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Sales order › Order confirmation terms
Terms to agree when you confirm an order
Most order disputes are not about the goods. They are about money, dates and who pays for what. A few clear lines on the sales order settle those before they start.
Lines worth writing
| Topic | Example line |
|---|---|
| Advance | "30% advance with order. Production starts after the advance is received." |
| Credit | "Balance within 30 days of invoice. Late payment attracts interest at 1.5% per month." |
| Delivery | "Delivery by 25 Nov 2026, subject to receipt of advance by 6 Nov 2026." |
| Freight and packing | "Ex-works Ludhiana. Freight and transit insurance by buyer." |
| Part delivery | "Part deliveries allowed; each lot is invoiced separately." |
| Price | "Prices firm for this order. Any change in GST rate will apply as on the invoice date." |
| Cancellation | "Order cannot be cancelled once material is purchased. Advance is adjusted against cancellation costs." |
| Quality | "Shortage or damage to be reported within 3 days of receipt with photos." |
Write terms you will actually follow. A late-payment interest line you never charge only weakens the others. For terms that need legal force, such as penalties or long contracts, ask a lawyer.
Advances and GST
When you take an advance against a sales order, give the customer a receipt. The receipt maker has an "Advance received" type.
- Goods: a regular registered business pays GST with the invoice, not when the advance arrives.
- Services: GST is due when the advance is received. The receipt should show the tax on the advance, and it is paid in that month's return.
- Composition dealers and special cases have their own rules; ask your accountant.
On the final invoice, write the advance in Notes: "Less advance received ₹75,600 on 6 Nov 2026."
A worked example
The Jaipur order in the sales order format guide is ₹2,52,000 with GST. With a 30% advance term, the shop pays ₹75,600 on 6 Nov 2026 and gets an advance receipt. The goods go on 25 Nov with the tax invoice for ₹2,52,000, which shows "Less advance ₹75,600, balance ₹1,76,400". The balance is due by 25 Dec 2026, 30 days from the invoice.
If the customer cancels
- Set the sales order's status to Cancelled and write the reason and date in Notes.
- Settle the advance as your terms say: refund it, or keep the agreed cancellation cost and refund the rest.
- If an invoice was already made for goods that come back, the GST adjustment is done with a credit note, not by deleting the invoice.
Where to put the terms in the maker
Type them in the terms box of the sales order. For the next order, open Saved sales orders and copy an earlier one: the terms come with it, and you change only what is different.