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Sales Order fields explained
Understand each field on the sales order form and when to fill it.
11 Tem 2026
Overview
A sales order form contains several sections: header information (customer and date), items (what you're selling), and financial totals. Below is a reference to each field.
Header section
| Field | Required? | Description |
|---|---|---|
| Order Code | No | A unique identifier for the sales order. Auto-generated unless you prefer to enter a custom code. See "Numbering" for options. |
| Customer | Yes | The company or person buying from you. Select from your existing contacts or create a new customer. |
| Order Date | Yes | The date the order was placed or created. Defaults to today's date. |
| Delivery Date | No | When the customer expects to receive the goods or services. Helps with planning and managing expectations. |
| Reference | No | An optional field for external order numbers (e.g., the customer's purchase order number) or notes about the order's origin. |
Items section
| Field | Required? | Description |
|---|---|---|
| Product/Service | Yes | The item being sold. Select from your product catalog or add a new one. |
| Description | No | Additional details about the item, such as color, size, or model. |
| Quantity | Yes | How many units of the item are included in the order. |
| Unit Price | Yes | The price per unit. This is used to calculate line totals. |
| Discount | No | A discount applied to this line (usually a percentage or fixed amount). Reduces the line total. |
| Tax | No | Sales tax or VAT applied to the line. Depends on your tax setup and product classification. |
| Notes | No | Line-specific notes (e.g., "Special packaging requested"). |
Accounting & totals section
| Field | Required? | Description |
|---|---|---|
| Subtotal | Auto | Sum of all line item prices before discounts and taxes. Calculated automatically. |
| Discount (Total) | Auto | Sum of all line discounts. Shown if discounts are applied. |
| Tax (Total) | Auto | Sum of all line taxes. Shown if taxes are configured. |
| Total | Auto | The final amount due. Subtotal minus total discount plus total tax. |
| Currency | Yes | The currency in which prices are shown. Set based on customer preference or business default. |
Additional fields (conditional)
| Field | When it appears | Description |
|---|---|---|
| Delivery Address | Some businesses | Where to ship the order. Defaults to the customer's primary address but can be overridden. |
| Sales Rep | Sales-tracked businesses | The employee responsible for this sale. Useful for commission tracking. |
| Project/Cost Center | Some businesses | An internal reference to allocate costs or link the order to a project. |
| Delivery Instructions | Optional | Special handling notes (e.g., "Fragile," "Keep cold," "Signature required"). |
Best practices
- Always enter a delivery date if the customer specifies one—it helps prevent misunderstandings.
- Use the Reference field for the customer's PO number so you can match it when you invoice.
- Check the currency before confirming, especially in multi-currency businesses.
- Add line notes if there are special requirements (color, packaging, urgency) that the customer mentioned.
- Verify quantities and prices with the customer before confirming the order.
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