Sales Order Management: Creation, Approval & SAP Sync

A sales order is created after quotation approval, carrying forward all commercial, logistics, and pricing data, and includes two send actions—Send to Approval and Send to SAP—with approved orders pushed to SAP automatically.

Why the Sales Order is the final, most tightly controlled stage: everything before this point (lead, inquiry, quotation) can still be adjusted freely. A sales order, once it hits SAP, represents a committed transaction with real financial and logistics consequences. That's why Hoicko CRM wraps this final step in both an internal approval gate and a mandatory KYC-approval prerequisite on the account (covered separately in the Integrations & Automation category) before SAP sync is even possible.

Steps to create a sales order:

1. Open the approved quotation/inquiry and click to update the sales order.
2. Review the carried-forward fields: Order Date, Sales Representative, Process Type, Order Type, Sold-To Party, Ship-To Party, Sales Area, Sales Organization, Distribution Channel, Division, Final Destination, Sales Office, Sales Group, Payment Terms, Sales Employee, Inco Terms, Ports of Loading/Discharge, Required Delivery, Expiry Date, Final Place of Delivery, Customer Contact Person, and Currency.
3. Confirm the Product Inquiry table: Material Code, Material Description, Order Quantity, UOM, Packaging Type, Plant, Base Price, and Freight/UOM.
4. Click Submit, then click Send to Approval.
5. Once the designated approver reviews and approves the order, Send to SAP activates, and the order is pushed to SAP automatically.

The complete Inquiry-to-Sales-Order Flow—seven checkpoints:

1. Lead Converted — qualified lead becomes an inquiry
2. Inquiry Created — submitted with all required commercial and logistics details
3. Workflow Stages — the inquiry progresses through its five approval-related stages
4. Quotation — generated from the approved inquiry with product-wise pricing
5. PDF Download — the quotation PDF is downloaded or emailed to the customer directly through the system.
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7. Sales Order — created once the customer approves the quotation
8. SAP Push—the approved sales order syncs back to SAP automatically, and the resulting SAP Sales Order Number is displayed against the originating inquiry for full traceability

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Key highlights: sales orders are created only after quotation approval, never independently; all commercial, logistics, and pricing data carries forward without re-entry; the approval workflow sits directly in front of SAP sync, so nothing reaches your ERP without a documented internal sign-off; approved orders are pushed to SAP automatically, with the returned order number visible right on the inquiry record.

FAQ

• Can a sales order be created without going through a quotation first?

No—the sales order carries forward data from an approved quotation, preserving the full audit trail from lead through to order.

• What happens if the sales order is rejected during approval?

It stays in a pending/rejected state and does not proceed to SAP until it's corrected and resubmitted through the approval workflow.

• Where do I find the SAP Sales Order Number after the order is pushed?

It's displayed against the originating Inquiry record, so the whole deal history — lead through SAP order — stays linked in one place.