Orders
Overview
The order is the bracket between selling and delivering: it records what was sold and tracks how much of it has been delivered, invoiced and paid.
At its heart are three separate progresses that must not be confused:
| Progress | Values |
|---|---|
| Delivery | not delivered · partially delivered · delivered |
| Invoicing | not invoiced · partially invoiced · invoiced |
| Payment | unpaid · partially paid · paid |
They run independently of one another. An order can be delivered and unpaid, or paid and undelivered — and those are exactly the cases you look for daily. A single combined status could not express that.
The origin additionally shows where the order came from: quote, manual, shop, subscription or framework agreement (partial order from a customer framework agreement). The Origin filter shows only orders of one origin.
Core tasks
Create an order. Directly with customer, brand, document currency, requested delivery date and line items — or from a quote: From quote takes over customer, brand and lines with frozen prices. Only accepted quotes can be taken over.
Payment and delivery in the document header. Payment method, payment term, deposit (as a percentage or amount), document template and requested date sit in the document header of the draft and go out with the one Save. On a confirmed order you maintain the same fields via Edit header data — a postponed requested date or a deposit agreed later, for instance. An emptied field clears the value; an empty document template means the brand's standard template. The payment method can be typed freely, the common methods are offered — prepayment methods hold shipping until payment (see the prepayment paragraph).
Change the owner — also in bulk. When an employee leaves, reassign their orders in the list: select the orders and choose Change owner in the selection bar; the same action is available on a confirmed or completed order. Only the owner changes, the order itself stays as it is; every change is recorded in the audit log. Orders of other brands and orders the new owner could not read are skipped.
Confirm. Confirm turns the draft into a binding order. Send confirmation dispatches the order confirmation; the send date is then shown on the order. A PDF of the confirmation can be produced at any time. The system records when the order was confirmed (“Confirmed at” in the status area, confirmedAt): if the stock does not cover all confirmed orders, the order confirmed first gets the goods first and shows green in the shipping traffic light, the later one red. Editing the lines afterwards does not change this.
Watch prepayment. With prepayment the order sits at awaiting payment — delivery is blocked until payment arrives. That is not a fault but the purpose of the payment method.
Record a delivery. Record delivery shows the open quantity per line and a deliver now field — partial deliveries are the normal case. Create delivery note produces the document.
Create invoice. On a confirmed order that is not yet fully invoiced, Create invoice creates the draft invoice — the same path as New invoice → From order — and opens it. The card Invoices for this order names every invoice from this order, including a consolidated invoice.
Record a payment. Partial payment (deposit received) or payment in full. Every payment and every chargeback on an invoice of the order updates the payment status: partially paid while something is open, paid once everything is settled. The prepayment hold lifts when the invoice is paid — or earlier, once an agreed deposit (depositAmount or depositPercent) has arrived.
Record invoicing. This entry is a manual correction — for orders invoiced externally or in a legacy system, for instance. Normally the invoicing progress is booked automatically when an invoice is finalised; maintaining it by hand as well counts twice.
Cancel. Cancel closes the order and releases reservations — the goods become available again. A draft can instead be discarded, that is deleted.
Cancel the remainder. If part has been delivered and the customer waives the rest, Cancel remainder cuts every line to the delivered or invoiced quantity, releases the remaining reservation and recalculates the totals. The order then counts as fully delivered. A reason is required; dropship lines cannot be cut this way (the supplier order keeps running).
See shortfalls. If stock is short, the order shows the available stock and the shortfall per line. After goods receipt the system delivers open quantities by itself — unless automatic backorder delivery is switched off at the order or the customer (see below).
The list shows the open quantity (ordered minus delivered) and the requested date per order. The Delivery and Invoicing filters pull out partially delivered or not yet invoiced orders; sorted by requested date, the most urgent one comes first. Orders created at the till carry the origin POS (follow-up or mirror order of a receipt).
Payment terms on the order confirmation. If a payment term is chosen, the order confirmation states rate, date and amount payable for each discount step and finally the net due date — calculated from the order date on the order total. Without a payment term the free text "payment terms" appears as before.
Fields in detail
Warehouse (warehouseId, with multi-warehouse): stock is reserved there and the delivery note takes it as default. Empty = rule (default warehouse, then priority); changeable only in draft, afterwards the stock is reserved.
The What it does column answers what changes in the system — not what the field is called. The grey name behind the label is the API field: the same thing runs under that name through automation, import and AI tools.
