Orders

A sales order records what a customer has committed to buy. You can create one directly, or produce one by converting an accepted quotation.

#Before you start

You need Sales › Orders › View to open the list and profiles, Create to create an order and Edit to confirm one, release its reservation or withdraw its fulfilment request. Cancelling or closing an order also needs the special permission Orders › Cancel or close a sales order, and amending a confirmed order needs Orders › Amend a sales order. With the own-records permissions you see and act on only the orders you created or are assigned to. See Access.

#The orders list

Open Sales > Orders. The list shows every order in your organization, with these columns:

The list is sorted by Date, newest first. Select a row's Id to open its profile. There are no other filters and no export options.

When your organization has business units, the funnel icon filters the list by Business unit, starting with the unit chosen in the header; the card title names the choice and a Business unit column is added. Id shows the number with its legal entity's prefix (PH-12).

The toolbar offers a create icon only — no edit, print, or delete controls.

#Create a sales order

1. Select the create icon on the Orders list.
2. Leave Auto checked to have OCTO Ops assign the Custom ID automatically, or uncheck it and enter your own.
3. Enter a Name — this is required.
4. Optionally select a Customer.
5. Optionally enter a Credit period (days).
6. Optionally set a Date and Due date; each defaults to today if left blank.
7. When your organization has business units, check the Business unit. It starts with the unit chosen in the header.
8. Add line items in the table — select products, enter quantities, unit prices, and discounts as needed. Line totals and the order totals are written with your organization's number settings.
9. Optionally add Description and notes.
10. Select Create sales order.

On success, OCTO Ops shows "Your sales order has been saved successfully" and opens the new order's profile. If required information is missing or invalid, the fields are marked inline with a warning and nothing is saved; any other failure shows a generic error.

#View an order (the profile page)

An order's profile shows its name and status, its details (Order ID, Customer, Date, Due date, Description, when present), its line items, and its totals (Discount, Subtotal, Tax, Total). Amounts follow your organization's number settings; the totals and the credit-block figures carry the order's currency, or your organization's base currency for an order without one.

Depending on the order's status, the profile can also show:

• A Confirm button, shown only while the order is Draft. See Order confirmation for what confirming checks and what changes.
• A credit-block panel, shown if confirming was refused for being over the customer's credit limit. It shows the credit limit, outstanding balance, this order's value, and total exposure, and — if you may edit the order and override credit holds — a Confirm anyway button. See Credit check.
• A stock-shortfall panel, shown if confirming was refused for not enough stock. It lists each short product with what was ordered, what's available, and the gap, and — if overriding is allowed and you may edit the order and override stock shortfalls — its own Confirm anyway button. See Stock availability.
• A stock reservation block, shown once the order is no longer Draft. It reads Fully reserved, Partly reserved, Reservation released, or No stock reserved, with a Release reservation button when there's something to release. See Stock availability.
• A Fulfilment block, shown once the order is no longer Draft. It reads Not sent for fulfilment, Sent for fulfilment, Partly delivered or Delivered, lists each request with its goods issue note, and has a Request fulfilment (or Request the rest) button when there's something left to deliver. The line items gain a Delivered column. While a request is open, a Withdraw request button takes it back. See Fulfilment.
• An Amend order button, shown when the order can be amended and you may do it.
• A yellow Amendment waiting for approval banner while an amendment waits for someone to approve it, with Approve, Reject and Withdraw for those who may use them. See Approval and the freeze.
• A red notice, "An amendment to this order has not finished applying, so the order can't be changed", if an amendment was interrupted while it was being applied. See Approval and the freeze.
• A v2, v3… badge beside the order's name once it has been amended, and an Amendments card under the line items listing every amendment.
• A Put on hold button, shown when the order can be put on hold and you may edit it.
• A yellow On hold banner on a held order, with the reason, since when, by whom and the note, and a Release hold button if you may release holds.
• Cancel order and Close order buttons, shown when the order can be cancelled or closed and you may do it.
• A grey banner on a cancelled or closed order, saying when it was cancelled or closed, by whom, and why. The line items gain a Cancelled column.

There is no Actions menu on the order profile page.

With business units, the profile also shows the Business unit, and Order ID carries its legal entity's prefix.

An order's business unit can be changed through the API only while the order is Open, Pending or Draft (or an older Active order) and not invoiced, and only to a unit in the same legal entity: "This order has been confirmed or invoiced, so its business unit can't be changed." When business units are on, or the order already carries a business unit, an order that is confirmed, invoiced or cancelled can't be reopened to get around this. The refusal reuses the same message, on the statusID field, even when no unit change was asked for; the order actions (confirm, invoice) are the supported way to move an order on.

Once an order is confirmed, its customer, currency and amounts change only through Amend order. Through the API, a change to any of them on a confirmed order is refused: "A confirmed order's customer, currency and amounts change only through Amend order." Sending the stored values again unchanged is fine, and names, descriptions and dates stay editable.

