# Managing Sales Orders
Managing sales orders in Supplyโd 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](#the-sales-page "mention")
* [#managing-sales-orders](#managing-sales-orders "mention")
* [#payment-methods](#payment-methods "mention")
* [#managing-statuses](#managing-statuses "mention")
* [#payments](#payments "mention")
* [#viewing-orders-by-customer](#viewing-orders-by-customer "mention")
* [#filtering-and-searching-sales-orders](#filtering-and-searching-sales-orders "mention")
***
## 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.
๐ To learn how to create a Sales Order, see the [creating-a-sales-order](https://help.supplyd.co/sales-orders/creating-a-sales-order "mention") document.
#### Quotes
Quotes that have been generated for new business.
๐ You can read more about creating and managing Quotes in the [quotes](https://help.supplyd.co/sales-orders/quotes "mention") document.
#### Standing
Standing Orders which are repeating orders for consistent order schedules.
๐ You can read more about creating and managing Standing Orders in the [standing-sales-orders](https://help.supplyd.co/sales-orders/standing-sales-orders "mention") document.
***
### Customising the Page
You can choose which information is displayed and the order in which it appears on this page.
{% stepper %}
{% step %}
Click on the 3 dots in the top right and select **Edit Table Layout**.
The **Sales Layout** list will open.
{% endstep %}
{% step %}
Select the information you would like to see on the page.
{% endstep %}
{% step %}
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.
{% endstep %}
{% step %}
Click .
{% endstep %}
{% endstepper %}
***
## 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.
{% hint style="success" %}
Clicking on **Inc Tax** give you the option to view the order including tax - **Inc Tax** - or excluding tax - **Exc Tax**.
{% endhint %}
### Order Options
Clicking on the 3 dots on the top right corner will open a menu for all action options on an order.
{% hint style="warning" %}
Available options will vary depending on the type of Supply'd account you have.
{% endhint %}
***
### 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.
{% hint style="success" %}
When a supplier marks a **Sales Order (SO)** as *Shipped*, *Completed*, or *Cancelled* - either manually or through the workflow - the corresponding **Purchase Order (PO)** in the customerโs account will automatically update to the same status.
{% endhint %}
***
### 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](https://help.supplyd.co/sales-orders/creating-a-sales-order "mention").
**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.\
๐ See the [customer-specific-pricing](https://help.supplyd.co/customers/customer-specific-pricing "mention") 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.
{% hint style="success" %}
If the number is large, you can click the **"0"** and type the number in.
{% endhint %}
{% hint style="info" %}
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.
{% endhint %}
Click to assign the batches to the order.
{% hint style="success" %}
Should you need to remove the batch assignments, simply click on the 3 dots in the top right and select **Remove Assignments**.
{% endhint %}
***
#### 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.
{% hint style="info" %}
Your list will vary depending on which programs you have integrated with Supply'd.
{% endhint %}
**Send Type**
The type of document to send, eg. Bill.
{% hint style="success" %}
๐ Refer to the [integrations](https://help.supplyd.co/configuring-supplyd/integrations "mention") documents for instructions on integrating third-party programs with your Supplyโd account.
{% endhint %}
***
#### 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.
{% hint style="success" %}
๐ To learn more about shipping rules, see the [shipping](https://help.supplyd.co/shipping "mention") document.
{% endhint %}
***
#### 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.\
\
{% hint style="success" %}
๐ See the [pick-and-pack-settings](https://help.supplyd.co/configuring-supplyd/settings/pick-and-pack-settings "mention") document to learn more about setting **Pick Priorities**.
{% endhint %}
***
#### 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 you 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.
{% hint style="success" %}
Many options are the same as those explained above; however, the button allows you to perform the options on multiple orders at once.
{% endhint %}
{% hint style="success" %}
Ticking the check box to the left of the actions button will select all standing orders in the list.
{% endhint %}
{% hint style="warning" %}
Only actual orders can be selected; orders that are still in draft status cannot be selected.
{% endhint %}
***
#### 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 Supplyโd 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.
๐ See [#managing-statuses](#managing-statuses "mention") 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](https://help.supplyd.co/configuring-supplyd/settings/customer-settings "mention"). 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](https://help.supplyd.co/configuring-supplyd/integrations "mention").
***
## 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.
{% hint style="info" %} - 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.
{% endhint %}
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.
{% hint style="success" %}
๐ To learn more about scanner-based pick and pack, see the [pick-and-pack-scanner](https://help.supplyd.co/scanner/pick-and-pack-scanner "mention") document.
๐ For details on shipping integrations, see [integrations](https://help.supplyd.co/configuring-supplyd/integrations "mention").
If you handle your own deliveries, statuses will also update accordingly.
๐ To learn how to set up your own delivery workflows, see [creating-a-delivery](https://help.supplyd.co/deliveries/creating-a-delivery "mention").
{% endhint %}
***
## 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.
{% stepper %}
{% step %}
Select **Customers** from the main menu.
{% endstep %}
{% step %}
Click on the customer you would like to see all the orders for.
{% endstep %}
{% step %}
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.
{% endstep %}
{% endstepper %}
***
## 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.
**Delivery Date Range**
Filter orders based on a range of delivery dates.
**Customer Name**
Enter a customer name to view only the orders placed by that customer.
**Customer Group**
Filter orders based on customer groups.
**Shipping Rule**
Filter orders according to the shipping rule applied to them.
**Shipping Zone**
Filter orders based on the shipping zone(s).
**Delivery Suburb**
Filter orders by the delivery suburb(s), separated by commas.
**Delivery State**
Filter orders by the delivery state(s), separated by commas (eg. NSW, VIC, QLD).
**Delivery Postcode**
Filter orders using the delivery postcode(s), separated by commas.
**Payment Status**
Filter orders according to their payment status.
**Packing List Printed**
Filter orders based on whether a packing list has been printed for them.
**Show In Store Orders**
Choose whether to include or exclude in-store orders from the results. Select **Yes** or **No**.
**Historical Data**
Access older order records beyond the default view.
Click to apply your selections and filter the **Sales Orders** list.
.
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:
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.
to save the data.
***
#### Assign Batches
Opens the **Assign Batches** form, enabling you to assign batches to the order.
to assign the batches to the order.
{% hint style="success" %}
Should you need to remove the batch assignments, simply click on the 3 dots in the top right and select **Remove Assignments**.
{% endhint %}
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 >
to apply the new rule.
{% hint style="success" %}
๐ To learn more about shipping rules, see the [shipping](https://help.supplyd.co/shipping "mention") document.
{% endhint %}
***
#### Add To Pick Queue
Add to the queue for picking. You will be asked to confirm.
to save the new pick location.
***
#### Attach File
Allows you to attach a file to this order.
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 you 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.
{% hint style="success" %}
Many options are the same as those explained above; however, the 
button allows you to perform the options on multiple orders at once.
{% endhint %}
.
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](https://help.supplyd.co/configuring-supplyd/integrations "mention").
***
## 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.
{% hint style="info" %} 
- 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.
{% endhint %}
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.
{% hint style="success" %}
๐ To learn more about scanner-based pick and pack, see the [pick-and-pack-scanner](https://help.supplyd.co/scanner/pick-and-pack-scanner "mention") document.
๐ For details on shipping integrations, see [integrations](https://help.supplyd.co/configuring-supplyd/integrations "mention").
If you handle your own deliveries, statuses will also update accordingly.
๐ To learn how to set up your own delivery workflows, see [creating-a-delivery](https://help.supplyd.co/deliveries/creating-a-delivery "mention").
{% endhint %}
***
## 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.
to set the range.
to apply your selections and filter the **Sales Orders** list.