A sales order is a formal agreement in Sapera about what is to be delivered to a customer, at what price and on what terms. The sales order forms the basis for dispatch, invoicing and payment. It can also be linked to tasks, time registrations, subscriptions and rental contracts.
Open the Financial app and select Sales → Sales orders in the menu.
If you cannot see the menu item, you most likely do not have permission for it. Contact support.
The list view shows all sales orders in a paginated grid. You can sort on most columns by clicking the column header, filter in the filter row directly in the grid and use Advanced search in the top right corner for free-text and number search.
The grid has a large number of columns. Many are hidden by default and can be enabled via the column selector (click the grid's gear icon or right-click the column header).
Type: The order type (e.g. Standard or a custom type).
Sales order no.: The auto-generated order number — used as the primary identifier. The column is the default sorting (newest at the top).
Parent sales order no.: Shown only if the order is linked to a parent order. Rows that have sub-orders are shown in bold.
Customer reference: The customer's own reference number on the order.
Subject: The order subject as free text.
Customer: The customer's full name from the actor register.
Customer number: The customer's number (hidden by default).
Email: The customer's email address (hidden by default).
Scheduled: Date range for the linked task (From/To).
Product instance / Serial number: Shown only when product instances are enabled in the setup.
Org. unit: The organizational unit the order belongs to.
Task type: The task type set on the order.
Task status: The current status of the linked task.
Assigned: The user responsible for the order/task.
Scheduled: Shows whether the order is scheduled (floating or fixed time).
State: The order's overall state (Draft, In progress, Work done, Completed, Aborted, etc.).
Dispatch status: Status of whether the order has been dispatched (shown only if dispatches are in use).
Invoice status: Whether the order is uninvoiced, partially invoiced or fully invoiced.
Line state: The custom line state set on the order lines.
Date: Creation date and time.
Created by: The user who created the order.
Note (printed): The text from the public note is shown as a shorter excerpt; hover the mouse over it to see the entire note.
Total: The total amount incl. VAT. Shown in bold.
Total excl. VAT: The total amount excl. VAT.
Total without action code lines / Total without action code lines excl. VAT: Total amount calculated without lines that have an action code. Hidden by default.
Amount reserved: Amount prepaid via payment link.
Payment link: Status of any active payment links.
Other payer / Other payer customer number: Alternative paying actor (hidden by default).
EAN: The customer's EAN number (hidden by default).
Requisition number: The customer's requisition number (hidden by default).
Invoice: The invoice number, if the order is invoiced (hidden by default).
Awaiting receipt / Received / Recently stocked: Yes/no columns for stock status (hidden by default).
With product: Indicates whether the order has at least one item line (hidden by default).
Ready for mass invoicing: Indicates whether the order is marked ready for mass invoicing (hidden by default).
Delivery status / Delivery date status: Order readiness status (hidden by default).
Collect at: The organizational unit the order is to be collected at (hidden by default).
Is handed out: Indicates whether the order has been handed out to the customer (hidden by default).
Agreed delivery date: The date agreed with the customer for delivery (hidden by default).
Min. log date / Max. log date / Logged time: Information about registered worklogs on the order (hidden by default).
Delivery address: Combined address or separate address fields (address line 1, line 2, postal code, city, country) — all hidden by default.
Pending time registration: Indicates whether there is an ongoing time registration on the order (hidden by default).
ePay payment status / ePay payment transaction ID: Status and ID of any ePay payments (hidden by default).
Invoice date: The date set as the invoice date on the order (hidden by default).
Custom data fields: Fields that originate from the order type setup are shown as additional hidden columns.
Create (plus icon): Opens the creation dialog for a new sales order.
Edit (pencil icon): Opens the selected order in the document editor. You can also double-click a row.
Export / Print report: Export or print a report of the selected or all visible sales orders.
Help: Opens the help article.
Refresh: Reloads the list.
Advanced search: Search across as free text, or put a + in front to search only in the order number (e.g. +1042) — a partial match in the number field, not across the other columns. See also How to search in lists for more about searching and filtering.
