Order Management & Fulfillment
Manage customer orders from order entry through inventory fulfillment, document generation, and invoicing.
How to use this solution
Use this solution to manage customer orders, fulfill ordered Items from inventory, generate customer-facing Documents, and create Invoices in one connected process.
The solution provides a structured Sales Order to Goods Issue to Invoice flow:
- Sales Order management: Record the Customer, Items, quantities, prices, shipping information, payment terms, and requested delivery date.
- Sales Order document generation: Generate a formatted customer-facing Sales Order for review, confirmation, sharing, printing, or record keeping.
- Inventory fulfillment: Select a Fulfillment Location and generate a Goods Issue with lines matching the ordered Items and quantities.
- Inventory control: Post the Goods Issue to validate available stock, update Inventory Items, and record inventory movements.
- Customer invoicing: Create an Invoice and corresponding Invoice Lines directly from the Sales Order using Item pricing.
- Invoice document generation: Generate a formatted Invoice for customer billing, sharing, printing, or transaction records.
How the solution is organized
The solution is built around these connected business objects:
| Business object | What it represents | How it is used |
|---|---|---|
| Customer | The company or individual placing the order | Stores customer name, contact information, billing and shipping addresses, and status |
| Item | A product that can be ordered | Stores SKU, unit of measure, sales price, purchase price, and status |
| Sales Order | An accepted customer order | Starting point for fulfillment, invoicing, and Sales Order document generation |
| Sales Order Line | An individual Item ordered by the Customer | Stores the Item, quantity, unit price, and other line information |
| Location | A warehouse, facility, stock room, or other fulfillment location | Selected on the Sales Order as its Fulfillment Location |
| Inventory Item | An Item stocked at a specific Location | Maintains inventory quantities for the Item and Location combination |
| Goods Issue | Inventory leaving a Location | Generated from a Sales Order with one Goods Issue Line for each Sales Order Line |
| Inventory Transaction | A stock movement from a posted Goods Issue | Provides the inventory change history for each Inventory Item |
| Invoice | The customer-facing bill for an order | Generated from a Sales Order with Customer, currency, payment terms, and order lines |
| Invoice Line | An individual Item being billed | Stores the Item, quantity, unit price, and calculated line total |
A Sales Order contains the Customer, order date, requested delivery date, shipping information, Fulfillment Location, currency, payment terms, and one or more Sales Order Lines.
The Fulfillment Location determines which Inventory Item is used for each ordered Item when the Goods Issue is generated.
Included automations
This solution includes automations for order fulfillment, invoicing, inventory posting, and document generation.
SO Create Goods Issue
Runs when Generate Goods Issue is clicked on a Sales Order. It:
- Validates the Sales Order Lines
- Uses the Sales Order's Fulfillment Location
- Matches each ordered Item to its Inventory Item at that Location
- Creates a Goods Issue
- Creates one Goods Issue Line for each Sales Order Line
- Prevents another Goods Issue from being generated when one already exists
The Goods Issue is created without changing inventory. Inventory changes only when the Goods Issue is posted.
GI Post Inventory
Runs when inventory is posted from a Goods Issue. It:
- Validates the quantities being issued
- Checks that sufficient inventory is available
- Deducts the issued quantity from the related Inventory Item
- Creates an Inventory Transaction
- Tracks how much inventory has been posted
- Updates the Goods Issue Inventory Status
If sufficient inventory is unavailable, the affected inventory is not posted and the error is reported.
SO Create Invoice
Runs when Create Invoice is clicked on a Sales Order. It:
- Validates the Sales Order Lines
- Creates an Invoice for the Customer
- Carries over currency and payment terms
- Creates one Invoice Line for each Sales Order Line
- Uses Item pricing to calculate Invoice amounts
- Prevents another Invoice from being generated when one already exists
Document generation
- Sales Order Document Generation creates a formatted Sales Order from the Sales Order and its Sales Order Lines.
- Invoice Document Generation creates a formatted Invoice from the Invoice and its Invoice Lines.
GI Post Inventory is managed as part of the solution and cannot be edited. SO Create Goods Issue and SO Create Invoice are workspace workflows and can be customized.
Getting started
1. Create Items
Create records for the products you sell. Add the Item name, SKU, Item type, unit of measure, sales price, and Status.
2. Create Locations
Create a record for each Location from which orders can be fulfilled. Add the Location name, Location type, address, and Status.
3. Set up inventory
Create an Inventory Item for every Item and Location combination where stock is maintained.
Enter the quantity on hand, quantity reserved, minimum stock, maximum stock, reorder level, and Status.
4. Create a Customer
Create a Customer record for the company or individual placing the order. Add the Customer's contact, billing, and shipping information.
5. Create a Sales Order
Create a Sales Order for the Customer and enter:
- Customer
- Order date
- Requested delivery date
- Shipping information
- Fulfillment Location
- Currency
- Payment terms
Add a Sales Order Line for each Item and quantity ordered.
6. Generate a Sales Order document
Generate a formatted Sales Order when you need to send, review, print, or retain a customer-facing copy of the order.
7. Generate the Goods Issue
Click Generate Goods Issue. The solution creates a Goods Issue and corresponding Goods Issue Lines using the Sales Order's Items, quantities, and Fulfillment Location.
8. Post inventory
Review the Goods Issue and click Post Inventory.
The automation validates availability, deducts the fulfilled quantities, and creates Inventory Transactions. If inventory is insufficient, the error is reported without deducting unavailable stock.
9. Create the Invoice
Click Create Invoice on the Sales Order. The solution creates the Invoice and its Invoice Lines using the Customer and Items from the Sales Order.
10. Generate the Invoice document
Generate a formatted Invoice when it is ready to be sent, printed, or shared with the Customer.
Example
Suppose Skyline Retail Group orders three ApexVision 27" Display Panels to be fulfilled from the Northridge Distribution Center.
The following records already exist:
| Quantity | Record type | Record |
|---|---|---|
| 1 | Customer | Skyline Retail Group |
| 1 | Item | ApexVision 27" Display Panel |
| 1 | Location | Northridge Distribution Center |
| 1 | Inventory Item | ApexVision 27" Display Panel at Northridge Distribution Center |
To process the order:
- Create a Sales Order for Skyline Retail Group.
- Select Northridge Distribution Center as the Fulfillment Location.
- Add a Sales Order Line for three ApexVision Display Panels.
- Generate a Sales Order document for customer confirmation when needed.
- Click Generate Goods Issue.
- Review the generated Goods Issue and post it to inventory.
- Confirm that the Inventory Item quantity decreases by three and an Inventory Transaction records the movement.
- Click Create Invoice on the Sales Order.
- Confirm that an Invoice with the corresponding Invoice Line is created for Skyline Retail Group.
- Generate the Invoice document and send or share it with the Customer.
This provides a connected record of the entire process:
Customer → Sales Order → Sales Order Document → Goods Issue → Inventory Transaction → Invoice → Invoice Document
Make it yours
Customize this solution by adding your own fields, views, forms, related records, and workflows to match the way your business manages orders and fulfillment.
GI Post Inventory remains managed as part of the solution and cannot be edited. SO Create Goods Issue and SO Create Invoice can be customized as your order process evolves.