on two settings in Application configuration: Autoriser stock négatif, which disables it, and Sortie de stock, which decides whether the check happens at confirmation or at invoicing.

3. Invoice and dispatch

The green Facturer et expédier button appears on a Confirmée order. It opens the Transfert vers facture window:

1. Enter the Référence de facture, or leave it empty to continue the automatic numbering sequence.
2. Choose the Date de facture.
3. Confirm.

The invoice is created, and the payment schedule is generated from the order's payment terms:

Term	Due date created
On order / on delivery / deposit	Single due date, calculated from the invoice date.
At 30, 45, 60, 90 days — net or end of month	Single due date at the calculated date.
Negociées or Personalisées	Plan with several due dates, to be defined.
Instantané	No due date is created.

Payment terms are required at this stage

Without terms filled in, the application refuses:

Erreur — Veuillez sélectionner un mode de paiement avant de continuer.

Fill them in when entering the order rather than at invoicing time.

"Instantané" creates no due date

This term assumes an immediate cash settlement. No receivable is generated: if the customer does not pay on the spot, nothing will bring it up in Receivables. Keep it for genuinely simultaneous collections.

Editing an order

On the row concerned, click the green ✏️ Editer icon.

The save buttons disappear once the order is Expédiée. A Confirmée order remains technically editable, but the stock has already been consumed on the basis of the confirmed quantities.

Editing an order that has already been confirmed

The stock movements are not recalculated. Changing a quantity after confirmation puts the document and the real stock out of line. Go through a corrective stock movement instead.

Messages and troubleshooting

Situation	Message	What to do
Unknown article reference	Article non trouvé	Check the reference, or create the article in Articles.
Quantity higher than the stock	Dépasse le stock, below the line	A warning only; the confirmation, however, will be refused.
Confirmation refused	Stock insuffisant	Adjust the quantities, or restock the warehouse.
Invoicing refused	Veuillez sélectionner un mode de paiement avant de continuer.	Fill in the payment terms, save, then start again.
The Commande ferme button does not appear	—	The order is not saved, or is no longer En instance.
The Facturer et expédier button does not appear	—	The order is not in the Confirmée state.
The Enregistrer button stays greyed out	—	The customer or the site is not filled in.
The Document column is empty	—	Normal behaviour: this column displays nothing in this version.
No receivable after invoicing	—	The Instantané term creates no due date.
The session has expired	Automatic return to the sign-in screen	Sign in again; the entry in progress is lost.

Known limitations in this version

• The Document column of the list is always empty.
• The Référence commande column actually shows the reference of the customer's purchase order, not the internal reference of the order.
• No deletion and no printing are offered from the list.
• Two distinct internal states are both displayed as "Undéfinie", with a spelling mistake.
• A Confirmée order remains editable without the stock movements being recalculated.
• The sort arrows in the headers are decorative.

See also

• Quotations — the upstream step, the offer to the customer.
• Customers — the records, their contacts and their projects.
• Recurring orders — repeating orders.
• Application configuration — the Sortie de stock and Autoriser stock négatif settings.
• Financial management → Receivables — the schedule produced by invoicing.
• Stock management → Stock movements — the effect of confirmation on quantities.