Document header
| Field | Required | Values / format | What it does |
|---|---|---|---|
Customer customerId | yes to confirm | an existing customer | Who is ordering. Addresses, payment terms, language and credit limit come along from there. A draft may be created without a customer — it is then chosen on the document page, at the latest before confirming. |
Status status | no | master data "order statuses" | Where the order stands. The category behind it decides whether it counts as open and whether it is ready for delivery and invoicing. |
Items items | yes | articles with quantity and price | What was ordered. Structured like the invoice, including headings and subtotals. Each item carries its item condition (condition: New, Refurbished, Used/B-stock, Damaged; New if omitted): reservation, delivery and shipping book exactly the stock of that condition — a used item never leaves from new stock. Orders from a sales channel take over the condition of the listing. In the line item form you choose the condition in the Details section of the article line; items that are not new carry a badge. The shipping readiness check and the pick list also count the stock of that condition. |
Brand brandId | no | one of your brands | Which brand the order runs under — determines number range, template and sender. |
Currency currency | no | a configured currency | Currency of the document; the rate is frozen on issue. |
Requested delivery date requestedDeliveryDate | no | date | When the customer wants the goods. It drives the picking order but is not a commitment. |
Billing address billingAddress / Shipping address shippingAddress | no | address | Where invoice and goods go. Pre-filled from the customer; deviating addresses stay on the document, not on the customer record. |
Payment terms paymentTermUlid | no | master data "payment terms" | Deadline and discount for the later invoice. |
Payment method paymentMethod | no | text, max. 30 characters | How payment is made (prepayment, invoice, direct debit …). |
Payment note paymentTerms | no | text, max. 100 characters | Free text on the payment arrangement where it does not fit a term. |
Document template documentTemplateId | no | an active order template of the brand or a brand-neutral one | Layout of the order confirmation. Empty = the brand's standard template. A template of another brand or document type is rejected; if the draft's brand changes, a template of the old brand is dropped. |
Deposit percent depositPercent | no | 0 to 100, empty = none | The agreed deposit as a share — see below. |
Deposit amount depositAmount | no | amount, 0 = none | The same agreement as a fixed amount; if set, it takes precedence over the percentage. |
Tax display taxDisplayMode | no | net, gross, tax free | Whether calculation and display are net or gross. |
VAT rule taxMode | no | standard, small business (§ 19), exempt (§ 4) | Pre-filled from the brand (§ 19) or the customer (§ 4); editable on the draft, a change of customer or brand re-applies it. If it deviates from standard taxation, the document is calculated without VAT and carries the mandatory notice. Follow-up documents (quote → order → invoice) take it over. |
Document discount documentDiscountPercent / documentDiscountAmount | no | percent or amount | Reduction on the whole order, after the item discounts — entered below the line items. If both are set, both count. Document discount and surcharge of a quote with a surcharge arrive in the order as lines per tax rate. |
Rush order urgent | no | yes/no | Marks an order that should be brought forward. It carries a "Rush" tag in the list and can be pulled out there with the filter Rush orders only. It does not change the order of work by itself. |
Owner ownerId | no | employee | Who looks after the order. From a quote the order takes over its owner, otherwise the creator becomes owner. If the team settings set orders to "Own only" or "Own + team", only the owner (or their team) sees and edits the order — list, detail view, PDF and every action. In the draft anyone who may edit the order (sales.order.edit) changes it; once confirmed only with the Change owner permission (sales.order.reassign_owner) — in the header dialog and via the action; without it the field is then missing from the header dialog. |
MRN (export) exportMrn | no | 18 characters: 2 digits year, 2 letters country, 13 letters or digits, 1 check digit | The movement reference number of the export declaration. Lower case and spaces are cleaned up, a wrong structure is rejected. It appears on the delivery note unless that carries its own (partial deliveries), and is carried over into the invoice from this order. Empty clears it. |
Header text headerText | no | formatted text | Printed on the order confirmation above the line items, instead of the standard thank-you sentence. New orders get the default header text of document type order from the text blocks; Text block lets you insert any other. |
Footer text footerText | no | formatted text | Printed below the total — delivery terms, notes, closing. Prefilled like the header text. |
Delivery
| Field | Values / format | What it does |
|---|---|---|
Deliver only when paid deliveryBlockedUntilPaid | yes/no | Set to yes nothing is picked before the money is in. The most effective protection with new customers — and the reason a delivery "hangs" without anyone having done anything wrong. |
Fulfilment type fulfillmentType | from stock or dropship | Whether you deliver yourself or the supplier delivers straight to the customer. Dropshipping creates no stock movement. |
Allow consolidation allowConsolidation | yes/no | Whether several orders of the same customer may go into one delivery. It saves postage but delays the fastest item — a decision, not a default. |
Deliver backorders automatically autoBackorderDelivery | yes · no · as for the customer | Whether shortfalls get a delivery note by themselves after goods receipt. As for the customer takes the default from the Order defaults card on the customer; if nothing is set there, backorders are delivered. Nothing is delivered while an open delivery note (draft or picked) already exists for the order. Unlike the three fields above, this switch stays editable after confirmation (header data). |
All three sit in the order draft, right next to rush order and MRN, and go out with the one Save. After confirmation, prepayment and fulfilment type are frozen — a change is rejected there, and there is deliberately no mask for it any more.
