Quotes, sales orders, and shipping
Track customer commitments, partial shipments, payments, and printable sales documents.
Sales orders in Inventory Tracking connect a customer's request to stock fulfillment. Start with a quote or draft, confirm the commitment, record shipments, and track payment separately from the shipping status.
Prepare the customer and order
Customer records hold contact information, billing and shipping addresses, payment terms, tax rate, website, status, and notes. They also show open orders and the last order date. A customer can link to a CRM company when that product is active.
A new sales order copies the relevant customer defaults onto the order. Later edits to the customer record affect future orders; they do not silently rewrite the addresses and terms already saved on an existing order.
- Open Sales Orders and choose New Sales Order or New Quote.
- Select the customer and add the requested lines, quantities, units, and selling prices.
- Choose Fulfill from, then add Ship by, assignee, priority, notes, and financial details such as tax, shipping, and discount.
- For a quote, add Quote valid until if applicable. Save the quote or draft and review the resulting document.
Use quotes before confirming a commitment
A quote records a proposed sale before it becomes a confirmed order. You can create and edit its lines, prices, and expiration date in the app. The API also supports recording a quote as sent, converting it to an order, and declining it; the current sales detail page does not expose buttons for those transitions.
The API action that records a quote as sent updates its sent status and timestamp; it does not deliver an email. Use Print to create the customer-facing document and share it through your normal channel.
Converting through the API keeps the quote number, lines, and prices and moves it to Creating order. Confirm order is then the next step in the app. A quote by itself does not reserve physical inventory. For an app-only workflow, start with New Sales Order when you are ready to create the order.
Confirm the customer commitment
Confirming changes the order to Open and creates an outstanding commitment. Physical on-hand stock stays unchanged until shipping. Available stock reflects those commitments, helping you see what remains unpromised.
A shortage warns rather than preventing confirmation. This lets you record a real customer commitment while arranging replenishment, but the warning still requires operational follow-up.
The order's stock-availability badge compares its remaining lines with physical stock at the fulfillment location. It is a useful shortage check, but review the separate Available inventory quantity when other orders are competing for the same stock.
- Review the customer, fulfillment location, and lines. A confirmed order needs a customer, a physical fulfillment location, and at least one line.
- Choose Confirm order.
- Review any Not enough stock result or shortage warning.
- Check Inventory's Committed to orders folder to see quantities promised but not yet shipped.
Record a shipment
A shipment creates a distribution from the fulfillment location and reduces stock. You can make multiple shipments; the order becomes Partially shipped and then Shipped as its lines are fulfilled.
The underlying fulfillment workflow reports warnings for over-shipment and negative stock rather than assuming the recorded stock figure must block the real shipment. Review unusual quantities and their units before recording them. Unconfirmed unit setup can block fulfillment until the item's units are resolved.
- Open an Open or Partially shipped order and choose Ship items.
- Enter the quantity being shipped for each relevant line. Leave lines out of this shipment when they are not leaving yet.
- Choose Stock batch when you need to identify a specific available lot or expiration batch.
- Add Carrier and Tracking number if useful, then choose Record shipment.
- Review the Shipments section, the quantities still remaining, and the physical stock at the fulfillment location.
Track payment and print documents
Payment status is separate from shipping status. An order can be shipped and unpaid, or partially paid while fulfillment is still in progress. The order shows its total, amount paid, and remaining balance.
Choose Record payment to log an amount, method, and reference. Methods include Card, Cash, Check, Bank transfer, and Other. This records payment information; it does not charge a card or move money.
Print opens a sales document preview. Quotes can be printed as quotes. Orders support invoice documents and packing slips for a selected shipment. The print layout uses saved workspace company details and the order's customer information.
The API also provides permitted cancel, reopen, close, archive, deletion, and payment-void actions with state restrictions. The current detail page focuses on Print, Confirm order, Ship items, and Record payment; it does not expose every lifecycle action as a button.
Access and pick-list availability
Sales-order management, shipping, and invoice or payment work are separate permissions. An assignee can read their assigned order and ship it where the plan allows shipping. Assignment does not grant unrestricted invoice management.
Basic sales orders and shipping are separate plan capabilities. If an action is missing, review both the role and the workspace plan.
Pick lists currently have an API-only foundation for creating a fixed picking checklist, assigning it, recording picked quantities, submitting it, canceling it, and archiving eligible work. There is no shipped Pick Lists page in the current app, and applying a submitted pick list as a stock transfer is not implemented. Use the existing sales shipment or Move stock workflow to record actual stock movement.