How to Create Order

Use this workflow to create a new customer Sales Order from the Sales dashboard.

When to use this workflow

Use Create Order when a customer has placed an order and the order should enter the normal PAX Sales Order process for fulfillment, shipment, invoicing, and payment.

Do not use this workflow for inventory adjustments, direct invoice corrections, customer payments, purchase orders, or shipments. Use the dedicated workflow for those actions.

Before you start

Make sure the following information is ready:

• The customer already exists in PAX.
• The customer has a bill-to address and ship-to address, or you have the address details needed to create them.
• Payment terms are known.
• Shipping method and carrier account requirements are known, if applicable.
• Customer PO number is available, if the customer issued one.
• The requested ship-by date is known.
• Inventory part numbers are known for inventory lines.
• Descriptions, quantities, prices, and approved revenue treatment are known for non-inventory lines.
• Any discount, shipping charge, and tax override has been approved by your company's process.

Screen path

Dashboard > Sales > Create Order

Steps

1. Open Dashboard > Sales > Create Order.

2. In Customer, search by customer code or name.

3. Select the customer code from the list.

4. Review any customer notes that appear.

5. If PAX shows No Notes on File, choose No to continue without adding notes, or choose Yes, Add Notes if notes should be added before the order is created.

6. Enter Customer PO if the customer provided one.

7. If Duplicate PO Number appears, review the listed orders. Choose Cancel to correct the PO, or choose Continue if the duplicate is intentional.

8. Confirm Order Date.

9. Set Ship by Date.

10. If PAX asks Update Line Ship Dates?, choose Update Lines to apply the ship-by date to all line ship dates, or choose Only Header to leave existing line ship dates unchanged.

11. Confirm Bill To Address.

12. Confirm Ship To Address.

13. If an address is missing, use Create New Address. If an existing address needs correction, use Edit Address.

14. Confirm Payment Terms.

15. Select Shipping Method if one applies.

16. Enter Carrier Account when the selected shipping method requires the customer's carrier account.

17. Confirm FOB / Incoterms.

18. Enter Order Discount (%) only if the same discount should apply to all lines.

19. Enter Customer Shipping Charge if the customer should be charged shipping on an inventory order.

20. Review Sales Tax. Leave it on auto-calculate unless an approved manual amount is required.

21. Add any order-level text in Header Notes.

22. On the first line, choose Inventory or Non-Inventory in Type.

23. For an Inventory line, enter or select the inventory part in Part / Description.

24. Confirm the Customer Part, UOM, On Hand, and Price values that PAX fills in.

25. For a Non-Inventory line, enter the description or fee name in Part / Description.

26. Enter Qty.

27. Confirm or enter Price.

28. Enter Disc% only if no order-level discount is active and the line needs its own discount.

29. Set the line Ship date if it should differ from the header ship-by date.

30. Enter line Notes if the note should print on the order.

31. Use Add Line for each additional order line.

32. Use Remove only for lines that should not be on the order.

33. Review Order Total.

34. Select Create Order.

35. Wait for PAX to show Sales Order Created.

36. Review the order PDF that opens in a new browser tab.

What happens behind the scenes

Accounting impact

Create Order reserves a pending invoice for the Sales Order, but it does not post revenue, accounts receivable, cash, customer prepayment, cost of goods sold, or inventory asset journal entries.

The reserved invoice does not have invoice lines yet. Invoice lines are added later by shipment or non-inventory fulfillment. Revenue and related accounting happen in those later workflows.

Inventory and costing impact

Inventory lines create open customer demand for the selected part. PAX uses open Sales Order requirements when calculating available quantity.

Create Order does not remove inventory from lots and does not relieve inventory cost. Lot quantities and cost of goods sold are affected later when inventory is shipped.

Non-inventory lines do not affect inventory quantity, lot detail, or inventory costing.

Lot traceability impact

Create Order does not select lots and does not create shipment lot traceability. Lot traceability starts when shipment lines are created against specific inventory detail.

Status and audit impact

New Sales Orders and new lines start as Open.

After shipment or non-inventory fulfillment, line and order status may become Partially Shipped or Closed. Later activity can also restrict what can be edited or removed.

System automation

PAX validates the order before saving it. Inventory lines require valid part numbers. Non-inventory lines require descriptions. All lines require quantities greater than zero.

PAX calculates Sales Tax from the selected customer, ship-to address, taxable amount, and customer shipping charge unless Manual override is active.

For non-inventory lines missing a revenue account, PAX uses the active GL transaction configuration for other revenue based on the payment terms.

If saving succeeds, PAX creates the Sales Order and reserved pending invoice together. If saving fails, PAX does not leave a half-created order.

Related docs

• Create Order Overview
• Customers Overview
• Customer Detail Overview
• How to Add Customer
• Open Orders Overview
• How to Review Open Orders
• How to Print Order