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.
Creating sales orders in Supply’d is a simple and efficient way to manage customer 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.
If you are a supplier and a buyer you will see 5 tabs on the orders page.
Sales
Sales Orders your customers have placed with you.
Purchases
Purchase Orders you have placed with suppliers in Supply'd. You can read more about these in our Managing Purchase Orders and Placing a Purchase Order documents.
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.
Postponed
Postponed Orders for completion at a later date.
This document will guide you through creating Sales Orders through the app, including:
Creating a Sales Order
Complete the Add Order Details
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. Select from the drop-down menu.
Once the order has been created with the customer this cannot be edited.
Customer
The customer for this order to be allocated to from the drop-down menu.
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.
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 dont have enough stock available to fulfill the order.
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 
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 Orders list, ready for fulfillment on the selected date.
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: 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 it is different to the Supply'd Price.
Discount $: Optionally set a discount dollar amount. This will apply from the Customer Price if it is 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 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.
Tax %: The tax percentage that applies to this item.
Tax Type: The type of tax that applies to this item, eg. GST.
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.
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.
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 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.
Last updated