More...: Hidden list actions.
You can check multiple rows with the checkbox in the left column and use Select all to select all visible rows. When one or more rows are marked, action buttons for the selected orders are shown:
Start: Sets marked orders to in progress (requires that they are in the draft state).
Move to draft: Moves marked in-progress orders back to the draft state.
Work done: Marks the marked orders as work done.
Dispatch: Dispatches the marked orders (creates a dispatch/delivery note).
Invoice / Invoice..: Invoices the marked orders. Shown depending on whether the standard invoicing flow or the full invoicing flow with export options is enabled.
Invoice as EAN: Invoices and sends an EAN invoice for the marked orders.
Pay: Registers payment on the marked invoiced orders.
Email: Sends the sales order by email (options may be shown in a dropdown).
Press the plus icon in the list view. In the creation dialog you select at least the order type and the customer. Other fields can be filled in the document editor itself.
The document editor is opened either via the list view's Edit button or directly by double-clicking. It shows the header fields at the top, then the line grid in the Lines tab, and finally all additional tabs at the bottom.
File drop is supported: you can drag files directly over the editor to attach them.
At the top of the editor any warnings are shown:
Credit limit reached: Shown if the customer has exceeded their credit limit.
Amount limit: Shown if the order total amount exceeds the total amount limit set on the order.
Actor notice: Shown if there is an active warning on the selected customer.
Pending ePay payment: Shown if there is an ePay payment pending.
Stock reservation error: Shown if the stock cannot be reserved correctly.
Conversion info: If the order is converted from a quote or another source document, a banner with information about the source is shown.
Sales order no.: Auto-generated order number based on the company's number series. Read-only.
Type: The order type — e.g. Standard or custom types. Controls which custom fields are shown.
Org. unit: The organizational unit that owns the order. Normally only changed at creation, as many subsequent actions depend on OU access.
State: The order's current state. Read-only — changed via the action buttons.
Requisition number: The customer's requisition number on the order — used to link to the customer's internal purchase reference.
Customer: The actor in the actor register who is the order recipient. Autocomplete search. Filled in with the customer's email and phone when a customer is selected.
Other payer: A third-party actor who pays for the order instead of — or in addition to — the customer. Useful e.g. for internal department orders, where the payment is made via a parent company.
Collect at: The organizational unit from which the order is to be collected. Used in the collection flow (see the Collection section).
Delivery address: The delivery address for the order. Contains address line 1, address line 2, postal code, city and country. Can be filled in manually or copied from the customer's address.
Customer reference: The customer's own reference number — typically printed on the invoice.
Payment term: The payment term that applies to the invoice. Filled in automatically from the customer, but can be overwritten.
Email: Contact email on the order. Filled in automatically from the customer. Used among other things for sending the invoice by email.
Phone: Phone number of the contact. Filled in automatically from the customer.
Product instance / Serial number: Linked product instance (serial number, machine, bicycle or the like). Shown only when product instances are enabled in the setup. Autocomplete search limited to the selected customer's instances.
Agreed delivery date: The date agreed with the customer for delivery or collection.
Parent sales order: Links the order as a sub-order under another order. Autocomplete search.
Subject: Free-text description of the order — used as title and shown in lists and on printouts.
Total amount limit: A numeric upper limit for the order total. If the limit is exceeded, a warning is shown.
Invoice date: The date that is to appear as the invoice date. Can be set manually and controls the start of the payment deadline.
Currency: The currency the order is settled in (e.g. DKK, EUR, USD). The exchange rate is shown as a tooltip when a foreign currency is used.
Task type: The task type that classifies the order. Controls among other things the calendar and scheduling display.
Assigned: The user responsible for the order. Autocomplete search on users.
Task status: The current status of the linked task (e.g. Not done, In progress, Done).
From: Start date for the task/service. Used for scheduling.
From time: The time on the start date.
To: End date and time for the task/service.
Description: An HTML text field (TinyMCE) for a detailed description of the task or order. Typically not shown on the invoice.
