Managing Sales Orders

You can check the status, download invoices, review orders or create and manage sales orders anytime on the Sales page.

Managing sales orders in Supply’d makes it easy to stay on top of all your customer orders. You can view existing orders and track their progress from start to finish. The system lets you update order details, check stock availability, apply discounts or special pricing, and see which orders are pending, in progress, or completed. Everything is organised in one place, so you can reduce mistakes, save time, and ensure your customers get what they ordered on time.

This document will guide you through managing Sales which are Sales Orders customers have placed with you in Supply'd, including:

The Sales Page

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

Sales

Sales Orders your customers have placed with you.

👉 To learn how to create a Sales Order, see the Creating a Sales Order document.

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.

Customising the Page

You can choose which information is displayed and the order in which it appears on this page.

Click on the 3 dots in the top right and select Edit Table Layout.

The Sales Layout list will open.

Select the information you would like to see on the page.

Arrange the order in which information appears by clicking the 3 lines to the right of a name and dragging it to your preferred position.

Click .

Managing Sales Orders

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.

The Order details will open.

Orders details include all the information about the order, who the customer is, where to ship the order and how the customer is paying for the order.

Clicking on Inc Tax give you the option to view the order including tax - Inc Tax - or excluding tax - Exc Tax.

Order Options

Clicking on the 3 dots on the top right corner will open a menu for all action options on an order.

Available options will vary depending on the type of Supply'd account you have.

Email Invoice

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.

Download >

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.

Mark As >

The exact menu may vary slightly depending on the order status.

Paid (or Unpaid): Mark the order as paid (or unpaid) 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. This means the order has been fully delivered and has arrived at its destination.

Hold Order

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.

Modify Order

Opens the Edit Order form for you to make any changes that may be required, following the guidelines for Creating a Sales Order.

Modify Reason

Select a reason or enter note for the customer to understand why the modification was made.

Additional Order Options

Clicking the three dots on the top right-hand corner of the Edit Order form opens a menu with the following options:

Place Order: An alternative to the button. Will place the order.
Show Price Inc (or Ex) Tax: Shows the pricing including/excluding tax.
Remove: Will remove the order. You will be asked to confirm.

Order Item Options

Clicking the 3 dots beside an item opens a menu with the following options:

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 quote. You will be asked to confirm.

Order Notes

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.

Saving the Changes

Click to save these changes.

(The order status will show as until the button is clicked.)

Cancel Order

This will cancel the order. You will be asked to confirm that you want to cancel.

Actions >

Send To

Send an order to your third party integrations like Xero and Shippit manually.

Order Number

Automatically entered.

Send To

Choose the program from the drop-down menu to which you want to send the details.

Your list will vary depending on which programs you have integrated with Supply'd.

Send Type

The type of document to send, eg. Bill.

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

Change Shipping Rule

Change the shipping rule for this order.

Order Number

Automatically entered.

Shipping Rule

Select the rule from the the drop-down menu.

Click to apply the new rule.

👉 To learn more about shipping rules, see the Shipping document.

Add To Pick Queue

Add to the queue for picking. You will be asked to confirm.

Schedule Picking

Select the date to schedule picking for. The order will be added to the pick queue on the selected date.

Change Pick Priority

Change the priority for picking this order.

Pick Priority

Select the new Pick Priority.

👉 See the Pick & Pack Settings document to learn more about setting Pick Priorities.

Change Pick Location

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 do so here.

Current Pick Location* [required field]

The current location for picking orders from, entered automatically.

New Pick Location* [required field]

Move this order so it can be picked from an alternative location.

Click to save the new pick location.

Attach File

Allows you to attach a file to this order.

File Type

Select the type of file you would like to add to the order.

Options are:

Invoice
Receipt
Packing List
Photo
Other

Upload File

Choose the file to upload.

Click to add the file to the order.

Re-Order

This will open the Edit Order form, allowing you to reorder the same items. Amounts can be edited, and items can be removed from the order as needed before placing it.

