Creating a Sales Order

Creating sales orders in Supply’d helps streamline fulfilment, improve order accuracy, and keep inventory and customer records up to date.

Most sales orders will automatically appear in the Sales tab, either created by a customer or through your sales integrations (Shopify, etc.). If you need to create orders on behalf of customers, doing so in Supply’d provides a simple and efficient way to manage their purchases from start to finish. Whether you're entering orders manually or importing them in bulk, the system helps ensure accuracy, reduces errors, and keeps inventory levels up to date. With clear tracking and streamlined fulfilment, sales orders in Supply’d make it easy to stay on top of customer demand and maintain smooth operations.

Selecting Sales from the main menu will open the Sales page. You will see 3 tabs on the orders page.

Sales

Sales Orders your customers have placed with you.

Quotes

Quotes that have been generated for new business.

👉 You can read more about creating and managing Quotes in the Quotes document.

Standing

Standing Orders which are repeating orders for consistent order schedules.

👉 You can read more about creating and managing Standing Orders in the Standing Sales Orders document.

This document will guide you through creating Sales Orders through the app, including:

Creating a Sales Order from the Sales Page

Go to the Orders Page

Select Orders from the main menu. The Sales tab will be open.

The Sales tab contains a list of all the orders your customers have placed with you.

Click Add +

To create a new Sales Order, click on the Add + button on the top right-hand corner.

The Add Sales Order form will open.

Complete the Form

Channel

Select the channel you would like to create an order for. The pricing and sales channel will be set for this order based on the selection.

Once the order has been created with the customer this cannot be edited.

The list of channel options will vary depending on which platforms you have integrated with your Supply’d account, as well as any additional stores you may have on Supply’d.

👉 Refer to the Integrations documents for information on integrating third-party platforms with your Supply’d account.

Customer

Select the customer for this order to be allocated to.

Once these two fields have been entered, the form will expand allowing you to enter more details and select items for the order.

Add Reference & Dates

Reference

An optional customer reference for this order, eg. a purchase order number.

Order Number

Automatically generated by Supply'd and cannot be edited.

Due Date* [required field]

Select the invoice due date for this order by clicking the field to open a calendar and choosing your date.

Delivery Date

Optionally set a delivery date for this order by clicking the field and selecting a date from the calendar.

A yellow dot next to the selected date - - indicates that the date falls outside the delivery schedule.

If a delivery date is set, the due date will recalculate based on the customer’s payment terms and your Recalculate Due Date From Delivery Date setting in Order Settings, eg. if the payment terms are 7 days, the due date will be set 7 days after the delivery date.

Add Products to the Order

Select the products and add the desired quantities.

Product: Clicking or typing in the Product field will display a list of your products to choose from.

Qty: Add the Qty (quantity) required.

An Inventory pop-up will tell you how many units are Required, are Available and are On Hand. You will be alerted if you don't have enough stock available to fulfil the order.

For faster entries, clicking on the Qty field opens a pop-up that gives you the option to select 1, 10, or 100 or, if you type a different number, it will give other options to select from.

Subtotals: These are automatically calculated using the product prices in Supply’d or, if applied, the customer’s specific pricing set in Customer Specific Pricing.

Repeat for any additional products needed for the order.

Perform Additional Options

Perform any additional options as explained below in the Additional Options for Order Items and Additional Options for the Order sections.

Add Shipping & Payment Details

Shipping

Select the applicable shipping from the drop-down menu.

Tax%

Any tax applied to the shipping cost. Automatically filled in based on your configured settings in Shipping Zones & Rules.

Subtotal

The shipping cost subtotal, calculated automatically.

Ship To

The location to ship the order to.

Payment Method

The customer's payment method.

Order Notes

Any relevant notes for the customer regarding the order.

Place Order

Once all details have been completed, click .

The order will open displaying all the details and the status changed from to or, if payment is pending, .

Clicking the blue dot next to an order item will open a pop-up giving you a quick overview of the inventory numbers.

The order will be appear in the Sales Orders list, ready for fulfilment on the selected date.

Creating a Sales Order from the Customers Page

Select the Customer

Select Customers from the main menu. The Customers page will open, showing a list of all your customers.

Select the customer that you would like to place the order for.

Go to the Orders Tab

Go to the Orders tab. Here, you can see all the orders this customer has placed with you.

Click Add+

Click Add+ in the top right.

The Add Order form will open.

Complete the Form

Complete the form as outlined in the Creating a Sales Order from the Sales Page above.

Additional Options for Order Items

Prior placing the order, clicking on the 3 dots to the right of an order item will open a menu.

Edit Price

Opens the Edit Price form to edit the items price.

Supply'd Price: The default price of the product set in Supply'd. Automatically entered from the product's settings.
Customer Price: The price set for the product for this customer. Automatically entered from the customer's settings. 👉 See the Customer Specific Pricing document for more information.
Discount: Optionally set a discount you will like to apply to this price. Select a discount type from the drop-down menu: either % (percentage) or $ (dollar amount). This will apply from the Customer Price if it is different to the Supply'd Price.

Tax Type: The type of tax that applies to this item, eg. GST.
Item Price ex Tax: Price of the item before GST is applied. You also can set a new price for the item here. 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.

Click to apply the new item price.

Repeat with any remaining items that you wish to edit.

Edit Meta Data

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.

Click to save the data.

Assign Batches

Opens the Assign Batches form, enabling you to assign batches to the order.

Press the "+" button to add the number of items from each batch required for the order.

If the number is large, you can click the "0" and type the number in.

A product can have multiple batches available, so make sure to select the specific batches you want to include in the order. You can add stock from multiple batches if necessary, ensuring that the combined total matches the quantity required for the order.

Click to assign the batches to the order.

Should you need to remove the batch assignments, simply click on the 3 dots in the top right and select Remove Assignments.

Remove Item

Will remove the item from the order. You will be asked to confirm.

Creating a Sales Order from the Customers Page

Additional Options for the Order

Prior to saving the order, clicking the 3 dots at the top right corner of the order will bring up an additional menu:

Place Order

Will place the order. An alternative to the button.

Show Prices Inc Tax

Will show prices including taxes such as GST. Will change to Show Prices Ex Tax when clicked.

Remove

Will remove the order. You will be asked to confirm.

Once an order is placed, it can be managed as needed by following the instructions in the Managing Sales Orders document.

AI Draft Orders

When you see sales orders with the status, this relates to the Purchase Order (PO) Inbox.

👉 Refer to the About section of the Managing Customers document for more details.

PO Inbox: This inbox is automatically created for each customer. Customers can send their purchase orders directly to this inbox.
Sales Order Appearance: Orders sent to the PO Inbox will appear in our Sales tab with the status .
Viewing the Order: When you open the order, the PO will be displayed on the right side - similar to how invoices are matched in the Expense module.

Item Matching: The system will attempt to match items from the PO to sales items using the SKU.
- If the system cannot find a match, the item will show as PRODUCT NOT FOUND.
- You can manually assign the correct item by clicking the three dots on the right side. Once manually assigned, the system will remember this mapping and automatically assign the item correctly next time.

Once you’re satisfied with the AI Draft, you can proceed with it like a normal order so it can be placed and processed.

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