Orders

The order is Mosce ERP's central operational document: it groups the items the customer takes, computes totals with taxes and discounts, and is invoiced when you are ready to issue the fiscal voucher.

Reading time: ~8 min

When to use this

Create an order when there is already a sales commitment: the customer confirmed they are taking the products or services. From an order you can:

• Invoice (issue the electronic fiscal voucher and record the collection).
• Record partial payments for credit sales.
• Issue partial or full refunds.
• Print a receipt from the detail.

If the customer is still shopping around, first use a quote and convert it to an order when they accept.

Before you start

• Check that you have at least one active cash register if you are going to invoice cash sales.
• Verify that your e-CF sequence is valid (see e-CF sequences).
• Confirm that the customer is created with an RNC or ID if you are going to issue a tax credit (E31).
• Permissions: orders:create, orders:bill, orders:cancel, orders:refund depending on the actions you will take.

Order life cycle

DRAFT
  └─► [Invoice] ──► UNPAID ──► [Partial payment] ──► PARTIAL ──► [Final payment] ──► PAID
                                     │
                                     └─► [Cancel before collecting] ──► CANCELLED
                                     │
                                     └─► [Due without full collection] ──► OVERDUE
                                                                             │
                                                                             └─► PAID on collection

DRAFT ──► [Cancel] ──► CANCELLED

PAID / PARTIAL ──► [Refund] ──► CREDITED (generates a Credit Note)

Step by step

1. Create the order

1. Open the form. Go to Operations → Orders and press New order, or convert an accepted quote with Convert to order.

2. Complete the header data. Select the Customer (required to issue a tax credit) and the Sales agent if applicable.

3. Add the items. Press Add item and choose the type:

   • Product: select from the catalog. If the product has stock by warehouse, the system will show the real availability.
   • Service: type a free description and price.

   For each line adjust quantity, unit price, discount (%) and ITBIS (%). Totals recompute live.

   Last-price suggestion for this customer: once you have chosen a customer and you add a product that this customer has bought before, Mosce ERP shows you a suggestion with the last price that customer paid for that product and the date they paid it. It is only a suggestion: you apply it with a click or ignore it and keep the current price; the system never imposes the price on its own. The suggestion does not appear on Special Regime (E44) lines, where the price is defined by the voucher type (exempt, price from cost). This feature is available from the STARTER plan onward.

   Editing several products at once: press Batch edit to open a modal with tabs - Quantities, Discounts, Prices and Margins - and adjust every line of the order in one pass. On the Margins tab you set the margin so the price is computed, or you set the price and see the real margin. Changes are applied when you confirm the modal and are saved when you save the order. See Costs, margins and prices.

   Special Regime (E44) customer: if the selected customer has the Special Regime (E44) voucher as their default, Mosce ERP adjusts the order automatically: all lines become exempt from ITBIS (total ITBIS at RD$0) and the unit price is recomputed from cost with the customer's alternative margin (price = cost × (1 + margin/100); a per-line margin takes priority). If a product has no cost, its normal sale price is used (never RD$0). If you change the order's customer, the lines recompute live in both directions: they enter exempt + price-from-cost, or they return to the normal sale price with their ITBIS. A price you edit by hand is respected until you change the product or the customer. See Special Regime (E44).

4. Add notes.

   • Public notes: appear on the PDF/receipt.
   • Internal notes: visible only to your team.

5. Save. Press Create order. It stays in the Draft state - it does not yet consume a fiscal sequence or stock.

2. Invoice the order

From the detail of an order in Draft, press Invoice.

1. Voucher type (e-CF): choose the type to issue:

   Code	Type	When to use it
   E31	Fiscal Credit	Customer with an RNC who needs to report ITBIS
   E32	Final Consumer	Sale to a consumer without an RNC (most common at POS)
   E33	Debit Note	Additional charges on a previous voucher
   E34	Credit Note	Returns / voids
   E41	Purchases	To record purchases from informal suppliers
   E43	Minor Expenses	Expenses with no formal voucher
   E44	Special Regimes	Sectors with special treatment
   E45	Governmental	Sales to the public sector
   E46	Exports	Sales abroad
   E47	Payments Abroad	Payments to non-residents

   Voucher locked by the customer: if the order's customer has a default voucher configured (of any type, not only E44), the voucher-type selector appears fixed and non-editable, with the note "Defined by the customer". To issue another type, edit the customer and change (or clear) their default voucher. See Customers.

2. Payment term:

   • Cash: requires selecting the cash register that will receive the collection. Automatically creates a payment for the total.
   • Credit: requires indicating credit days (1 - 365). Computes the due date.

3. Confirm. On confirmation:

   • The next number of the e-CF sequence is assigned.
   • The Invoice associated with the order is generated.
   • Stock is deducted automatically (processed in a queue).
   • If it is cash, it becomes Paid; if it is credit, it becomes Unpaid.
   • If you have the Accounting module active, the sales journal entry is generated.

3. Record later payments (credit)

For orders in the Unpaid, Partial or Overdue state, press Record payment. Indicate the amount, method (cash, card, transfer, check, other) and the receiving cash register if applicable. The state advances to Partial or Paid depending on the amount covered.

4. Print the receipt

On any non-draft order press Print receipt. The PDF opens in a new tab. The receipt includes the order number, e-CF number, items, totals, payments and the issuer's fiscal data.

5. Refund

For Paid or Partial orders press Refund:

1. Mark the items and quantities to return (you cannot exceed what was invoiced).
2. Indicate the reason and the refund method (cash, credit note or original method).
3. Select the refund voucher type (typically E34 - Credit Note).
4. Confirm. The system creates the credit note, restocks the inventory and, if cash, generates the cash outflow.

6. Cancel

Only applies to orders in Draft or Unpaid with no payments recorded. Once cancelled, the order is irreversible.

Expected result

• The order has a sequential number (PED-000456 or similar) and full traceability: payments, assigned e-CF number, downloadable receipt, journal entry and stock movements.
• In the detail you see the timeline with each state transition and who was responsible.
• In the list you can filter by Drafts, Unpaid, Paid, Credited, Cancelled.

Common errors

Related

• Quotes
• Invoices
• Point of sale (POS)
• Cash register
• Fiscal configuration