Bulk Actions

Clicking the button on the Sales Orders page allows to make changes singularly or in bulk.

Selecting one or more orders from the list and then clicking the button will open a menu with the options for those orders.

Many options are the same as those explained above; however, the button allows you to perform the options on multiple orders at once.

Ticking the check box to the left of the actions button will select all standing orders in the list.

Only actual orders can be selected; orders that are still in draft status cannot be selected.

Download >

Invoices: Allows you to download the invoices and thus print the invoices.
Pick Lists: Download the pick lists and thus print the pick lists.
Pack Slips: Download and thus print the packing slips 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.

Mark As >

Picked: Mark the orders as picked and ready for packing.
Packed: Mark the orders as packed and ready for shipping.
Shipped: Mark the orders as shipped. Typically means the orders have been dispatched from your premises.
Completed: Mark the orders as completed. This means the orders have been fully delivered and has arrived at the destinations.

Actions >

Add To Pick Queue: Add the orders to the queue for picking. You will be asked to confirm.
Remove From Pick Queue: Remove the orders from the picking queue.
Schedule Picking: Select the date to schedule picking for. The orders will be added to the pick queue on the selected date.

Export Orders

Allows you to download the selected Sales Orders from Supply’d in a spreadsheet format. This is useful for reporting, analysis, auditing, or sharing order information outside the platform.

Fields

Select the fields you would like to include in the export. Fields can be excluded by clicking the "X' bedside the field name.

Cancel Orders

Will cancel the selected orders. You will be asked to confirm.

Payment Methods

Payments are automatically managed for credit card transactions. If a customer chooses to pay via credit card, a hold will be 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 orders can be marked as shipped.

Supply'd allows orders on invoice to be paid online - just like credit card payments - provided the Allow Online Invoice Payments option is enabled under Customer Settings. Once the amount is placed on hold (similar to a credit card authorisation), a dollar sign will appear next to the order on the left, indicating it's set for automatic payment.

However, if the option is not enabled, or you also accept 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 - .

Supply'd 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.

Managing Statuses

Order statuses are critical to keeping on top of where an order is at. Order statuses will appear on the Orders list in various colours for easy identification.

- The order has been placed.
- Products have been picked and the order is ready for packaging.
- The order has been packed and is ready for shipping.
- The order has been shipped to the customer.
- The order has been completed.
- The order is currently being prepared and has not yet been placed.
- The order has been cancelled.
- The customer's payment failed to go through.
- The order is pending payment.

- An orange $ symbol beside the status indicates that this order is set up for automatic payment.

- A black $ symbol beside an order status indicates that this order has been paid for.

Orders with a red dot beside them are orders that are overdue for payment.

Most order statuses are updated automatically - especially when using the scanner for pick/pack and if integrations like Shippit are enabled. We highly recommend automating this process for greater efficiency. However, if you prefer to update statuses manually, you can do so by marking the order accordingly.

For example, 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 and capture any credit card payments that may be waiting.

👉 To learn more about scanner-based pick and pack, see the Pick & Pack (Scanner) document.

👉 For details on shipping integrations, see Integrations.

If you handle your own deliveries, statuses will also update accordingly.

👉 To learn how to set up your own delivery workflows, see Creating a Delivery.

Order Activity

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.

Viewing Orders By Customer

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.

Go to the Orders tab to see the list of all the orders that a particular customer has placed with you on Supply'd.

Orders can be managed as above.

Filtering & Searching Sales Orders

With the Sales tab selected on the Orders page, the three lines next to the three dots in the top right corner allow 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.

Order Status

Select one or more order statuses to filter orders based on their current progress.

Sales Channel

Filter orders by the channel through which they were placed.

Pick Priority

Filter orders based on their picking priority to manage urgent or high-priority orders first.

Order Date Range

Filter orders by the date range in which they were created. Clicking on the field will open a calendar for you to select the date range. Click to set the range.