Sales Orders — create, track and fulfil
Sales Orders are confirmed customer demands that drive production planning, picking and invoicing — from order creation through works orders, delivery despatch and final invoice.
Section 01
What are Sales Orders?
1 minute
Sales Orders live under Commerce › Sales › Sales Orders. Each order can be raised from a Customer (standard) or a Supplier (purchase-linked). Once created, a sales order drives the full fulfilment chain — works order scheduling, warehouse picking, delivery despatch, and invoice generation.
- Statuses: Pending, In Process, Completed, Cancelled
- Each order links to Works Orders (production), Delivery Orders (despatch) and Invoices
- A Share Tracker link can be sent to customers for no-login live progress tracking
- Edit and Add use the same multi-step form — all fields except the SO reference are editable
Section 02
Sales Orders list
2 minutes
The Sales Orders list shows all orders in a sortable table. Filter by product, search by keyword, print or download as Excel.
| SO # ↕ | Name ↕ | Party ↕ | Shipper ↕ | Notes ↕ | Date ↕ | Cust. Order No ↕ | Account Ref ↕ | Ack Sent ↕ | Status ↕ | Despatched ↕ | Total ↕ | Action |
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| SO-2026-0008 | Non-Order sales order XyZ | ABC CUSTOMER | FEDX | sales order XYZ | 2026-07-21 | uq | uq | 2026-07-22 | PENDING | 0% | GBP 440.00 | 👁 View Details |
| SO-2026-0005 | Non-Order Sales Order XYZ | ABC CUSTOMER | FEDX | Sales Order XYZ | 2026-07-09 | 123 | 123 | 2026-07-10 | COMPLETED | 100% | GBP 52.00 | 👁 View Details |
| SO-2026-0004 | Non-Order Sales Order XYZ | ABC CUSTOMER | FEDX | No notes | 2026-07-02 | 232 | 123 | 2026-07-02 | CANCELLED | 120% | GBP 500.00 | 👁 View Details |
| Column | What it shows |
|---|---|
| SO # | Unique sales order reference — e.g. SO-2026-0008. Click to open the detail page. |
| Name | Order name with a type tag: Non-Order (standard SO), Order (from quote/configurator), Return (customer return). |
| Party | Party code with a CUSTOMER or SUPPLIER pill. |
| Shipper | Shipper reference code — e.g. FEDX. |
| Notes | Free-text notes from the order, or "No notes" if blank. |
| Date | Order creation date — e.g. 2026-07-21. |
| Cust. Order No | Customer's own purchase order number — e.g. uq or 123. |
| Account Ref | Account reference for invoicing — e.g. uq. |
| Ack Sent | Date the acknowledgement was sent to the customer — e.g. 2026-07-22. |
| Status | Pending — awaiting action. In Process — production or despatch underway. Completed — fully fulfilled. Cancelled — order cancelled. |
| Despatched | Progress bar showing fulfilment %. Green = on track. Red = over-delivered or cancelled. Over 100% (e.g. 120%) means more units despatched than ordered. |
| Total | Order value in GBP — e.g. GBP 440.00. |
| Action | View Details opens the full Sales Order detail page. |
Section 03
Create a Sales Order
3 minutes
Click + Add Sales Order from the list page. A six-step form guides you through the setup. The same form is used when editing an existing order via Edit Sales Order.
Customer
Standard order placed by a customer
Supplier
Order linked to a supplier
Reserve stock for this order
Stock will be set aside as soon as the order is created
Select products from the catalogue below. Check items to add them, enter quantity and unit price — they appear in the chosen items panel.
| Product ID | Item Name | Item Type | Status | Total Stock | Stock/Warehouse | Unit | Quantity | Unit Price | Line Total | Choose |
|---|---|---|---|---|---|---|---|---|---|---|
| 1 | Item 1 | Item | ACTIVE | ▲ 26 ea | 👁 View | ea | £0.00 | £0.00 | ||
| 2 | Assembly 1 | Assembly | ACTIVE | ▼ 1 ea | 👁 View | ea | £0.00 | £0.00 | ||
| 3 | Assembly 2 | Assembly | ACTIVE | 0 ea | 👁 View | ea | £0.00 | £0.00 |
| Field | Required | What to enter |
|---|---|---|
| Sales Order From | Yes | Customer — standard order. Supplier — linked to a purchase. |
| Name | No | Descriptive name — e.g. sales order XYZ. |
| Type | No | Non-Order, Order, or Return. |
| Notes | No | Free-text notes visible on the detail page. |
| Select Customer | Yes (Customer orders) | Search existing customers — e.g. ABC. Use + Add New Customer to create inline. |
| Shipper | Yes | Shipping company — e.g. 05122023. Use + Add New Shipper if not yet configured. |
| Despatch Date | No | Planned despatch date in dd/mm/yyyy format. |
| Tracking ID | No | Carrier tracking number — added once despatched. |
| Transaction ID | No | Internal or payment transaction reference. |
| Account Ref | No | Account reference for invoicing — e.g. uq. |
| Customer Order No | No | Customer's own PO number — e.g. 232. |
| Acknowledgement Sent | No | Date the acknowledgement was sent to the customer. |
| Reserve stock | No | Toggle on to reserve warehouse stock immediately on creation. |
| Items List | Yes | Select products, enter quantity and unit price. Checked items appear in the chosen items panel. |
Clicking Edit Sales Order from the detail page opens the same multi-step form, pre-populated with existing values. All fields except the SO reference (system-generated and locked) can be updated.
