Sales Orders
You can check the status, download invoices, review orders or create and manage quotes anytime on the Orders page.
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You can check the status, download invoices, review orders or create and manage quotes anytime on the Orders page.
Last updated
If you are a supplier and a buyer you will see 5 tabs on the orders page.
Sales Orders your customers have placed with you.
Purchase Orders you have placed with suppliers in Supply'd. You can read more about these in our Purchase Orders and Placing a Purchase Order documents.
Quotes that have been generated for new business. You can read more about creating and managing Quotes in the Quotes document.
Standing Orders which are repeating orders for consistent order schedules. You can read more about creating and managing Standing Orders in the Standing Orders document.
Postponed Orders for completion at a later date.
This document will guide you through managing Sales which are Sales Orders customers have placed with you in Supply'd, including:
The Sales tab contains a list of all the orders your customers have placed with you.
To review an order click on the order in the Sales list.
Orders include information about how the customer is paying for the order, where to ship the order and who the customer is.
Clicking on Inc Tax give you the option to view the order including tax - Inc Tax - or excluding tax - Exc Tax.
Clicking on the 3 dots on the top right-hand corner will show a menu for all action options on an order.
Available options will vary depending on the type of Supply'd account you have.
Email the invoice to the customer. You can add any message you would like to include to the recipient of the email. The quote will be attached to the sent email.
Invoice: Allows you to download the invoice and thus also print the invoice.
Pick List: Download the pick list and thus print the pick list.
Pack Slip: Download and thus print the packing slip for inclusion with the order.
Product Labels: Opens the Print Label form enabling you to print product labels.
Shipping Label: Allows you to print the label for shipping the order.
The exact menu may vary slightly depending on the order status.
Paid: Mark the order as paid and ready for picking.
Picked: Mark the order as picked and ready for packing.
Packed: Mark the order as packed and ready for shipping.
Shipped: Mark the order as shipped. Typically means the order has been dispatched from your premises.
Completed: Mark the order as completed. Means the order is completely delivered and arrived at the destination.
Places the order on hold. The order will be flagged with HOLD on both the order and the order list. To take the order off hold select Unhold Order.
Opens the invoice and allows editing of the due date, delivery date, customer address and contact details, order quantities, pricing etc. Clicking the three dots on the top right-hand corner of the Edit Order form gives you the following options:
Place Order: To place the order.
Show Price Inc (or Ex) Tax: Shows the pricing including/excluding tax.
Remove: Remove the order.
By clicking the 3 dots beside an item you will have the following options:
Opens the Edit Price form.
Supply'd Price: Automatically generated from your product list.
Customer Price: Same as the Supply'd Price unless special pricing or discounts have been applied at the customer level. See the Customer Specific Pricing document for more information.
Discount %: Optionally set a discount percentage. This will apply from the Customer Price if different to the Supply'd Price.
Discount $: Optionally set a discount dollar amount. This will apply from the Customer Price if different to the Supply'd Price.
Item Price ex Tax: Price of the item before GST is applied. You also can set a new price for the item. The Item Price Inc Tax will automatically adjust.
Item Price Inc Tax: Price of the item after GST is applied. You can also set a new price for the item here. The Item Price Ex Tax will automatically adjust.
Tax %: The percentage of tax that applies for this item.
Meta data allows you to store additional data against an order item as a key and value pair. For example, if you wanted to specify order specific information such as specific colours, specs, flavours etc you can use Meta Data for this. Clicking Add Meta Field allows you to enter this data. Multiple Meta Fields can be added.
Meta Key: A key for this meta data. Each key should be unique within a specific order item.
Meta Value: The value to pair with this key. For example, you are quoting on a five pack of chocolate bonbons. Flavours can be added via the Add Meta Field as:
Meta Key: 1st Flavour
Meta Value: Raspberry
Meta Key - 2nd Flavour
Meta Value - Caramel
and so on. This will show on the quote as pictured.
Will remove the item from the quote. You will be asked to confirm that you want to remove the item.
Repeat with remaining items, as required.
You can also add any desired notes in the Order Notes field and add a reason the order was edited in the Modify Reason field.
