How to Enter Sales and Purchase Orders in eCount ERP

This article explains how to create sales and purchase orders in ecount ERP, covering party selection, product entry, and related settings.

📋 Overview

The Sales / Purchase Order entry screen lets you record orders, generate bills or challans from them, and view order‑related reports such as pending or cleared orders.

🔧 Steps / How‑to

Navigate to Transaction → Order → Sales / Purchase Order to open the order entry screen.
Choose the Party (customer or supplier). The popup can be customized via Account Options in Master Setup.
Enter the Order No. (auto‑generated if a voucher number series is set) and Order Date. Fill Document No. / Date if required; you can paste the customer's order number here.
Enter any header‑level user fields to store additional information.
Start product entry by pressing Enter in the middle section.
Select a product from the list. You can insert, edit, or delete items directly in the product popup. Custom columns are defined in Product Options of Master Setup.
If needed, overwrite the product name using the Product Name Overwrite option in Voucher Setup.
Enter the ordered quantity. For dual‑stock items, provide the quantity in the second unit; the first‑unit quantity is calculated automatically.
Rate is fetched automatically from the product master or the selected price list. If multiple price lists exist, you will be prompted to choose one.
Quantity and rate accept up to four decimals as defined in Stock Options. The amount is calculated from quantity, rate, and conversion factor; you may adjust it.
Repeat steps 5‑10 for each additional item. Delete an item with Ctrl + Y or the Delete button.
After all items are entered, press Tab to exit the product grid.
Enter a narration for the order. Press Ctrl + R to view saved narrations or enable auto‑narration.
Save the order. You can now create a bill or challan directly from this order.

⚙️ Settings / configuration

Voucher number series for automatic Order No. generation.
Account Options – customize Party selection popup and default fields.
Product Options – define columns, enable insert/edit/delete, and set dual‑stock behavior.
Voucher Setup – activate Product Name Overwrite and configure middle user fields.
Price List – assign multiple price lists and decide which one to use at entry.
Stock Options – set decimal precision for quantity, rate, and amount calculations.
User Fields – add header and middle user fields to capture extra data.

💡 Tips

💡 Tip: Use the Ctrl + R shortcut to quickly insert frequently used narrations and keep your order entry consistent.

💡 Tip: Enable the Product Name Overwrite option if you need to display a different name on the voucher without changing the master item name.

💡 Tip: Set up a price list for each customer group to avoid manual rate entry for common items.

✅ Summary

Open the Sales / Purchase Order screen via Transaction → Order.
Select the appropriate Party and fill order header details.
Enter products, quantities, and rates; system calculates amounts automatically.
Use user fields and narration to capture extra information.
Save the order and generate related bills or challans as needed.

Related setup articles: Voucher Setup | Invoice Type | Expense Formula | Branch Setup