#Put an order on hold

A hold pauses a confirmed order: nothing more is sent to the warehouse until the hold is released, and the order keeps its reserved stock.

You can put an order on hold while it's Confirmed, Fulfilment requested or Partially delivered. You need Edit on the order.

1. Open the order and select Put on hold.
2. Choose a reason: Credit, Stock, Compliance, Customer request or Other.
3. Type a note (up to 500 characters). It's required.
4. Select Put on hold under the note, or Back to leave the order as it is.

What happens:

• An open fulfilment request is withdrawn first, as Withdraw request does. If the warehouse has already picked or dispatched it, nothing changes and you're told to dispatch or unpick it in Warehouse first.
• The status becomes Held, and the order remembers the status it had.
• The stock reserved for the order stays reserved. Reservations still expire as your reservation settings say, so a long hold can lose its stock.
• While the order is held it can't be sent for fulfilment: "This order is on hold. Release the hold first." It can still be invoiced, cancelled (if nothing has been delivered) or closed (if part has been delivered).

#Release a hold

Select Release hold on the yellow banner. The order goes back to the status it had — Confirmed or Partially delivered — and can be sent for fulfilment again.

Releasing needs Edit on the order and the special permission Orders › Release a sales order hold. Team Owners and Admins have it; in an organization without active permission groups, everyone who can edit the order can release it.

Each hold is kept with its reason, note, who placed it and when, and who ended it — by releasing it, or by cancelling or closing the order.

#Errors you may see

#Cancel or close an order

Once an order is confirmed you can stop it. Which button you see depends on whether anything has been delivered yet:

Both need Edit on the order and the special permission Orders › Cancel or close a sales order. Team Owners and Admins have it; in an organization without active permission groups, everyone who can edit the order can cancel or close it.

1. Open the order and select Cancel order or Close order.
2. Type the reason (up to 500 characters). It's required.
3. Select Cancel order (or Close order) under the reason to confirm, or Back to leave the order as it is.

What happens:

• An open fulfilment request is withdrawn first. A request still waiting in the warehouse's queue is cancelled, and a draft goods issue note the warehouse hasn't started picking is deleted. If the warehouse has already picked or dispatched it, nothing changes and you're told to dispatch or unpick it in Warehouse first.
• Whatever stock the order still had reserved goes back to availability.
• Each line's Cancelled quantity is set: the whole line when cancelling; what's left undelivered when closing. A line that isn't fulfilled from stock, such as a delivery charge, is left as it is when closing. A bundle counts as delivered as far as its least-delivered item.
• The order can't be sent for fulfilment again, and its status can't be changed back.

An order that has been invoiced can't be cancelled — raise a credit note in Finance instead. It can still be closed; the invoice isn't changed. A cancelled order can't be invoiced, and if an order is cancelled and invoiced at the same moment, only one of them goes through; the other is refused. A closed order can still be invoiced, but the invoice bills every line in full, including the part that was closed short, so raise a credit note in Finance for what wasn't delivered. An order is invoiced once: invoicing it again is refused with "This order has already been invoiced."

#Errors you may see

#Amend an order

Amending changes a confirmed order's lines: fewer or more of something, a new line, or a line taken off. Use it when stock can't be supplied, or when the customer's requirement changes. Each amendment that takes effect makes a new version of the order.

You can amend an order while it's Confirmed, Fulfilment requested or Partially delivered, as long as it hasn't been cancelled or invoiced and no other amendment is waiting for approval. A held order has to be released first. You need Edit on the order and the special permission Orders › Amend a sales order. Team Owners and Admins have it; in an organization without active permission groups, everyone who can edit the order can amend it.

1. Open the order and select Amend order. An editor opens in place of the line items.
2. Change what you need:
   • Type a new Qty on a line. "Issued: n" under it shows how much the warehouse has already issued.
   • Change the Unit price or Discount on a line whose price isn't fixed.
   • Select Remove to take a line off (Undo puts it back).
   • Select Add line, choose a product and enter its quantity. Its unit price starts at today's price for this customer, and you can change it.
3. Choose why: Stock can't be supplied, Customer requirement changed, Price correction or Other.
4. Type a note (up to 500 characters). It's required.
5. Check the totals, Now against Amended, then select Save amendment, or Back to leave the order as it is.

The tax shown in the editor is an estimate at the order's current rate. Saving works out the line totals, tax and total again exactly, and those are what the order keeps.

The amendment either takes effect at once, "Order amended (v2).", or waits for approval, "Amendment sent for approval." See Approval and the freeze.

