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Purchase and sale orders
Create a sales or purchase order
Create a sales or purchase order

Create your purchase and sale orders, and start managing your stock

Héctor Emperador avatar
Written by Héctor Emperador
Updated over a week ago

To create a sales order or a purchase order in Holded, follow these steps:

  1. Go to Inventory > Orders , in the navigation bar

  2. Select the "Sales Orders" or "Purchase Orders" tab

  3. Click the "New Order" button in the upper right corner

  4. Enter the basic information of the order, including contact, document number, date and expiration

  5. Complete the fields of the order lines (concept, description, quantity, price, taxes, weight and total)

  6. Finally, fill in the additional fields and, if you wish, configure the advanced options

  7. Click the "Save" button to save the order

💎 Remember that you can only use waybills by activating the Inventory payment gem on the Holded Store

You can also create an order using the "+" button in the navigation bar. You only need to activate the "purchase order" or "sales order" option in the section Customize

Fields to fill in the order

Basic fields

  • Contact: select the customer or supplier who will receive your order.
    Add a new contact by typing their name and clicking "Add"

  • Document number: a document number will be assigned automatically based on the numbering lines you have created in Billing preferences .

  • Date: will be filled by default with today's date (since it is when the order is created) although you can always edit it.

  • Expiration: you can select an expiration day from the calendar or mark the option of 7, 14, 30, a certain number of days.

Line item fields

  • Concept: includes items you've previously entered into Holded by typing their name or searching for them using the @ symbol. Click on the magnifying glass for a detailed search, with filters by type of product or service.
    📚 You can group articles to include several lines under the same concept

  • Description: adds a short explanation to specify the details of the product or service. If you have selected a product or service already registered, it will be filled in automatically.

  • Quantity: the number of units of the product or service. It will be used to calculate the total, that is, units x price + taxes.

  • Price: the amount before taxes of the product or service. It will be filled in automatically when selecting an already registered product with the magnifying glass.

  • Taxes: select a tax from the database. For example, VAT 21%, Withholding 19%, or Equivalency Surcharge 1.4%.

  • Total: will be calculated automatically by adding the price and units. Changing it will automatically change the value in the Price column.

    Line item fields will be auto-populated in the following order of priority: contact preferences, product preferences, company preferences.

Additional fields

  • Visible message: adds a specific message for this packing slip. It will appear in the PDF of the order.
    Remember that you can use dynamic words, more details here

  • Add custom fields: add additional information using a table; for example, an order number. From templates , you can set these fields to appear by default.

  • Payment information: select the payment method you have created to appear on the order PDF. This field is for information only and has no effect on accounting.

  • Categorization

    • Assign your order to a sales account or expense account to segment your sales by channel. They must always be purchase or expense group accounts (60, 65, 66 or 67), in the case of purchase orders; and sales or revenue group accounts (70, 75, 76, or 77), in the case of sales orders.

    • Add an internal description.

    • Create or search for a tag to classify your order.

    • Once you have created and assigned sales channels and tags to the order, you can use them to analyze your data in Analytics > Reports

  • Projects: Assign a project to your order or a project for each item within the order.

Advanced Options

Once your order is set up, you can customize it to your needs. Choose your preferences and check the desired boxes from the "Options" button, at the top right.


  • Origin ( Warehouse , in purchase orders) : origin warehouse of the order.

  • Numbering: the numbering line assigned to the contact or by default.

  • Discount: fill in the box and apply that discount percentage to the order total.

  • Language: choose the language in which you want the order fields to appear in PDF format (by default, the language of the company account).

  • Currency: select the currency in which the order amount will appear (by default, the currency of the company account.

  • Document Mode: Depending on the option you choose, more or fewer fields will appear in the order lines.

    • Items: is the default option and activates the Quantity column.

    • Time: activates the Hours and Price/Hour columns.

    • Total: only the Price column will appear and the Quantity, Hours, and Price/Hour columns will not be visible.

    • No tax: removes the itemized tax amount.

  • Design: select one of the models from template PDF that you created.

  • Rate: select a rate or leave the main price assigned.

Boxes to check

  • Account per item: assigns a sales or expense account per order line.

  • Tags per item : assign tags to each order line.

  • Detailed Description : Add an extended text field before the order lines.

  • Product discount : Add a discount field for each order line.

  • Show discount : this option is activated by default and in the case of deactivating it, the breakdown of taxes will not appear in the final summary section of the order.

  • E-invoice fields : click to fill in the fields of the electronic invoice that you can download in XML format to upload it to the website of the relevant body.

  • Order completed: You can check this box to indicate that this order is already completed.

  • Select lot/SN:

    • checkbox checked: you will be able to include specific lot or serial numbers when creating the order (you will not be able to specify them when "Ship units" or "Receive units")

    • unchecked box: you will not be able to specify the serial or batch number when creating the order (you will be able to do it when "Receive units" or "Send units").

Once all the fields are filled in, you can choose between "Preview", "Save as draft", or simply "Save".

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