How to Enter and Manage Sales Orders in EDGEBIC

To manage sales orders in manufacturing you enter a header, add a line per product with its own due date, and confirm the order when the commercial terms are locked. In EDGEBIC by User Solutions that sequence is short by design, because the fields that matter for planning are few and the status change is the only decision with consequences. This guide walks it in order, including the operations planners get wrong.

For what sales orders are, read sales orders explained. For how the demand math works once an order is confirmed, see how sales orders drive demand.

Step 1: Create the order header

Open the sales order management screen and click New. The order dialog opens.

Click Save. The order appears in the grid with Draft status, which means it exists and contributes nothing to demand yet.

Two notes on reference numbers. They are unique per customer, not globally, so two customers can both send a purchase order numbered ORD-2026-001. And the uniqueness check ignores deleted orders, so a removed order releases its reference for reuse.

If you would rather use an internal sequence, the dialog can generate one. It scans existing references of the form SO-{year}-NNNN and returns the next, for example SO-2026-0047. The generated value is a prefill, so you can override it with the customer's own number.

Step 2: Add a line per product

Open the order and click Add line on the lines grid.

Save. If the parent order is confirmed, the line's open balance appears as firm demand for that product in the next planning refresh.

The due date belongs on the line for a reason. One purchase order routinely covers products with different needs: 200 brackets for July 15 and 50 fixtures for August 30. A header-level date would collapse those into one wrong bucket.

One behavior to know before you automate anything: there is no rule preventing two lines on the same order naming the same product and the same date. Both are accepted and both accumulate as demand. That is useful for staged releases and dangerous for repeated imports.

Step 3: Confirm the order

This is the only status change with planning consequences. Open the order, change Status from Draft to Confirmed, and save.

From that moment, every non-deleted line on the order contributes its open balance as firm demand, bucketed by the line's own due date.

Verify it in one screen. Open the demand view for a product on one of the lines, refresh, and the firm column should show the line's open balance in the matching bucket. If it shows zero, the demand deep dive has the diagnostic sequence.

The discipline is simple and worth writing into your process: confirm when the order is commercially locked, not when it is typed. Confirming before prices and quantities are agreed puts unagreed demand into the pipeline, and unwinding that after material has been issued is expensive.

Step 4: Link jobs to the order

The link between a sales order and a manufacturing order is optional and can be set two ways.

At job creation. The job form offers a sales order to attach to.

Afterwards. Open the job, find the sales order field, search and select the target order, and save. The job now appears under that order in the grouped view.

One order can own many jobs, which covers both a multi-line order with a job per line, and a single large line split across several jobs. The quote-to-order conversion flow sets the link automatically when a quote is accepted.

Step 5: Watch progress in the grouped view

In the schedule's order view, toggle sales order group view mode. The flat job list becomes a tree with sales orders as parent rows and their linked jobs as children.

Each child shows job number, product, quantity, status, whether it has actually been through the engine, scheduled start and end, estimated hours, and actual hours.

Two reading notes:

• Actual hours show a dash, not zero, until at least one operation has logged real start and end times. That is correct rather than missing data.
• Trust the scheduled flag, not the status word, for whether a job has been through the engine. A freshly created job reads as "Scheduled" by status before the engine has touched it, which is why the dedicated flag exists.

At the bottom of the tree sits an Unassigned grouping: jobs with no sales order link. Replenishment jobs and jobs firmed from a master production schedule live there legitimately, because neither has a customer order behind it. It is a category, not an error list.

Step 6: Record shipments as they happen

Edit the line and set quantity shipped to the new cumulative total, not the increment. Open quantity recomputes automatically:

Open quantity = max(0, quantity − quantity shipped)

A 500-unit line tracks like this:

Because demand reads the open balance rather than the ordered quantity, firm demand drops by itself as you ship. No separate planning adjustment is needed. Shipped quantity cannot be negative, and setting it above the ordered quantity floors open quantity at zero rather than raising an error.

Step 7: Know the difference between cancel and delete

These two operations look similar and are not.

Cancel (set status to Cancelled) stops the lines counting as firm demand and leaves everything else intact: the linked jobs remain, the schedules remain, the history remains.

Delete marks the order as deleted and marks every linked job as deleted in the same operation. Those jobs disappear from the scheduling queue. Their historical schedule rows and logged hours stay in the database for cost and time analysis, but the jobs are gone from working views.

The rule that saves grief: when in doubt, cancel. Cancelling achieves the demand outcome with none of the job removal. Reserve delete for orders entered in error that have no real work behind them, and take a backup before any bulk cleanup.

Note also that deleting an order does not reverse any inventory movements already posted against its jobs. If material was issued, run the inventory integrity check afterwards.

Step 8: Import in bulk when the volume justifies it

Sales orders load from Excel or CSV through configurable import masks. Map your file's columns to reference number, customer, and dates, and run the import.

Three things to expect:

• Imported orders arrive with Draft status, so confirm them to activate demand.
• Duplicate reference numbers for the same customer are rejected row by row, not as a batch failure, so review the import log for per-row errors.
• If your file names customers or products that do not exist yet, the import can create them, depending on how the mask is configured.

Because EDGEBIC integrates through masks rather than a fixed connector, the layout your ERP already exports is the layout you map. The ERP integration hub covers the architecture.

If you re-import an order book on a schedule, purge the existing lines for each order before loading rather than letting a second load stack on top. There is no service-level uniqueness on product plus date within an order, so repeated imports accumulate rather than replace. Test the cycle on one order before automating the whole book.

A short end-to-end sequence

1. Create order AC-8812 for the customer, Draft.
2. Add a line: 50 custom brackets, due July 20, at the agreed unit price.
3. Confirm the order once terms are locked.
4. Create the manufacturing order for 50 brackets due July 20 and link it to AC-8812.
5. Run the scheduler. The job's operations land across work centers and appear under the order in the grouped view.
6. As the shop logs hours, actual hours fill in beside the estimate on the same row.
7. When the brackets ship, set shipped quantity to 50. Open quantity drops to zero and the demand clears.
8. Set the order status to Shipped.

Nothing in that sequence deletes a row. Every state is recorded, which is what makes the order history worth having later.

For the mistakes that break this flow, see sales order mistakes. For the platform overview, read the complete EDGEBIC guide or start at the product hub.