Published at: 2025-10-30

Sales Order

1. Business Use Case Examples

  • Sales Representatives: After confirming a customer’s purchase needs, sales reps place orders directly via the mobile app and track the entire order approval process. Performance updates reflect in the system in real time. During Sales Order creation, the system supports providing discounts within the salesperson’s authorization scope based on company sales strategies—such as Discount on product prices and order-level Discount—supporting flexible discount methods to accommodate promotions, customer retention, and win-back scenarios.

  • Order Administrators, Finance Personnel: Receive pending order approval notifications on mobile, process approvals promptly, and improve approval throughput.

  • Warehouse Staff: Receive pending shipment notifications on mobile, ship orders promptly, and improve order fulfillment efficiency.

  • Sales Directors, Company Managers: Access real-time sales data to monitor business performance.

2. Detailed Description of Sales Orders

2.1 Sales Order Views

2.1.1 Sales Order Preset Filters

  • All:
    • Owner is the current user or the user’s subordinates
    • OR members of Related Teams include the current user or the user’s subordinates
    • OR the current user has an Order Management or Finance Role responsible for approving records from a department (for example, if User A has the “Order Finance” Role and approves orders submitted by Dept. B, User A can view all orders whose owner belongs to Dept. B)
    • OR the Sales Order “Data Sharing” rule in Data Permission Management shares records by owner or owner’s department to the current employee, the current employee’s department, or the current employee’s user group
    • OR “My Responsible Departments” data

  • My Responsibilities: The Sales Order owner is the current user

  • Participated by Me: Related Teams include the current user

  • Responsible by My Subordinates: The Sales Order owner is a subordinate of the current user

  • My Subordinates Participated: Related Teams include subordinates of the current user

  • Shared With Me: The Sales Order “Data Sharing” rule in Data Permission Management shares records by owner or owner’s department to the current employee, the current employee’s department, or the current employee’s user group

  • My Responsible Departments:
    • The current user is the head of their primary Dept.
    • Related Teams’ primary Dept. in the record equals that Dept.
    • Note: Whether a responsible Dept. includes all subordinate data is controlled by CRM Management → Rule Settings → Basic Settings → “Upper-level visible data range”.

Note: - CRM administrators can view all data. - Records with status “Voided” are visible only to CRM administrators; other users cannot see them.

2.2 Sales Order Operations

2.2.1 Create a Sales Order

  • Ways to create a Sales Order:
    • Manual creation
      • Entry points: Sales Order list page
      • From related Account detail page → Sales Orders
      • From related Opportunity detail page → Sales Orders
      • From related Contract detail page → Sales Orders
      • From related Visit detail page → Sales Orders
    • Copy an existing order: the Copy action is available on the source Sales Order detail page
    • Import: see Import documentation (https://help.fxiaoke.com/2615/3eab/856c/5765#header-2)
  • Additional business notes when creating a Sales Order:
    • Add Products: Products purchased on the Sales Order. Choose products from the Products list. Companies may apply different Sales Price and Discount strategies by region or customer tier to maximize win rates and profit. Sales reps can edit product-level Discount and product quantity on the order. You can define order product fields (for example Product Discount, Sales Price) in CRM Management → Field Management → Sales Order → Order Product Fields.
    • Select Shipping Address: Address options come from the Account’s Address Management; the system auto-fills the address marked as Default.
    • Fixed Approval Flow: Create approval flows in Approval Flow Management so Sales Orders trigger and execute flows automatically when created. See Approval Flow Management (https://help.fxiaoke.com/2615/9ad7/bfce/1a8d/22de).
    • Flexible Approval Flow: Because orders constitute transactions with customers and affect finance and Inventory Management, approvals by relevant personnel are required. You can choose approvers when creating or editing an order.
      • Note: Flexible Approval Flow is a legacy ShareCRM feature and is not recommended — it will be deprecated. Use Approval Flow Management to configure Sales Order approval flows.

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2.2.2 Flexible Approval Flow for Orders

  • Tip: Flexible Approval Flow is a legacy ShareCRM feature and is not recommended. It will be phased out. Use Approval Flow Management to configure Sales Order approvals.

  • Business description: Orders form the basis of transactions with customers and involve finance and Inventory Management. Sales reps can select approvers when creating orders.

  • Define approval flow: When creating or editing a Sales Order, define the approval confirmation flow. Predefined system roles include Order Management and Finance Personnel; you may also assign specific colleagues to confirm.

  • Approval processing: The system sends notifications to approvers according to the approval sequence. Users can view pending orders routed to them under CRM Reminders → Sales Orders Pending Confirmation. Click the order number to process, or open the Sales Order from the Sales Order list.
    • Confirm: Approve to move to the next node or complete approval.
    • Reject: On rejection, the flow returns to the first node; status is marked Rejected and the order must be edited and resubmitted.
  • Notes:
    • Only Sales Orders with status Confirmed count toward Order Total calculation and may be eligible for Confirm Shipment.
    • Regardless of approval state, Sales Orders may be referenced by related objects.

2.2.3 Change Approver

  • Business description: If the current approver leaves the company or changes role during flow processing, you may replace the approver.

  • Preconditions: Applicable for Flexible Approval Flow when order status is “In Confirmation”

  • Who can perform: The approver of the approval node

  • Entry point: Sales Order detail page

2.2.4 Withdraw

  • Business description: When a Sales Order has been submitted and moved to the next approver, the previous node approver can withdraw the flow; the pending order for the next node will be canceled.

  • Preconditions: Applicable for Flexible Approval Flow when order status is “In Confirmation”

  • Who can perform: Owner, owner’s manager, Related Team members with Read/Write permission and their managers, or data-sharing recipients with Read/Write permission

  • Entry point: Sales Order detail page

2.2.5 Confirm Shipment

  • Business description: After order approval, shipping personnel can confirm shipment online.

  • Preconditions: Sales Order status is Confirmed

  • Who can perform: Owner, owner’s manager, Related Team members with Read/Write permission and their managers, data-sharing recipients with Read/Write permission, or users granted the “Sales Order - Confirm Shipment” operation permission and with access to the corresponding Sales Order.

  • Entry points: Sales Order detail page; CRM Notifications → Orders Pending Shipment

2.2.6 Confirm Receipt

  • Business description: Receiving personnel confirm receipt online.

  • Preconditions: Sales Order status is Shipped

  • Who can perform: Owner, owner’s manager, Related Team members with Read/Write permission and their managers, data-sharing recipients with Read/Write permission, or users granted the “Sales Order - Confirm Receipt” operation permission and with access to the corresponding Sales Order.

  • Entry point: Sales Order detail page

2.2.7 Common Sales Order Actions

  • Common list-page actions: see List Common Actions (http://help.fxiaoke.com/2615/3eab/856c/76b1)

  • Add Sales Activity: see Sales Activity (http://help.fxiaoke.com/2615/3eab/856c/4bc2)

  • Common actions include Change Owner, Add Related Team Members, Print, Import, Export, Edit, Void, Delete, etc. See Common Actions (http://help.fxiaoke.com/2615/3eab/856c/863a)

  • Collaboration-related actions include Forward, Calendar, Reminders, Call, Email, etc. See Common Actions (http://help.fxiaoke.com/2615/3eab/856c/863a)

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