A Sales Order in Zoho CRM is a confirmation document sent to a customer before goods or services are delivered. It serves as an internal and external record that the customer has agreed to purchase specific items at defined prices and quantities. Sales Orders are typically created after a quote has been accepted, and they trigger the fulfilment process within your organisation.

The Role of Sales Orders in the Sales Cycle

In Zoho CRM, the typical sequence is: Lead converted to Deal, Quote created against the Deal, Quote accepted and converted to Sales Order, goods or services delivered, and then an Invoice raised. The Sales Order sits between the commercial agreement (the quote) and the financial transaction (the invoice), providing a formal confirmation that the sale has been authorised and is in progress.

Standard Sales Order Fields

• Sales Order Owner: The CRM user responsible for this order.
• SO Number: A unique reference number generated automatically or entered manually.
• Subject: A descriptive title for the sales order.
• Customer No: The customer's own reference number for this order.
• Quote Name: The quote from which this sales order was created.
• Status: Tracks the fulfilment state (e.g. Created, Approved, Delivered, Cancelled).
• Account Name and Contact Name: The customer organisation and individual associated with the order.
• Price Book: The pricing structure applied to line items on this order.
• Line Items: Products or services included, with quantities, unit prices, discounts, and tax totals.
• Billing and Shipping Address: Delivery destination details for the order.
• Terms and Conditions: Delivery terms, payment conditions, or other agreed notes.

Creating a Sales Order

Sales Orders can be created directly from within the Sales Orders module, or by converting an existing Quote. When converting a quote, all line items, pricing, contact, and account details are automatically carried across, eliminating the need for manual re-entry. You can then adjust the order as necessary before saving.

Converting a Sales Order to an Invoice

Once goods or services have been delivered, you can convert the Sales Order to an Invoice from within the sales order record. This carries forward all line item and customer data, allowing you to issue the invoice quickly and accurately without duplicating effort.