Introduction
In Bukku, you can easily transfer sales documents from one stage to another based on your business workflow.
A typical sales flow is:
Quotation → Sales Order → Delivery Order → Invoice
However, you are not required to follow every step. You can also:
Transfer Quotation → Sales Order → Invoice
Transfer Quotation → Invoice directly
Transfer Sales Order → Delivery Order → Invoice
Transfer Sales Order → Invoice directly
This flexibility allows you to match the system with your actual business process.
Managing Full Transfer of Items
Follow the steps below to transfer all items fully from a Quotation to another sales document.
Example: A Quotation of QT-00003 has been created.
Steps to Perform Full Transfer
Go to Sales > Quotation, and locate the relevant quotation, click the three dots (⋯) next to View
Select 'Transfer To...'
Choose to transfer to Sales Order or Delivery Order, or Invoice.
Example: Transfer the Quotation to Sales Order
Click Transfer to Sales Order
A new Sales Order window will appear
The Quotation number will be automatically populated in the Reference No. field
In the Items section, hover over each item line to view the source (Quotation reference)
You can review and update the details if needed, once done, click Save.
After save, the Sales Order is created under Sales > Sales Orders.
Go back to Sales > Quotations. The quotation will now show as Fully Transferred.
Click View on the quotation, under the Items section, you will see the linked document (e.g. Sales Order reference) and the transferred quantity.
Continue Transfer Steps: Sales Order to Invoice
After creating the Sales Order, you can proceed to transfer it fully into an Invoice when needed.
Steps to Transfer Sales Order to Invoice
Go to Sales > Sales Orders, and locate the relevant Sales Order, click the three dots (⋯) next to View
Select 'Transfer To...'
Choose Invoice.
A new Invoice window will appear
The Sales Order number will be automatically populated in the Reference No. field
In the Items section, you can hover over each item line to view the source (Sales Order reference)
You can review and update the details if needed, once done, click Save.
Once it is saved, the Sales Invoice is created under Sales > Invoices.
Go back to Sales > Sales Order. The Sales Order will now show as Fully Transferred.
Click View on the Sales Order, under the Items section, you will see the source document (e.g. Quotation reference) and the linked document (Invoice reference)
Managing Partial Transfer of Items
Partial transfer allows you to transfer only selected quantities instead of the full amount. The remaining items will stay in the original document and can be transferred later.
A single sales document can be partially transferred multiple times until all quantities are fully transferred. Example: If a Sales Order has 10 units, you can transfer 4 units first, and transfer the remaining 6 units later.
Example Scenario: Sales Order → Multiple Invoices
This allows a single Sales Order to be billed across multiple invoices.
Sales Order Details:
10 units Laptop @ RM3,000.00 each
10 units Monitor @ RM1,000.00 each
Steps to Perform Partial Transfer
First Transfer (Partial Invoice)
Go to Sales > Sales Orders, and locate the relevant Sales Order, click the three dots (⋯) next to View
Select 'Transfer To...'
Choose Invoice.
Click “Manage Transfer Items”.
The Manage Transfer Items window will appear.
Update the quantity in Apply Qty (you can enter in quantity or percentage).
Example: Enter 5 units for Laptop and 5 units for Monitor.
Click Confirm. Only 5 units per item are transferred.
Review and update details in the invoice if needed, then click Save. Once is saved, an invoice is created under Sales > Invoices.
Go back to Sales > Sales Order. The Sales Order will now show as Partially Transferred.
Click View on the Sales Order, under the Items section, you will see the linked document (e.g. Invoice reference) and the transferred quantity.
Second Transfer (Remaining Balance)
Repeat the same steps to transfer the remaining items of 5 units Laptop and 5 units Monitor.
Go to Sales > Sales Orders, and locate the relevant Sales Order, click the three dots (⋯) next to View
Select 'Transfer To...'
Choose Invoice.
The system will automatically bring in the remaining balance.
Review and update details in the invoice if needed, then click Save. Once is saved, an invoice is created under Sales > Invoices.
Go back to Sales > Sales Order. The Sales Order will now show as Fully Transferred.
Click View on the Sales Order, under the Items section, all linked invoices will be displayed with their respective transferred quantities, shown per invoice.
At the end, you will see two invoices generated from a single Sales Order.
Managing Multiple Document Transfer into One
You can combine multiple sales documents into a single document for easier billing and tracking.
Multiple document transfer means combining two or more sales documents into one new document, instead of processing them separately.
Example Scenario: Multiple Quotations → One Invoice
Two quotations have been created for the same customer and are approved together.
Steps to Perform Multiple Document Transfer
Go to Sales > Invoices > + New
Select the relevant customer.
Click 'Transfer Items from…' in the Items section, and choose the transaction type.
In this example, choose Quotation. An Add Quotation window will appear. Tick the relevant quotations (e.g. 2 quotations), then click Confirm
The Transfer Items window will appear. Select the items to transfer. For full transfer, tick all items from both quotations Click Confirm.
The selected items will be transferred into the Items section of the invoice.
You can hover over each item line to view the source (Quotation reference).
Review and update details in the invoice if needed, then click Save. Once is saved, an invoice is created under Sales > Invoices.
Go back to Sales > Quotations. Both quotations will now show as Fully Transferred.
Notes
You can also perform transfers directly inside a document by clicking:
Actions → Transfer To… → Select the target document.
Once a sales document (Quotation, Sales Order, or Delivery Order) has been transferred to another document, the records become linked and the source document cannot be edited, voided, or deleted independently.
If you need to make changes, you must first void the related linked document(s), and delete it if necessary.
Alternatively, you may use Manage Transfer Items in the transferred document to unlink the specific transferred items. This allows you to make changes in the source document and then re-transfer the updated items.
Example:
A Sales Order has been transferred to an Invoice. If you need to reduce quantity or change the unit price, you cannot edit the Sales Order directly as it is already linked. You must first void the Invoice. After that, you may delete it if required, or use Manage Transfer Items to remove the transferred quantities before making changes in the Sales Order and re-transferring the updated items to the invoice.
Let’s take a closer look at a scenario:
A Sales Order (SO-00007) has been transferred to an Invoice (IV-00030). You want to amend the unit price of a water bottle in the Sales Order. Since the documents are linked, you cannot edit the Sales Order directly.
Option 1: Void/Delete the Invoice
Void the Invoice (IV-00030)
Delete it if necessary
Edit the unit price in the Sales Order
Re-transfer the updated Sales Order to a new Invoice
Option 2: Use Manage Transfer Items
Open Invoice (IV-00030)
Click Manage Transfer Items
Untick the water bottle item in the item transfer window
Click Confirm, then Save the Invoice
Go back to the Sales Order and amend the unit price
Return to the Invoice
Click Manage Transfer Items again and tick the water bottle item to re-link it
At the module listing, you may filter the transfer status by Not Transferred, Partially, or Transferred to view the relevant transactions.
You can also view the Transfer Status Breakdown as a chart to get an overall summary of transactions by transfer status.
In addition, you may filter transactions by transfer status to view specific records, such as Not Transferred, Partially Transferred, or Transferred. You can also check transactions by customer to view each transaction’s quantity, balance quantity, amount, and transfer status.
This can be found in Reports > All Reports, such as Quotations by Customer, Sales Orders by Customer, and Delivery Orders by Customer.