Note (printed): An HTML text field that is printed on the order confirmation and invoice. Used for customer-facing notes and special terms.
Internal note: An HTML text field for internal comments — not shown on printouts.
Created by: Shows which user created the order. On new orders an operator can be selected if the user has permission for it. Read-only on existing orders.
Created on: Date and time of the creation. Read-only.
Custom fields: Setup-dependent fields that are defined per order type. These are only shown if the selected order type has such fields configured.
The Lines tab contains the line grid with all order lines. The columns and line actions are described below.
As in the list view, the columns can be shown and hidden via the column selector. The functionally important columns are described below.
Number: The item number (searchable via autocomplete). Click in the cell to search for an item.
Name: The item name or service text. Can be edited directly in the cell.
Account: The accounting account for the line. Shown only when account display is enabled.
Quantity: Number of units on the line. Edited directly in the cell.
Dispatched: Number of units already dispatched. Shown only when the dispatch flow is enabled.
Invoiced: Number of units already invoiced. Useful for partial invoicing.
Price excl. VAT: Unit price excl. VAT. Can be edited in the cell.
Price incl. VAT: Unit price incl. VAT. Can be edited in the cell.
Total excl. VAT before discount: Calculated amount for the line excl. VAT, before discount is deducted.
Amount: Calculated line amount incl. discount, excl. VAT.
Discount %: The discount percentage on the line. Edited directly in the cell. An icon marks lines with an automatic discount.
Discount excl. VAT: The discount amount excl. VAT.
Total discount: Total discount amount on the line incl. VAT.
Total excl. VAT: The line's net total excl. VAT.
Total: The line's total amount incl. VAT.
Line state: A custom state for the line (e.g. for use in the service order workflow). Can be changed directly via a dropdown in the cell.
VAT %: The VAT rate on the line. An icon shows any deviations.
VAT: The VAT amount on the line.
Action code: An action code that controls special posting handling. Shown only when action codes are in use.
Contra account: The contra account linked to the action code.
Debtor: The debtor linked to the action code.
Cost price: The item cost price. Shown only when Show cost price is enabled.
Margin amt.: Contribution margin in currency. Shown only when Show cost price is enabled.
Margin %: Contribution margin in percent. Shown only when Show cost price is enabled.
Markup %: Markup percentage calculation. Shown only when Show cost price is enabled.
Stock location: The location the item is allocated from in stock.
Availability: Available stock for the item. Turns red if there is not enough in stock.
Product locations: Shows which stock locations the item is located at.
Awaiting receipt: Number of units awaiting receipt from the supplier.
Instance: The linked product instance (serial number etc.) — hidden by default.
Variant: The product variant — hidden by default.
Product type: The item type category — hidden by default.
Is currency primary: Indicates whether the currency is the primary one in the calculation — hidden by default.
Used-goods VAT: Indicates whether the used-goods VAT rule has been applied — hidden by default.
The actions are shown as buttons above the line grid and apply to the currently marked line or marked lines.
Generate instances: Creates product instances for the lines automatically. Shown only if instances are supported by the order type and product type.
Notes: Opens a note editing window for the selected line. The button changes appearance if there is already a note on the line.
Change line state: Dropdown that changes the line state on the marked lines to a selected state.
Edit action code: Dropdown that sets an action code on the marked lines.
Select instance: Opens a dialog to select a specific product instance for the line.
Purchase (purchase back): Marks the line as a purchase back. Used when purchasing used serial number items, machines, bicycles etc. from a sales order.
Change location: Changes the stock location for the marked lines.
Fixed price..: Opens a dialog to set a fixed price on the line that does not change automatically at e.g. a currency change.
Clear fixed price: Removes any fixed price set on the marked lines.
Discounts: Opens a dialog for managing discounts and discount groups for the marked lines.
Import from YAMAHA XML: Imports order lines from a Yamaha XML file. Shown only if Yamaha integration is enabled.
Repair: Attempts to repair a line's state if it has ended up in an inconsistent state.