Dispatch and origin
| Field | Values / format | What it does |
|---|---|---|
Dispatch dispatch | recipients, subject, body, attachments | Mailing the order confirmation. It creates an entry in the communication history. With the print output way you set the number of copies (1 to 20). |
Quote quoteUlid | identifier of a quote | Creates the order from an accepted quote and carries over its items. |
Reason for write protection writeProtectionReason | text, max. 255 characters | Only given when locking. The reason appears in every rejection while the order is locked — whoever runs into the lock knows whom to ask. Ignored on a normal save. |
Framework agreement with customers
On the customer under Framework agreements: the customer agrees quantity and price per item and calls off in partial orders. Every call-off creates a draft order at the agreed price; the remaining quantity per item is shown on the agreement, with the call-off journal of partial orders below it. Asking for more than is still open is rejected with the open quantity — no order is created then. Permissions: read framework agreements with customers and … create/edit and call off; a call-off also requires the permission to create orders. Partial orders carry the origin framework agreement. If a partial order is cancelled, its quantity goes back to the agreement: the call-off journal shows a counter-entry return with the returned quantity — the original call-off stays.
| Field | Required | Values / format | What it does |
|---|---|---|---|
Customer customerId | yes | existing customer | Who the framework agreement is with; partial orders are placed for them. |
Brand brandId | no | one of your brands or empty | Under which brand the agreement and its partial orders run. Empty means: for all brands. Only a brand in which you may manage framework agreements can be set. |
Title title | yes | text, max. 200 characters | How the agreement is named in the list. |
Status status | no | draft, active (default), expired | Call-offs are only possible from an active agreement. |
Valid from validFrom / Valid to validTo | no | date | Term. A call-off outside the term is rejected; without dates the agreement has no end. |
Terms terms | no | text | Agreed terms as a note on the agreement. |
Items items | yes | description, quantity, unit price, tax rate, optionally product and unit | Quantity and price per item. An item already called off can no longer be replaced. For a call-off, pass the quantity called off per item here. |
Rush order, write protection, follow-up, import
Write protection. Lock freezes an order: every change — header data, line items, confirming, cancelling, deleting, vouchers, shipping charges — is rejected with an understandable message until someone chooses Release. Locking and releasing require the separate permission Lock orders and release the write protection; whoever may only edit can do neither. Deliveries and invoices already under way keep reporting their progress — the lock does not stop goods leaving the warehouse.
Follow-up. The Follow-ups card on the order creates a task with a due date linked to the order. It reminds you on the due date like any task, shows up in My work and in the customer record. There is deliberately no separate reminder mechanism.
Import from file. Import offers the target Orders: one row per line item, rows with the same external order number become one order. Orders are imported as drafts, the number comes from the number range and the system calculates the totals. Running the same file again creates nothing twice; Undo (reversal) removes the drafts of the run.
Interface and automation only
No mask carries the lead time; it can be set through the interface, an import or an automation. The deposit is in the document header (above); here is its effect.
| Field | Values / format | What it does |
|---|---|---|
leadTimeDays | whole number, 0 or more | The delivery time in days from the order date as promised on the quote. It travels along on acceptance; the order itself has no input for it. |
depositPercent | 0 to 100 | A note, not an invoice. The deposit arrangement carried over from a quote. It appears on the order's payment card and, with prepayment, is the threshold from which the delivery hold lifts — it does NOT produce a partial invoice. That comes from a deposit schedule, which carries its own due dates and whose instalments the final invoice settles. |
depositAmount | amount | The same as a fixed amount; if set, it takes precedence over the percentage. |
Expected delivery
| Field | Values / format | What it does |
|---|---|---|
expectedDeliveryDate | date, read-only | Order date plus the promised lead time (leadTimeDays) — without a promise plus the delivery time of the longest line (its upper bound). Counted in working days: Monday to Friday, excluding the brand's public holidays (holiday calendars of the country in the brand's address and of the brand's holiday region; a half holiday such as Christmas Eve counts as a working day). Optional lines do not count; if a line is "on request", the date stays empty. It is shown in the status card right below the customer's requested date — the customer's wish and the seller's promise are two statements — as well as in the order confirmation (document variable expectedDeliveryDate) and in the API detail view. |
Settings & permissions
- Module
module.sales. sales.order.view,.create,.edit,.confirm,.cancel, plus
sales.order.release_shipping to release for delivery.
sales.order.write_protectto lock and release (write protection) — granted to Sales and
Accounting by default. Whoever may only edit can neither lock nor release.
sales.order.reassign_ownerfor Change owner (also in bulk) — granted to Accounting by default.sales.order.view_alllifts the visibility rule for orders (see all orders) — not granted to any
role by default. The rule itself is set in the team settings.
- The status catalogue is maintained under Order settings.
- Reservations affect stock — available stock drops with the order, see
FAQ & troubleshooting
The order cannot be delivered. Check the status: with prepayment, delivery is blocked until payment arrives. Otherwise sales.order.release_shipping is missing.
A quote cannot be taken over. Only accepted quotes can be. Check the quote's status.
The invoicing progress is too high. It was probably booked by hand and an invoice was finalised. The manual entry is meant only for externally invoiced cases.
After cancelling, goods are available again. By design — cancelling releases reservations.