Add items to a sales order

Article • 4/27/2026 • 5 min read

A sales order specifies a customer’s request to buy something from your company. You can add items to a sales order at any time before you convert the sales order into a job order.

You can add new items, or copy items from the current sales order, another sales order, a quotation, a job order, the estimate file, or something you configured in the Product Configurator.

To add a new item

Open the sales order.
Click the Items tab.
On the grid toolbar, click New. The Item Details page appears.
Set part information:
1. In the DC Facility list, select the distributor facility.
  
  If the Contract is selected on the Sales Order > Financial Info tab, it defaults to the newly added line items and the Part Number Lookup is filtered based on the contract.
  
  If you want to add part numbers that are not on the defaulted con- tract, clear the Contract field from the line item and select any part/parts from all the part numbers displayed in the Part Number Lookup.
  
  If you want to add part numbers that are on a different contract, select the required contract on the line item and then select the part/parts associated with the contract from the Part Number Lookup.
  1. For standard parts, click the Part Number lookup reference, and select the part number from the Lookup For Part Number window.
2. For non-standard items:
  1. In the Part Number field, type the part number.
  2. Click the Tab key.
    
    If the starting characters of the part number entered match the starting characters of an already existing part number in the Item Master (INV), a browse window opens. If you click Cancel in the browse window or press Esc, the value entered in the Part Number field is retained, the Revision value is set to NS and the Non Standard Item check box is automatically selected.
    
    If the part number entered does not match any of the existing part numbers in the Item Master (INV), the value entered is retained, the Revision value is set to NS and the Non Standard Item check box is automatically selected.
  3. In the Source list, select the source.
    
    If the item is a non-standard make item, in the Source list, select Make.
    
    If the item is a non-shippable, non-demand driving line item, in the Source list, select Misc. Such items carry over to the invoice and are listed in the Sales Order document sent to the customer.
  4. In the Product Class, and Group Code fields, specify appropriate values.
  5. When a price schedule is selected, the Unit Price field is read-only and is updated automatically when the quantity is changed. The unit price is calculated as per the Price Schedule in the Variable Price Schedules (PRSCV) page.
  Note:
  
  When the quantity is changed, a message stating the new unit price is displayed. Click Yes to change the unit price.
  
  Or, when no price schedule is selected, enter the appropriate value in the Unit Price field.
  1. Select the Lot/SN Required check box and select some components from the Extent Of Control list.
  2. Click the Shipping/Billing Info tab, and in the Delivery Commitment field, type the delivery commitment notes.
  3. In the Quantity field, specify the number of parts.
On the Toolbar, click Save.

If you created a new SO, ensure that its status is OPEN.
Set the price:
1. The Unit Price is automatically retrieved from the Item Master [INV] and can be edited if required.
Note: The Unit Price is fetched based on the selected Selling U/M, and the corresponding Packaging U/M defined in the Item Master. If the CSSALE checkbox Update the Unit Price Based on the Conversion Rate While Switching Between Inventory U/M and Selling U/M is selected, . the Unit Price will be recalculated using the conversion rate defined in the Item Master [INV] under Unit Selling Prices and Conversion Units grid when switching between U/Ms. If the checkbox is not selected, the system retains the default Item Master [INV] price.
1. If your company has multiple facilities, type the cost of transporting the item from one facility to another in the Interfacility field.
2. To apply a price schedule:
  1. Click the Shipping/Billing Info tab.
  2. In the Type list, select the appropriate option for the kind of price schedule to apply: Fixed or Variable.
  3. Click Price Schedule lookup reference and select the schedule from Lookup For Price Schedule window.
Note: If the Selling U/M is different from the Inventory U/M, the user must select the appropriate Selling U/M along with its corresponding Packaging U/M and enter the prices in the fields specific to the Selling U/M on the Fixed Price Schedule [PRSCF] and Variable Price Schedule [PRSCV] screens.
Select the Taxable check box, to make this item taxable.

The Jurisdiction field is automatically populated with the relevant jurisdiction under certain conditions. Refer to Identify Jurisdiction for more information.
If your company uses geographic-based taxes, to change the jurisdiction:
1. Click the Jurisdiction lookup reference.
The Lookup For Jurisdiction window appears.
1. Select the row that contains the required jurisdiction, and click Select.
  
  Or double-click the row that contains the required jurisdiction.
If your company uses the Planning and Scheduling module:

» In the Planning tab of Item Master (INV) page, select the Manually Planned check box to indicate that user interaction is required to manually create jobs instead of the Planning function automatically creating jobs.

This check box is displayed only for Make parts, and only if you have purchased and activated one of the two Planning and Scheduling planning modules.
To apply progress billing, in the Progress Billing Type list, select the type of progress billing.

What do these values mean?

If it is a multi-release item, you must select the type of progress billing on the Sales Order Releases page.

If you select a type of progress billing, you must enter progress billing information after you save.

On the Toolbar, click Save to save the item.