Worked example · WE-01

Your first sale: quotation → order → delivery note → invoice → payment

Desert Star Contracting L.L.C buys 20 safety helmets and 50 pairs of rigger gloves. Sales quotes and confirms, the Store delivers, Sales invoices, Accounts records the payment. Every number below was recorded on the demo company.

The case

A quotation for Desert Star Contracting L.L.C, a customer of the salesperson Rashid Khan. The customer's PO is DS-PO-2026-051.

Product	Quantity	Unit price	Amount
Safety Helmet, white	20	24.00	480.00
Leather Rigger Gloves	50	15.00	750.00

Untaxed 1,230.00 AED · VAT 5% 61.50 · Total 1,291.50 AED.

1. Create and send the quotation

Sales picks the customer and adds the two lines; VAT is added per line. On save the quotation takes its number; Send e-mails it as a PDF with a link to view and sign it online.

QuotationQT/2026/0196

Total1,291.50 AED

Go to Operations › Sales › Quotations.

Then Sales.

Then Quotations.

Click New.

Pick the Customer. As Sales, you see only your own customers.

Add a line: click Add a product.

Pick the Product. The unit price comes from the product or the customer's price list.

Type the Quantity. VAT is added per line.

Add the next line the same way.

Pick the Product.

Type the Quantity. A line discount goes in Disc. %; a discount on the whole quotation uses the Discount button.

Check the totals: untaxed amount, VAT and total.

Click Save. The quotation takes its number, e.g. QT/2026/0001.

The quotation now has its QT number.

To send it, click Send.

Check the e-mail. The customer gets the quotation as a PDF and a link to view and sign it online. Then click Send.

2. Confirm the order with the customer's PO No.

Confirm opens the Confirm order box; Sales types the Customer PO No. The quotation becomes the sales order and its delivery note is made.

OrderCPO/2026/0159

Customer PO No.DS-PO-2026-051

Open the quotation: go to Operations › Sales › Quotations.

Then Sales.

Then Quotations.

Click the quotation.

Click Confirm.

The Confirm order box opens. Type the Customer PO No. For most customers it is optional; you can also add it later.

Click Confirm order.

The quotation is now a sales order with its CPO number, and its delivery note is made.

3. Deliver the goods

The Store checks the lines and validates the delivery note: stock goes down and the cost of the goods goes to the accounts. The order now shows in Orders to Invoice.

Delivery noteDN/2026/0213

NoticeDelivery note DN/2026/0213 validated – the goods have left the warehouse.

Go to Operations › Warehouse › Delivery Notes.

Then Warehouse.

Then Delivery Notes.

Open the delivery note, e.g. DN/2026/0001.

Check each line's quantity. For a serial or lot item, pick the serial number or lot for each unit.

If the customer signs on delivery, click Sign and let them sign on the screen.

Click Validate.

If Ask before posting is on, confirm the box.

The delivery note is done: stock goes down and the order shows in Orders to Invoice.

4. Invoice the delivered order

From Orders to Invoice, Create Invoice › Regular invoice › Create Draft. The Customer PO No. is already on the draft. Confirm posts it.

Tax InvoiceINV/2026/0211 · 1,291.50 AED

NoticeInvoice INV/2026/0211 posted – 1,291.50 AED added to Desert Star Contracting L.L.C's balance.

Go to Operations › Sales › Orders to Invoice.

Then Sales.

Then Orders to Invoice.

Open the order.

Click Create Invoice.

Choose Regular invoice and click Create Draft. The lines keep the order's discounts.

Check the draft invoice. The Customer PO No. is already in its reference.

Click Confirm.

If Ask before posting is on, confirm the box. The invoice takes its number, e.g. INV/2026/0001.

To send it, click Send (e-mail and print) or use Print › Invoice PDF.

5. Record the payment

Accounts opens the invoice, clicks Register Payment, chooses the bank, checks the amount and clicks Create Payment. The walkthrough shows it on another invoice of the same customer, INV/2026/0204.

ReceiptBRV/2026/0079 · 2,929.50 AED (INV/2026/0204)

StatusPaid – awaiting bank match, then Paid once the bank line is matched (T-36)

Open the customer invoice: Finance › Transactions › Receivables › Customer Invoices.

Then Transactions.

Then Receivables.

Then Customer Invoices.

Click the invoice.

Click Register Payment.

Choose the Journal: your bank or Cash. Check the Amount and the Payment Date; for a part payment, type the amount received.

Click Create Payment.

If Ask before posting is on, confirm the box. A bank receipt takes the next BRV number; cash a CRV number.

The result

The order is delivered and invoiced, the customer's balance carries the invoice until it is paid, and a bank receipt reads Paid once its bank line is matched. Two helmets came back later through a return (T-17): CN/2026/0002, 50.40 AED, was set against INV/2026/0211, which now reads Partly paid with 1,241.10 AED due.

Your first sale: quotation → order → delivery note → invoice → payment

The case

1. Create and send the quotation

2. Confirm the order with the customer's PO No.

3. Deliver the goods

4. Invoice the delivered order

5. Record the payment

The result

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