First Sales Order Walkthrough

Use a real customer record and a product whose stock you can count in the shipping warehouse. Check Available quantity, since On hand can include units reserved for other orders. Agree with Finance on the selling price, tax treatment, and the account and period settings that will be used when the invoice is posted.

1. 1
   Open Customers and find the customer. Create a record only if the customer is not already listed; confirm the billing name and contact details that should appear on documents.
2. 2
   Open Stock on Hand for the product and shipping warehouse. Compare On hand, Reserved, and Available. Pick a quantity no greater than the stock you can physically find and ship.
3. 3
   Open Sales Orders and create a draft. Select that customer, the shipping warehouse, currency, and product. Enter the quantity and agreed selling price, then save the draft.
4. 4
   Review the order and reserve the stock. Reopen it and check that the reserved quantity matches what your warehouse will pick.
5. 5
   At the shelf, match the product and any lot or serial label to the order's allocation. Pack the units and select Fulfill Shipment. Enter only the number being sent today in Fulfill Now, add tracking details if available, and confirm.
6. 6
   Reopen the order and verify the fulfilled quantity and remaining quantity. If you shipped only part of the order, leave the rest for a later shipment rather than recording it as shipped now.
7. 7
   Open the draft invoice created from fulfillment when available, or create a draft through the supported invoice action. Compare its customer, billed lines, quantities, tax, and total with the shipment and agreement.
8. 8
   Have Finance review the posting preview and post the invoice. Open the posted invoice and confirm its balance. When money actually arrives, record a Customer Payment, allocate it to that invoice, and verify the remaining balance.

Warehouse staff should keep the pick and carrier evidence with the shipment. Finance should confirm that the posted invoice and the payment allocation point to the same customer and invoice. A draft invoice is still awaiting posting, and an invoice with no payment allocation remains collectible.

WARNING: A full fulfillment can create a draft invoice, not a posted one. KariVast records payments but does not charge the customer's bank account.

If reservation fails, inspect Available stock in the chosen warehouse and confirm that the item is eligible to ship. If the invoice will not post, read the posting preview and check the accounting period and required account settings. If the invoice remains open after payment, check whether the payment was posted and allocated to this invoice rather than left unapplied.

Reservation does not post revenue or remove stock. Fulfillment debits the configured Cost of Goods Sold account and credits Inventory Asset for the cost of units shipped. Posting the invoice debits Accounts Receivable and credits Sales Revenue and any applicable sales tax; it does not post the inventory cost again. Posting the customer payment debits the chosen bank or cash account and credits Accounts Receivable. Use the linked records to trace these three separate events.