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 invoice with a receipt type that requires it - Fiscal Credit (E31), Governmental (E45), or the exempt types Special Regime (E44), Export (E46) and Foreign Payment (E47) - or if you are going to invoice a Consumer Invoice (E32) of RD$250,000 or more. See which receipts require it.
• Permissions, depending on the actions you will take: orders:create to create, orders:bill to invoice, orders:void to annul, invoices:pay to collect, invoices:refund to refund and payments:void to void a payment that is already recorded. Note that collecting and voiding a collection are two separate permissions: see Payments and payment methods.
• If your business has accounting active, you need an open accounting period covering the operation date in order to collect.

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 ──► [Partial refund] ──► PARTIALLY REFUNDED
                │
                └─► [Full refund] ──► REFUNDED (zero balance)

The Refunded and Partially refunded statuses each have their own tab in the list, just like Cancelled. See Returns and refunds.

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, but if its lines resolve a warehouse, it already sets stock aside. See the note below.

Creating the order sets stock aside, even while it is still Draft. When a product line resolves a warehouse (chosen on the line, or the product's or the business's default - see Warehouses), those units become committed to this order: they stay physically in the warehouse, but they stop being available for another sale. In inventory, the Reserved column goes up and Available goes down. This never blocks the sale: you can still invoice even if what is set aside exceeds what is available, and the difference is corrected afterward with an inventory adjustment. The full cycle: editing quantities while the order is Draft adjusts what is set aside by the difference; invoicing turns the reservation into a real deduction, without deducting twice; cancelling releases the units without moving the warehouse. See When stock is set aside and when it is released.

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.

   The voucher type can require the customer to have an RNC/Cédula. Before assigning the e-CF number, Mosce ERP checks whether the chosen voucher type requires identifying the buyer. If the order's customer has no RNC/Cédula on file and the type requires it, pressing Invoice rejects the operation with a message explaining why, without collecting anything. Which types require it, and the amount-based rule for the Consumer Invoice (E32), are in e-CF Documents. To resolve it, add the customer's RNC/Cédula, or choose a different voucher type. This rule applies the same way whether you invoice from here or collect at the Point of sale (POS): the system applies the same check on both sale paths, before taking the payment.

2. Payment term: this answers when you get paid, not with what.

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

   The payment term does not restrict the payment method. A cash-term sale can be collected by card or transfer, and the money lands wherever that method belongs, not always in the drawer. See Payment term is not payment method.

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, on cash-term and credit sales alike: invoicing is when the goods leave, so a credit sale deducts inventory too. If the order had stock set aside since it was created, that reservation turns into the real deduction - it is not deducted twice.
   • If it is credit, it becomes Unpaid; if it is cash-term, it is collected with whichever method you pick.
   • If you have the Accounting module active, the sales journal entry is generated.

   If the business has already hit its plan's monthly sales limit, invoicing is rejected with a notice explaining it. See What happens when I hit the limit?.

3. Record later payments (credit)

For orders in the Unpaid, Partial or Overdue state, press Record payment. Indicate the amount, the method (cash, card, transfer, cheque, credit note, or third-party withholding) and the receiving cash register if applicable. The state advances to Partial or Paid depending on the amount covered.

You do not have to collect the whole total at once: you can record partial payments for whatever the customer hands over, and you can also split one payment across several methods. The detail of each method, split payments, paying with a credit note, collecting with third-party withholding, and voiding a payment is in Payments and payment methods.

If the customer withheld ITBIS and/or ISR when paying, the order shows a Withheld by customer total separate from the Paid total - which is why it can end up settled with less money actually collected at the register than the invoice is worth. See Collecting with third-party withholding.

If you already issued a credit note against that invoice before collecting it, the withholding Mosce ERP suggests is computed on the net amount - the invoice minus the credit note - not on the original amount. That is what applies: the customer withholds on what they will actually pay you. The suggested figure is editable, and what gets recorded is always what the customer actually withheld.

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

Press Refund on any invoiced order you have collected money on, whether it is Paid, Partial, Overdue or Credited with a part payment. The dialog always offers the quantity still left to refund on each line, not the original quantity, and the refund method depends on your business: cash always, and credit note only if you have electronic invoicing active.

On confirmation the order moves to Refunded or Partially refunded, the balance stops showing as outstanding and the goods go back to the warehouse. The full flow is in Returns and refunds.

6. Cancel

One idea governs this section: there are two independent questions, and their answers add up.

• Has the DGII already accepted the invoice's document? That decides whether an electronic credit note has to be issued. It is not optional and it is not a "method": it is the only route the rules allow for withdrawing an already accepted document from the DGII.
• Have you collected money you have not returned? That decides whether the customer also has to be paid back, and by which method.

Both can happen at once. An order you collected on, whose document was accepted, issues the credit note and returns the money.

Why Cancel disappeared on orders you have collected on (case 4). Cancelling an order you had already collected on ended up doing what a refund does. Two buttons for one operation, and the ambiguity invited mistakes. There is one path now: if you collected, you go through Refund.

A credit sale nobody paid can still be cancelled (case 3). This is the overdue invoice the customer never paid. There is no money to return, so a refund does not apply, and cancelling is the only way to close that document. If you could not cancel it, it would stay open in your receivables forever. And the credit note is issued: the DGII does not require a document to have been paid in order to void it this way.

The refund method and the credit note are different things. The method (cash, for instance) only says how the money travels back. The credit note is what withdraws the document from the DGII, and it is issued whichever method you pick. When one is due, the screen tells you before you confirm; it is not something you can switch off.

Note that "Conditionally accepted" counts as accepted. It means the DGII received and accepted the document and only noted an observation for you to correct on future submissions. It is on their records just like an accepted one, so it is withdrawn the same way: with a credit note.

If the Cancel button is not there and you expected it, check the order's payments: a single part payment is enough to make Refund the correct path.

You can consult the rules on the DGII electronic invoicing portal.

Once cancelled, the order is irreversible.

A cancelled order does not disappear. It stays visible in the list, under its Cancelled tab, with its history intact. It used to drop out of sight and look deleted, which made it impossible to audit what was cancelled and by whom.

An order can come from a task

If you use the tasks module, an order can be born from a card instead of being written from scratch. It arrives as a draft, carrying the services and products the task held, and is edited like any other.

The order shows which task and which board it came from, with a link to the card, so you can always get back to the work that originated it. See Tasks.

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, Refunded, Partially refunded and Cancelled. Every status has its own tab: nothing is hidden from the list for having been cancelled or refunded.

Common errors

Related

• Quotes
• Invoices
• Payments and payment methods
• Returns and refunds
• Point of sale (POS)
• Cash register
• Fiscal configuration