This guide explains how to create a new sales order, edit an existing one, apply discounts, and understand how PAX handles inventory availability and post-shipment edits.

1. Creating a New Sales Order

Step 1 - Open the Sales Order Module

From the main dashboard:

Go to Sales Orders
Click New Sales Order

Step 2 - Select the Customer

Enter either the customer code, or the customer name (searchable). A customer profile must already exist before creating a sales order.

Step 3 - Enter Order Details

You can now enter:

Customer purchase order number (optional)
Order date (defaults to today; can be changed)
Required ship date (defaults to today; can be changed)

Step 4 - Review Billing and Shipping Information

PAX automatically pulls the following from the customer profile:

Bill-to address (primary)
Ship-to address (primary)
Payment terms
Shipping method
Carrier account number

You may change or override any of these fields for this specific order. If you edit an address here, selecting Edit Address → Update Address will also update the customer's saved address.

Step 5 - Enter Order Header Information

Enter the following information, if applicable:

Order-wide discount
- This will disable per-line-item discounts
Customer shipping charge
Order tax amount
Header notes

Step 6 - Add Line Items

Enter the part number for the first line item. PAX displays:

On-hand quantity
Unit of measure (UOM)
Available quantity
- This is calculated using the on-hand quantity minus the quantity already allocated to other sales orders

If the customer needs the part description called something specific, enter the description in the Customer Part field.

Enter the quantity ordered and adjust the price and discount if necessary. The total price for the line item is calculated.

Enter or remove as many line items as necessary.

Click Create Sales Order to finalize.

Step 7 - Sales Order Confirmation

A printable confirmation PDF opens in a new tab. You can send this to the customer or save it for internal records.

2. Editing an Existing Sales Order

Step 1 - Open the Order

Go to Sales Orders → Open Sales Orders
Locate the order
Click to expand it
Select Edit

Step 2 - Make Changes

You may update all of the information that was previously entered.

Example: If you switch from "FedEx Ground - Customer Account" to "FedEx Ground - Invoice," the shipment will bill to your company's FedEx account. You can then enter the shipping cost and the amount you will charge the customer.

Click Save to apply changes.

Step 3 - Reprint the Order

If needed, click Print Order to generate a new confirmation page.

3. Frequently Asked Questions

1. Can I create a sales order without a customer profile?

No. A customer profile must exist before creating a sales order.

2. How do I apply a discount?

Order-level discounts can be applied on both the New Sales Order and Edit Sales Order screens.

To apply a discount:

Open the order
Click Edit
Enter a percentage in the discount field

The total updates immediately.

Important notes:

This discount reduces the revenue amount before revenue is recognized
It does not post to a discount general ledger account
Post-shipment discounts (such as early-payment discounts) are handled differently and are recorded in a discount GL account
Post-shipment discounts are covered in the Receiving Customer Payments guide

3. What if I need to change an order after it ships?

Once a sales order has shipped:

The sales order itself becomes locked
You cannot edit quantities, pricing, or shipping details

However, you can still edit the invoice:

Go to Invoicing
Locate the invoice
Click View/edit Details

Only limited fields can be changed because revenue has already been recognized.

4. Can I duplicate a sales order?

A near-future PAX update will allow you to clone an existing order.

This feature will appear in:

The Customer Details window
Under the Sales Orders tab
Inside Show All History

From there, you will be able to open a past order and click Duplicate to create a new one based on it.

5. How do I check inventory availability?

When entering a part number on a sales order, PAX displays:

On-hand quantity
Net available quantity

You can also view detailed inventory information in the Inventory Parts module.

Example:

On-hand quantity: 173
Available quantity: 160 (after subtracting quantities on existing orders)

Important note: You may still ship an order as long as the item is physically on hand, even if another order was created first. PAX allocates inventory based on which order ships first, not which order was entered first.

How to Create and Edit a Sales Order