Click PLACE ORDER to save these changes. Order will show as MODIFYING until Place Order is clicked.
This will cancel the order. You will be asked to confirm that you want to cancel.
Send an order to your third party integrations like Xero and Shippit manually.
Add to the queue for picking. You will be asked to confirm.
Select the date to schedule picking for. The order will be added to the pick queue on the selected date.
Change the priority for picking this order. Select from the drop-down menu. Default priorities are set in Pick & Pack Settings.
If you have more than one location or warehouse to pick an order from and you would like to change the location for this order, you can change it here.
Current Pick Location* [required]: The current location for picking orders from.
New Pick Location* [required]: Move this order to be picked from an alternative location.
Allows you to attach a file to this order.
Options are:
Invoice
Order the same items again. Amounts can be edited and items removed from the order in the Edit Order form (as discussed earlier in this document) that will show after clicking this.
If the customer chose to pay via credit card, a hold will have been placed on the card for 7 days for the amount of the order. This ensures that the funds will be available when it needs to be fully charged. The charge will be captured only once the order has shipped. If you ship the order after 7 days the order will attempt to be charged again, provided the funds are available. If the funds are not available the order will fail to be marked as shipped. The more efficiently you ship the orders, the safer the credit card transactions will be. See Managing Statuses for more information on how to mark an order as shipped.
Invoice and Cash on Delivery payments will need to be managed by you directly. Supply'd does not manage these transactions.
Order statuses are critical to keeping on top of where an order is at. The full list of possible statuses are:
Pending - The order is pending approval.
Order Placed - The order has been placed.
Picking - Products are being picked to put the order together.
Order Picked - Products have been picked and the order is ready for packaging.
Packing - The order is being packaged.
Order Packed - The order has been packed and is ready for shipping.
Shipped - The order has been shipped to the customer.
Completed - The order has been completed.
Cancelled - The order has been cancelled.
Payment Failed - The customer's payment failed to go through.
Pending Approval - Awaiting approval, either from a supplier or a manager.
Refunded - The order has been refunded.
Queued - A purchase order is queued for sending to the supplier.
Order statuses will appear on the Orders list in various colours for easy identification.
Orders with a red dot beside them are orders that are overdue for payment.
Most of the statuses will maintain themselves in the app, such as Pending Approval and Refunded. The main status you will need to manage is whether or not the order has shipped. Third party integrations such as Shippit will also maintain the statuses for you.
Once an order is ready to ship or has shipped, open up the order and click the 3 dots in the top right and select Mark As then Shipped. This will mark the order as shipped and capture any credit card payments that may be waiting.
Payments are automatically managed for credit card transactions. If, however, you accept invoice and cash on delivery you will need to manually mark orders as paid in Supply'd. To do this open an order, click on the 3 dots in the top right-hand corner and click Mark Paid. This will mark the order as being fully paid.
We will automatically pull payment statuses from third-party integrations such as Xero and MYOB. There may be several hours delay in payment status coming from these third-party integrations.
At the bottom of the page there is an Order Activity section. This lists any activity there has been on the order, such as, when the order was placed, paid, picked etc.
You also have the option to add an internal note. Simply click on the Add Internal Note button. Click Add Note to add the note to the Order Activity.
It is possible to easily view all the orders a customer has placed with you on Supply'd.
Select Customers from the main menu. Click on the customer you would like to see all the orders for.
Selecting the Orders tab will show a list or all the orders that particular customer has placed with you on Supply'd.
Orders can be managed as above.
The 3 lines beside the 3 dots in the top right corner on the Orders page allows you to filter the Sales list, while the magnifying glass lets you search for specific orders.
Clicking on the magnifying glass, you can search the sales list by customer name, order number, products etc.
Clicking the three lines opens the Filter Sales form, where you can access all available filtering options.
Tax Type: The type of tax that applies to this item, eg. GST. Click to apply the new price.
Click to save the data.
Change the shipping rule for this order. Select the rule from the the drop-down menu and click To learn more about shipping rules, see the Shipping document.
Click to save the new pick location.