Split line (scissors icon): Splits the selected line into two lines — useful for partial dispatch or partial invoicing.
Move up / Move down (arrows): Changes the order of the lines.
Add line (plus icon): Adds a new empty line.
Delete line (x icon): Deletes the selected line.
Below the line grid a summary section is shown with the order's total amounts (subtotal, discounts, VAT, total). To the left Created by and Created on are shown, if available.
A sales order goes through a state machine. The state's name is shown in the State field in the header.
Draft: Starting state. All fields and lines can be edited.
In progress: The order has been started via Start. In this state the order is normally read-only unless "Allow editing in in-progress state" is enabled for the order type.
Work done: The order has been marked as professionally completed via Work done or To mass invoicing. Ready for invoicing.
Completed: The order is fully invoiced and completed.
Aborted: The order has been aborted via Abort & complete. Uninvoiced lines are not settled and do not affect stock.
Converted: The order has been converted to another record (e.g. from a quote).
The action buttons in the top toolbar depend on the order's state and setup. All buttons and the conditions that determine when they are visible or active are described below.
Copy: Creates a copy of the current order. Available regardless of state.
Move to draft: Moves the order back to the draft state. Shown only if the order is in a state that allows moving back (e.g. in progress).
Export / Print report: Export or print the order document.
Dispatch: Creates a dispatch (delivery note) for the order. Shown only when the dispatch flow is enabled and the order is ready for dispatch.
Invoice: Invoices the order in the simple standard flow. Shown when the standard invoicing flow is enabled and the order is ready.
Partial invoice: Invoices only the lines or parts of lines that are selected. Shown if partial invoicing is possible.
Invoice..: Opens a dropdown with invoicing options (e.g. invoice + export to an external platform). Shown when the full invoicing flow is enabled.
Invoice as EAN: Invoices and sends an EAN requisition to the EAN system in one step. Shown when the customer has an EAN number and EAN invoicing is enabled. The button is disabled and hidden if the conditions are not met.
Pay: Registers payment on the invoice. Shown when an invoice exists and payment is missing. Hidden if the conditions are not met.
EAN: Creates an EAN requisition without invoicing. Shown when the customer has an EAN, and the EAN module is enabled.
Show voucher: Opens the Billwerk voucher overview for the order. Shown only if the order is linked to a Billwerk voucher (subscription platform).
Email: Sends the order by email. May have a dropdown with options (e.g. send to customer or to another recipient). Shown when email sending is possible for the order.
Cancel: Cancels the order. Shown when the order can be cancelled. A confirmation dialog is always shown before the cancellation is carried out.
Complete: Marks the order as completed without invoicing. Shown when the order is in a state that can be completed directly.
Mark ePay payment as captured: Registers that an ePay payment has been captured at the card acquirer. Shown when there is a pending ePay payment.
Abort & complete: Aborts the order. Uninvoiced lines are not invoiced and are not removed from stock. Shown when the order can be aborted.
Without VAT (checkbox): Toggles VAT calculation on and off for the entire order. Available in editable states.
Show cost price (checkbox): Shows or hides cost price, margin amount and margin% in the line grid.
Start: Sets the order from draft to in progress. Shown only in the draft state.
Start & close: Sets the order to in progress and closes the editor in one step. Shown only in the draft state.
Work done: Marks the order as professionally completed and ready for invoicing. Shown in the in-progress state.
To mass invoicing: Marks the order as work done and ready for mass invoicing in one step. The button's tooltip confirms the action. Shown when mass invoicing is enabled for the order type.
Reopen: Reopens a completed order. Shown when the order is in a completed state that can be reopened.
Print dispatch label: Prints a shipping label. The button is active when a dispatch has been created for the order.
Reserve payment: Sends a payment link to the customer so the payment can be prepaid. Shown when ePay integration is configured and the conditions are met.
Transfer payment to invoice: Transfers a prepaid reservation to the generated invoice. Shown when a prepayment and an invoice exist.
