Sale transit: dispatch a sale order

Sale transit is where a sale order goes out of the door. Open the order, say how much of each item is going now, and transit it. Kaalchakra then creates the sale and, for lines marked Paid Tax, the sale estimate. Whatever you did not send stays on the order as pending.

Find an order

Transactions → Sale Order → Sale Transit lists every sale order that is fresh, being processed or pending. Search by account, order number or series, and narrow the list by status and date. On a phone, status and dates are under Filters.

• Open transit — or a click on the row — opens the order for dispatch.
• Start processing records who is picking the order. The order then shows Processing until it is transited.
• Preview lines shows the order's lines without opening it.
• Delete removes the order from Sale Transit, after you type delete to confirm.

Dispatch lines

Each line shows what was ordered. Type what is going out now in Dispatch qty; the difference is Pending and stays on the order. For this dispatch you can also change the Price, the Disc type and the Disc %.

A green edge on a line means it goes to the sale; amber means the sale estimate. Sending more than was ordered is allowed — the quantity box turns amber to show it.

A line marked Not mapped to your item came from a customer's order and is not yet linked to one of your items. It stays on the order in full, its Dispatch qty stays at 0, and it cannot be sent until it is linked to one of your items. To link it, open your chat with that customer in Messages, search their items and choose Import to my catalog on it; the customer must be sharing their items with you. The line then carries your item and can be sent.

Each line's item is checked against your items when the order opens. A line whose item is gone says so beside its name:

• Item deleted from your items — the item no longer exists, so it cannot be sold. The line stays on the order with its whole quantity and its Dispatch qty stays at 0, unless you take it off the order (below).
• Item removed from your list — restore the item to send this line: Restore item on the line brings the item back to your items in one click (your access must include editing items), and the line can then be sent. Until then it stays on the order with its whole quantity, like a deleted one.
• Merged into another item — the line is sent as the item it was merged into: the sale or the estimate gets that item's name, unit, HSN and GST rate, at this line's quantity, price and discount. The order keeps the line as it was. If that item has no GST rate, or its tax category is not a GST rate, the line is not sent at a guessed rate: it stays on the order until you set the item's GST.

Take off order on a deleted or removed line takes it off the order: it goes on no sale or estimate, and the order stops waiting for it. The line moves to Taken off this order below the lines, where Undo puts it back while the page is open. If every line left on the order is taken off and nothing else is being sent, the button reads Save the order: it saves the order without those lines — completed when nothing else is left — and makes no sale or sale estimate. A line whose item was merged cannot be taken off here; remove it in the order's edit form.

An order that keeps such a line stays pending after the transit, and the message after the transit says how many lines stayed. If every line you are sending is one of these, nothing is saved and the message names them. The items are checked again a moment before the order is updated: if one changed after you opened the page, the transit stops once and the lines and totals show what will now be sent — check them and choose Transit sale order again. If the check cannot be made, nothing is sent; to transit, your access must include viewing items.

Type numbers the way you write them: 1,500 and 1,50,000 both work. If a box cannot read what you typed, it says so and keeps your last number.

On a phone each line is a card with the same boxes, and the keyboard's Next key moves from box to box.

Add items

To send something that was not on the order, use the item search above the lines: type the name or alias (or use the mic), enter the quantity and choose Add to transit. Adding an item that is already on the order adds to its quantity. F2 in the search opens the item and its discount for editing.

Bill sundries

Freight, packing, discounts and the round off go here. Pick a bill sundry by name, choose a fixed amount or a percentage of the bill, and choose Apply to: Add Tax for the sale, Paid Tax for the estimate. The round off is worked out for you, and you can type your own figure over it.

Verification

Turn Verification on when a second person must check the goods before they leave. Choose the labor who picked the order and the verifier; both names are saved on the order straight away. Each line then gets a tick box, and the order can be transited only when every line being sent is ticked. Verify all ticks them all at once.

Transit date and sale number

The Transit date is the date the sale and the estimate carry. It starts as today. The Sale number is the number shown and printed on the new sale. The next number for the transit date's financial year is filled in for you; leave it, and the sale gets the next number when it is saved. Type a different number only when you need a particular one: before anything is saved, Kaalchakra checks that no other sale in that financial year uses it, and if one does you are told and nothing is saved. A sale you delete normally still counts: its number may already be on a GST return you filed, so it is not given to a new sale. An older sale deleted before 28 September 2026 may have left no record of its number, so check the GST returns you have filed before you reuse any old number. The estimate is numbered separately, in the estimate series.