#What you can change

Your organization chooses which kinds of change are allowed, on Settings › Modules › Sales orders under Amendments: Allow lowering quantities, Allow raising quantities, Allow adding lines and Allow removing lines. All four are on until someone switches them off. The editor offers only what's allowed; with all four off, Amend order isn't shown. Changing a price or discount is allowed whenever amending is.

• Never below what's been issued. A product's quantities can't add up to less than the warehouse has already issued for that product.
• A price is fixed once stock has been issued. As soon as any of a product's stock has been issued, every line of that product keeps its unit price and discount per unit. The editor shows a lock and "Price fixed: part issued". Raising the quantity of such a line keeps the agreed price.
• The discount follows the quantity. When you change a quantity, the line's discount changes with it, so the price per unit stays the same. On a line whose price isn't fixed you can type a different discount.
• A discount can't be more than the line's value.
• Remove is offered only on lines of a product nothing has been issued for.
• New lines are single products. A bundle can't be added as a new line, and a product already on the order can't be added again: change the quantity of its line instead.
• Bundles change as a whole. Change the bundle's quantity, not its parts; its parts change in the same proportion.

Only the lines change. The customer, currency, business unit, store, dates and owner stay as they are.

#What happens

• An open fulfilment request the warehouse hasn't started picking is withdrawn first, as Withdraw request does. Once the warehouse has picked or dispatched it, the amendment is refused and nothing changes. After an amendment, send the order for fulfilment again.
• The credit check runs again only when the amendment raises the order's total. When Block confirmation when stock is short is on, stock availability is checked for the extra quantity of raised and added lines only. A refusal shows the same panels as confirming, with an Amend anyway button for those allowed to override.
• Reserved stock follows the change: a lowered or removed line gives its extra reservation back, and a raised or added line reserves the extra where stock allows. Lines you didn't change keep their reservations as they are, except that when a product is on several lines (or inside a bundle), the stock reserved for it is rebalanced across that product's lines.
• The order's version goes up by one, shown as v2, v3… beside its name. The status stays as it was: an order lowered to exactly what was delivered stays Partially delivered until it next catches up, and closing it stays a separate step.

Every amendment is kept on the Amendments card under the line items: its version, date, who asked for it, the reason and note, its outcome (Applied, Waiting for approval, Rejected or Withdrawn, with the decision note) and what changed on each line, with the total before and after.

#Approval and the freeze

An amendment waits for approval when it changes a price or discount, or adds a line, so that the margin falls below your organization's margin floor, or when the line it adds breaks a configuration rule. Lowering a quantity, removing a line, or raising one at its agreed price never needs approval.

While an amendment waits, the order is frozen. It can't be sent for fulfilment, put on hold, cancelled, closed, amended again or invoiced: "This order has an amendment waiting for approval." The stock reserved for it stays reserved, but reservations still expire as your reservation settings say. Anything that was already under way when the amendment froze the order, such as a fulfilment request, a hold, a cancellation or an invoice, is refused: "The order changed while you were doing this. Reload it and try again." Likewise, when an amendment takes effect while a fulfilment request or an invoice is being made, that request or invoice is refused the same way.

A yellow Amendment waiting for approval banner on the order shows the reasons, who asked and when, and the change to each line and to the total.

An amendment also freezes the order for the moment it takes to apply, whether it was approved or needed no approval, so nothing else can act on the order while its lines are being changed. If something interrupts it partway (a server failure, say), the order stays frozen rather than be left half-changed, and the order page shows a red notice: "An amendment to this order has not finished applying, so the order can't be changed." Reload the page; if the notice is still there, ask your administrator to complete the amendment.

• Approve applies the amendment as it was asked for: a new line keeps the price it was given then, even if the price list has changed since. The credit check and stock availability run again, because stock and credit can move while an amendment waits, and approval is refused if they now fail; the amendment stays waiting.
• Reject asks why (a note up to 500 characters, required) and leaves the order exactly as it was.
• Withdraw takes the amendment back and leaves the order exactly as it was.

Approving and rejecting need Edit on the order and the special permission Quotations › Approve or reject a discount below the margin floor (quotations and order amendments), the same one that approves a quotation's discount. Nobody can approve or reject their own amendment. Withdrawing needs Edit and Orders › Amend a sales order. A fulfilment request withdrawn by the amendment isn't sent again by a rejection or a withdrawal.

#Errors you may see

#Statuses you'll see

#Current limitations

• An order cannot be edited or deleted on screen once created. A confirmed order's lines can be amended; nothing else about it can.
• An amendment changes only the lines. It doesn't tell the customer, the printed order doesn't show the version, a bundle can't be added as a new line, and the amendment reasons can't be changed or added to.
• A Draft order can't be put on hold, and the hold reasons can't be changed or added to.
• A fully delivered order can't be closed yet, and a cancelled or closed order can't be reopened. Individual lines can't be cancelled on their own.
• Invoicing a sales order bills each line's ordered quantity, not what was delivered.