Detail Order

- Purpose
 

A Detail Order is a comprehensive order document used to capture full, item-level, commercial, operational, and contractual details of a customer order before invoicing.
 

Unlike a simple order or proposal, a Detail Order acts as a single source of truth that defines exactly what was agreed, how it will be delivered, how it will be billed, and under what conditions.

 

It is commonly used when orders are:
 

• Complex

• Multi-item

• Long-term

• Service-based

• Project-based

• Require approvals or staged billing

A Detail Order is not a payment document and does not request payment.

 

- When to Use a Detail Order
 

Use a Detail Order when:
 

• Orders contain many items or services

• Pricing rules are complex

• Delivery happens in phases

• Billing happens later or in parts

• Legal or contractual clarity is required

• Multiple teams are involved (sales, ops, finance)

• You need a strong audit trail before invoicing
   

Common industries:
 

• Enterprise sales

• IT & software services

• Construction & engineering

• Manufacturing

• Media & advertising

• Subscription & contract-based businesses

• Government & institutional projects
  
  
   

  - How to Use – Step-by-Step (User Flow)
   

  1️⃣ Create Detail Order
   

  Navigate to Documents → Orders → Detail Order

  Click Add Detail Order

  Select or create:

• Customer

• Company / invoice settings

• Document language

• Currency
  
  
   

  2️⃣ Define Order Scope & Overview
   

  Provide high-level order information:

• Order title / reference

• Order date

• Project / campaign name

• Sales owner or department

• Expected start & end dates

• Order validity period
  
  
   

  3️⃣ Add Detailed Items / Services
   

  Each item can include deep-level details, such as:

• Item or service name

• Description (long text)

• Quantity

• Unit of measure

• Unit price

• Discount (fixed or percentage)

• Tax (optional)

• Delivery method per item

• Service duration (if applicable)
  
   

  - Items can represent:
   

• Products

• Services

• Milestones

• Phases

• Deliverables
  
  
   

  4️⃣ Define Commercial & Pricing Structure
   

  Detail Orders support advanced pricing logic:
   

• Per-item pricing

• Grouped items

• Package pricing

• One-time + recurring items

• Optional items

• Conditional pricing
  
   

  Totals may include:
   

• Subtotal

• Discounts

• ⚠️ Final billing may differ based on delivery or usage.
  
  
   

  5️⃣ Delivery & Execution Details
   

  Specify how the order will be fulfilled:
   

• Delivery type (physical / digital / service)

• Delivery location

• Delivery timeline

• Partial delivery support

• Responsible team or vendor

• Dependencies between items
  
   

  6️⃣ Terms, Conditions & Notes
   

  Add contractual information:
   

• Payment terms (Net 30, milestones, etc.)

• SLA details

• Cancellation rules

• Warranty or support terms

• Internal notes

• Customer-visible notes
  
  
   

  7️⃣ Save Detail Order
   

  System automatically:
   

• Generates Detail Order number

• Saves all item-level data

• Marks order status (Draft / Open / Approved)

• Does not affect accounting balances
  
   

  - PDF Generation
   

  A Detail Order PDF can be generated and shared.

  PDF includes:
   

• Complete item breakdown

• Detailed descriptions

• Pricing structure

• Terms & conditions

• Timeline

• Signature / approval section
  
   

   

•  - Payment Behavior (Important)
   

  Detail Orders do NOT handle payments.
   

  ❌ No payment methods
  ❌ No receipts
  ❌ No tax reporting
  ❌ No balance impact

  Payments occur only after conversion to an invoice.
  
   

  - Relationship with Other Documents
   

  - Detail Order → Invoice
  
  
  Detail Order
        ↓
  Approval / Execution
        ↓
  Tax Invoice
        ↓
  Receipt
  
  
   

• Detail Order defines scope

• Invoice bills actual delivered or approved items

• Receipt confirms payment
  
  
   

  - Detail Order → Delivery Invoice → Invoice
  
   

  
  Detail Order
        ↓
  Delivery Invoice(s)
        ↓
  Tax Invoice
  
  
  
  

  
  Used when:
   

• Delivery must be tracked

• Partial deliveries occur

• Billing follows fulfillment
  
  
   

  - Partial & Milestone Billing
   

  Detail Orders support:

• Multiple invoices

• Milestone-based billing

• Recurring billing

• Final reconciliation invoice
  
  
   

  - Conversion & Linking
   

  Detail Orders can be:
   

• Converted into Tax Invoices

• Linked to Delivery Invoices

• Linked to Projects

• Linked to Receipts (indirectly)

• Referenced across reports
  
  
   

  API Support
   

  Detail Orders are fully supported via API.
   

  API Capabilities
   

• Create Detail Order

• Update items & pricing

• Fetch order details

• Generate PDF

• Convert to invoice

• Link to projects or customers
  
   

  API Use Cases
   

• ERP systems

• CRM integrations

• Project management tools

• Automated order pipelines
  
  
   

  ⚙️ Settings Affecting Detail Orders
   

  Order Settings
   

• Default order template

• Approval workflow

• Status rules

• Editable fields after approval
  
   

  Pricing & Tax Settings
   

• Discount logic

• Informational tax display

• Currency handling
  
   

  Template Settings
   

• Long-form item descriptions

• Section visibility

• Signature blocks

• Custom fields
  
  
   

  ✅ Benefits of Detail Orders
   

  ✔ Captures full order scope
  ✔ Prevents misunderstandings
  ✔ Supports complex pricing
  ✔ Ideal for projects & services
  ✔ Clean separation of order & billing
  ✔ Strong legal & audit support
  ✔ API-ready for automation
  
   

  - Summary
   

  A Detail Order is the most powerful order document in the Documents Module.
   

  It acts as:
   

• A contract blueprint

• An execution guide

• By using Detail Orders before invoicing, businesses gain clarity, control, and confidence across sales, operations, and finance.

• A billing reference