Sales Order
Introduction/Purpose
The Sales Order module in Rockeye Trade allows businesses to create, manage, and track sales orders for oil products (white products). This guide provides a detailed walkthrough of the entire process, from creating a new sales order to managing its status and finalizing the transaction.
How To Navigate
- Navigate to Transactions → Sales.
- Click on the Order tab.
- Click Add New to create a new sales order.
Listing
Sales orders can have different statuses, each with specific actions:
| Status | Description | Available Actions |
|---|---|---|
| Pending | Sales order is created and awaiting processing. | View, Edit, Payment, Program Loading, Cancel Order |
| Processing | Sales order is being processed. | View, Edit, Payment, Program Loading, Cancel Order |
| Completed | Sales order is fully processed and delivered. | View, Payment, Program Loading |
| Cancelled | Sales order has been cancelled. | View |
How To Add Sales Order
Entering Basic Information
- Customer/Bill To: Select the customer from the dropdown list.
- Order Number: Auto-generated (e.g., OR-00001) or manually entered.
- Reference Number: Optional reference number for tracking.
- Date: The date the order is created.
- Valid Till: The expiration date of the order (e.g., 30/06/2026).
Setting Additional Details
- Billing Address: Select the appropriate billing address for the customer.
- Recipient Bank: Select the recipient bank (if applicable).
- Delivery Type: Choose between Company or other delivery options.
- Supply Type: Select the supply type (e.g., Transit).
- Currency: Choose the currency (e.g., USD, KES).
- Exchange Rate: Enter the current exchange rate (e.g., 126.00).
Adding Product Details
- Product Select the oil product (e.g., Crude Oil).
- Depot: The receiving terminal where product is offloaded by importer
- Loading location: Pumping location where trucks are loaded for customer order delivery
- Density Enter the density of the product (e.g., 820).
- Quantity Enter the quantity (e.g., 50,000 Ltr).
- UOM Select the unit of measure (e.g., Ltr).
- Unit Cost Enter the unit cost (e.g., 125.00 USD).
- Discount Enter any applicable discount (e.g., 0.00).
- Tax Type Select the tax type (e.g., Inclusive).
- Tax Specify the tax percentage (e.g., VAT 16%).
- Taxable The system calculates the taxable amount (e.g., 10,00,000.00 USD).
- Total The system calculates the total amount (e.g., 62,50,000.00 USD).
Sales Price Build Up
The Sales Price Buildup in ROCKEYE Trade outlines how the final unit selling rate for a product is derived by adding together all relevant cost components linked to the loading depots.
- The Product, Quantity, UoM, Currency, Unit Rate, and Exchange Rate fields on the Sales Price Build are automatically populated based on the details entered in the Sales Order.
- Additional cost components such as extra charges (e.g., Pumping Charges) are configured per depot/location.
- The user only needs to enter the unit cost for these extra charges, after which the system automatically recalculates and updates the total Unit Rate on the Sales Order.
Term & Condition Template
- Select a predefined Term & Condition Template or create a new one.
- Customize the terms and conditions as needed.
Reviewing the Summary
The system automatically calculates:
- Gross Amount (e.g., 62,50,000.00 USD)
- Non-Taxable Amount (e.g., 0.00 USD)
- Taxable Amount (e.g., 0.00 USD)
- Tax (e.g., 0.00 USD)
- Net Amount (e.g., 0.00 USD)
- WHT Tax (e.g., 0.00 USD)
- Receivable (e.g., 0.00 USD)
Submitting or Saving as Draft
- Submit: Finalize the sales order.
- Save As Draft: Save the sales order for later completion.
- Discard: This option allows the user to discard the transaction before saving it.
Refrence Video Link