Transit the order

1. 1

   Check the totals

   The bar at the bottom of the page shows what the sale, the estimate and the pending order come to.

2. 2

   Choose Transit sale order

   Kaalchakra reduces the order to what is left, then creates the sale and the sale estimate. Then the files you chose are sent to your browser's downloads — unless you have changed it, a spreadsheet of the sale's lines. See Choose what downloads when you transit.

3. 3

   Back to the list

   When everything is saved, the page returns to the list. An order with nothing left leaves the list. If the message has something you need to read first — a stock warning, or a file that was not made the way you chose — it stays on screen and the page stays where it is.

Choose what downloads when you transit

Unless you choose otherwise, transiting an order downloads one spreadsheet of the sale's lines, named Sale_ and the sale number — for example Sale_125.xlsx. It has no heading row: one row for each line on the sale, in the order of the lines, giving the item, the Dispatch qty, the unit, the Price and the Disc %; the first row also starts with the transit date, the sale number and the account. Lines marked Paid Tax are not in it, and a transit that makes only a sale estimate downloads nothing.

The settings button (the gear) at the top of Sale Transit, and of an order open for transit, lets you change that, on a phone too:

• Sale file and Estimate file — tick the files you want. Tick neither and nothing downloads when you transit. With Estimate file ticked, a transit that makes only a sale estimate downloads its file.
• Lay out each file the way Column setup does in the Export Centre: add, move or remove columns, and under First row choose Column names for a heading row or Straight to data for none. The grid shows sample rows, so you see the file before you save it. The standard layout is the file described above.
• Who should get this layout — Just me, or Everyone in this organisation. Save this layout saves the files you ticked and both layouts together.

A file always keeps at least one column. If you take out every heading column, or every line column, that part of the file gets the standard layout's columns back; a file may have no bill sundry columns at all.

A file you lay out is made from the sale or the estimate as it was saved, so a sale file's figures match the Sale Register and an estimate file's match the Sale Estimate register. With both files ticked, two files download, the sale's first; the estimate's is named Estimate_ and the estimate number — for example Estimate_48.xlsx. The files are sent to your browser's downloads and the message after the transit names them. If your browser asks whether this site may download several files, allow it.

If a file you laid out cannot be made that way — the sale was saved in another organisation by Transaction Sync, for example — that file comes in the standard layout instead, and the message says so and stays on screen. A column that reads a list you are not allowed to see, such as the party list, shows only what the document itself records, and the message names those columns.

Who can change what downloads

Saving for Just me needs the Own export settings action on the Sale Transit page; a policy lists it under Move data in and out. Everyone whose job function lets them transit has it from the start, and so does a policy that allows every action on the page — the ready-made TransactionsFullAccess does. Whoever manages your team's access can deny it to someone: that person then gets the organisation's layout, or the standard file if there is none. Their own saved layout is kept, and is used again if they are allowed the action again. Denying it also limits what that person can give others, because nobody can give access they do not have: they can no longer give anyone who does not already have Own export settings a policy that includes it — TransactionsFullAccess, full access to the whole of Transactions or to the Sale Transit page, or the Administrator, Manager or Staff job function's policy.

Saving for Everyone in this organisation needs the permission Sale Transit export settings for everyone, on a policy's Other permissions tab. Master users have it from the start. Nobody else has it — admins included — until they are given it, on its own or with the ready-made AdministratorAccess, which includes it. A policy that allows the whole of Transactions, such as TransactionsFullAccess, includes Own export settings but not this permission. Policies are kept under User Management — see Users, groups, and policies.

Each person changes only their own layout. Saving for everyone never changes a colleague's own layout; it applies to everyone who has not saved one. If you can save neither, the settings still open so you can see what downloads, but nothing can be saved.

Drafts and starting again

While you work, your changes are kept as a draft on this device and your progress is saved on the order. Come back to an order with an unsaved draft and you are asked whether to restore it; if a colleague — or a change to an item's price or a discount — has changed the order since, the prompt warns you. Reset page clears your changes and the draft and starts again from the order.