Sales Workflow

How to run a sale in TrackGo: from a request or order, through packing and invoicing, to payment.

You need permission to view each menu. Status buttons (Process, Complete, Submit, Approve, and so on) appear only if you are allowed to edit.

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Before you start

Set up the records that every sales document needs:

You need	Where to create it
Division, branch, customer, product	Settings → Data
Salesperson	Sales → Data → Employees

If a menu is missing, ask an administrator to give your privilege View (and Update for status buttons) on that area.

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The usual flow

1. Optionally create and approve a sales request.
2. Create a sales order (from the request, or from scratch).
3. Open the draft order and click Process. Leave Generate packing slip checked unless you do not need delivery paperwork. Processing creates a sales invoice, and a packing slip unless you skip it.
4. If there is a packing slip, open Logistics → Packing slips, then Complete and enter how much was delivered.
5. Open the invoice and click Create Sales Payment. Submit the payment, then Approve it (or Reject / Rollback).

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Sales request

Menu: Sales → Activities → Sales Requests

A request is optional. You can go straight to a sales order.

1. Click Create. Fill in date, salesperson, branch, division, customer, address, and at least one product with a quantity. Product price and document code are optional. Save.
2. While the status is Draft, click Submit to send it for approval. You can also use Change status to mark it Rejected.
3. While it is Pending, click Approve or Reject. Change status can send it back to Draft.
4. After it is Approved, there is nothing more to do on the request itself.
5. On the request detail page, click Create Sales Order. The order form opens with the request’s customer, location, and products already filled in.

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Sales order

Menu: Sales → Activities → Sales Orders

1. Click Create. Fill in the same kind of details as a request. On a new order you can pick a sales request under Source; that copies the request into the form. Save. A new order starts as Draft.
2. On a Draft order, click Process.
   • You will see: Processing creates a sales invoice and, unless skipped, a packing slip.
   • Generate packing slip is checked by default. Uncheck it if you do not want a packing slip.
3. On Draft or Processed, you can Cancel. There is no Complete button on orders. If the order later shows Completed, that was not something you clicked on this screen.
4. On the order detail page you can see linked packing slips and invoices, and click Create Sales Invoice.

You can select several orders and Process or Cancel them together, as long as they are all in a status that allows that action.

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Packing slip

Menu: Logistics → Activities → Packing slips

Packing slips live under Logistics, not Sales. You can also create one by hand and link it to a sales order.

1. If the status is Draft, use Change status to move it to Processed, or Cancel it. There is no Process button here.
2. When it is Processed, click Complete. Enter the delivered quantity for each product. Remaining quantity opens a new packing slip.
3. You can Cancel a slip while it is Draft or Processed.

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Sales invoice

Menu: Sales → Activities → Sales Invoices

Invoices appear when you Process an order. You can also create one yourself, optionally from an order or a packing slip.

On the invoice, the only status button is Cancel (while the invoice is Draft, Processed, or Partial). You cannot choose Processed, Partial, or Completed yourself. Those labels can still show on the invoice.

On the invoice detail page, click Create Sales Payment. The payment form opens with that invoice and its remaining balance.

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Sales plan

Menu: Sales → Activities → Sales Plans

When you create or edit a sales plan, you can attach one or more invoices. Saving the plan does not change the invoice status.

(Logistics plans attach packing slips instead.)

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Sales payment

Menu: Sales → Activities → Sales Payments

1. Click Create. Enter the date and at least one line: an invoice and an amount. Images and notes are optional. Save. A new payment starts as Draft.
2. Click Submit to move it to Pending. You can also use Change status to mark it Rejected.
3. While it is Pending, click Approve, Reject, or Rollback (back to Draft).
4. After Approved, you cannot change the status further. A Rejected payment can be sent back to Draft with Change status.

Approving a payment does not change the invoice status from this screen. Refresh the invoice if you need to see an updated balance.

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What you can do at each status

Buttons are the labelled actions on the list or detail page. Change status is a separate dialog that lists the statuses you may pick. Invoices do not have Change status.

Sales request and sales payment

Both use Draft → Pending → Approved or Rejected.

Current status	Buttons	Change status
Draft	Submit	Rejected
Pending	Approve, Reject. Payments also have Rollback (back to Draft)	Draft, Approved, Rejected
Approved	—	—
Rejected	—	Draft

Sales order

Current status	Buttons	Change status
Draft	Process, Cancel	Processed, Cancelled
Processed	Cancel	Cancelled
Completed	—	—
Cancelled	—	—

Process always opens the packing-slip checkbox dialog (not Change status).

Packing slip

Current status	Buttons	Change status
Draft	Cancel	Processed, Cancelled
Processed	Complete, Cancel	Completed, Cancelled
Completed	—	—
Cancelled	—	—

Complete always asks for delivered quantities.

Sales invoice

You may see Draft, Processed, Partial, Completed, or Cancelled.

Current status	What you can do
Draft, Processed, or Partial	Cancel
Completed	No status buttons
Cancelled	No status buttons

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What you should not expect to click

These are not buttons on the screens:

• Complete on a sales order
• Setting an invoice to Processed, Partial, or Completed yourself
• Changing an invoice’s status by putting it on a sales plan
• Changing an invoice’s status by approving a payment
• Cancelling an order, packing slip, or invoice in one click for all related documents — Cancel applies only to the document you are looking at

If a related document’s status changes after you act, open that document again to see the latest value.