Reorder: Creates a reorder with the supplier for the selected lines. Shown when reordering is possible for the order.
Create purchase order: Creates a purchase order from the sales order. Shown when the reorder function is active.
Start timing: Starts a time registration on the order. Shown only when no time registration is active.
Stop timing: Pauses the active time registration. Shown only when a time registration is active.
End timing: Ends and saves the active time registration. Shown only when a paused or active time registration can be ended.
Repair state: Attempts to repair an inconsistent order state. Shown only for users with the necessary permissions.
More...: Dropdown with additional actions not shown directly in the toolbar.
Change log: Shows a log of all changes on the order (visible via the gear/settings bar in the top right). Requires special permissions.
Save and close / Cancel: Standard buttons at the bottom to save and close the editor or discard changes.
If the order is configured for collection (the field Collect at is filled in), a separate collection toolbar is shown:
Hand out: Registers that the customer has collected the order. Shown when the order is ready for collection.
Reject hand-out: Reverses a registered hand-out. Shown when the order is already marked as handed out.
Specify product instances: Opens a dialog that lets you specify which specific product instances the customer is collecting.
Below the line grid there is a tab bar. Tabs with content are shown with a counter. Many tabs are only visible for saved orders.
Contains the line grid as described above. This tab cannot be hidden.
Shows a list of tasks linked to the order. Each task has a title, start date, a floating indicator, state and assigned user. Double-click a task to edit it.
Actions in the tab: Create (add new task), Delete (delete selected task), Log time (register time on selected task), Refresh (reload the list).
Shows all worklogs (time registration entries) linked to the order's tasks. New logs can be added directly from the tab.
Shows all SMS messages sent to the customer in connection with the order. New SMS messages can be sent directly from the tab, provided that the SMS module is enabled and a customer is selected.
Shows attached notes on the order (entity notes — structured notes that can be tagged and searched across the system). New notes can be added directly from the tab.
Shows all files attached to the order. Files can be uploaded via the button in the tab or dragged directly over the editor. Supported file types depend on the system configuration.
Shows all emails sent from the order. Shown only for saved orders. A new email can be sent directly from the tab.
Shows a list of sales orders created as sub-orders of this order. Shown only for saved orders.
Shows all dispatches (delivery notes/shipments) linked to the order. Shown only for saved orders and only when the dispatch flow is enabled in the setup.
Shows all payment links created for the order — including status (active, paid, expired). Shown only for saved orders. The action Reserve payment in the toolbar opens a payment link dialog.
A payment link can subsequently be transferred to the invoice via Transfer payment to invoice in the toolbar.
Shows inventory entries linked to the customer and the order. The title of the tab depends on the setup.
Shows all time registrations logged directly on the order (as opposed to task time registrations, which are shown under Tasks and Worklog). Start, stop and end are controlled from the toolbar's time registration buttons. Shown only for saved orders.
Shows active subscriptions (Billwerk subscriptions) linked to the order. The Show voucher button in the tab opens the voucher overview for the selected subscription. Shown only when the subscription function is enabled.
Shows rental contracts (instance rental agreements) linked to the order. Shown only when the rental module function is enabled.
Shows linked surveys. New surveys can be created and filled in directly from the tab.
Shows communication workflow messages linked to the linked product instance. Shown only when a product instance is selected on the order.
EAN invoicing applies to customers with a registered EAN number. The actions EAN and Invoice as EAN are only visible and active when the customer has an EAN number, and the EAN module is enabled in the setup. EAN creates a requisition without invoicing. Invoice as EAN carries out the invoicing and sends the requisition in one step.
A sales order can be created from a quote. The conversion info banner at the top of the editor shows which source the order is converted from. See the separate guide on quotes for details about the quote flow.
If you have any questions, you are welcome to contact support.
Want to know more?
You can customize how this area works under the settings:
Sales order settings
A walkthrough of all settings under Setup → Settings → Financial → Sales Order in Financial. Controls the invoicing flow, stock locations, operator selection, automation, digital signature and much more.