Section 04
Sales Order detail — General tab
3 minutes
Click View Details on any order to open the detail page. The General tab shows the fulfilment bar, order fields, customer details, notes, and the items table.
| Item Name ↕ | Product ID ↕ | Product Type ↕ | Status ↕ | Total Stock ↕ | Quantity ↕ | Unit | Fulfilment ↕ | Price ↕ | Line Total ↕ | Action |
|---|---|---|---|---|---|---|---|---|---|---|
| Assembly 1 | 123456 | Assembly | ACTIVE | ▼ 17 | 1 | Each |
3 / 1 ea
made 0 · inv 0 · 300% over
|
GBP 0 | GBP 0.00 | 👁 View Product |
| Element | What it shows |
|---|---|
| Order number | The order name as entered. The SO reference (SO-2023-0012) appears as a badge below it. |
| Status badges | Return (type tag) and ● In Process (current status) shown next to the SO reference. |
| Customer / Shipper chips | Top-right badges showing customer and shipper at a glance. |
| Fulfilment bar | Despatched vs ordered. 11 of 1 = 1100% means 11 units sent against 1 ordered — an over-delivery. Bar turns red over 100%. |
| Alert chips | 11 to invoice (DOs awaiting invoice), over-delivered, 8 products not on this order (items despatched not on the original SO). |
| Return button | Opens the returns flow to process a customer return against this order. |
| Fulfilment column (items table) | Shows made vs ordered — e.g. 3/1 ea — with a sub-line showing made count, invoiced count, and over/under status. |
Section 05
Works Order tab
1 minute
The Works Order tab lists all production works orders linked to this sales order. View individual works orders or add a new one directly against this SO.
| Reference ID ↕ | Name ↕ | Start Date ↕ | End Date ↕ | Status ↕ | Action |
|---|---|---|---|---|---|
| WO-2024-0006 | WO 1 | 2024-02-14 | 2024-02-15 | IN PROGRESS | 👁 View |
| WO-2024-0064 | WO 2 | 2024-06-28 | 2024-06-28 | COMPLETED | 👁 View |
| WO-2024-0069 | WO 3 | 2024-09-25 | 2024-09-28 | IN PROGRESS | 👁 View |
| Column | What it shows |
|---|---|
| Reference ID | Works order reference — e.g. WO-2024-0006. Click View to open that works order's detail page. |
| Name | Works order name. |
| Start Date | Scheduled or actual start date — e.g. 2024-02-14 (green pill). |
| End Date | Scheduled or actual end date. Past dates show in a red pill — e.g. 2024-02-15. |
| Status | IN PROGRESS — production running. COMPLETED — all operations finished. |
| Add Works Order | Creates a new works order linked directly to this sales order. |
Section 06
Delivery Orders tab
1 minute
The Delivery Order tab lists all warehouse despatch records linked to this sales order — each delivery that has been picked, packed and sent.
| Reference ID ↕ | Name ↕ | Type ↕ | Tracking ID ↕ | Status ↕ | Arrival Date ↕ | Action |
|---|---|---|---|---|---|---|
| DO-2024-0009 | DO 1 | Order | wew | DESPATCHED | 📅 2024-02-28 | 👁 View |
| DO-2024-0010 | DO 2 | Order | 23 | ONGOING | 📅 2024-02-29 | 👁 View |
| DO-2024-0028 | DO 3 | Order | 32 | DESPATCHED | 📅 2024-04-24 | 👁 View |
| Column | What it shows |
|---|---|
| Reference ID | Delivery order reference — e.g. DO-2024-0009. Click View to open the full delivery record. |
| Name | Delivery order name. |
| Type | Order — standard outbound delivery linked to a sales order. |
| Tracking ID | Carrier tracking number — e.g. wew or 32. |
| Status | DESPATCHED — goods sent. ONGOING — picking or packing in progress. |
| Arrival Date | Expected or actual customer arrival date — e.g. 2024-02-28. |
| Add Delivery Order | Creates a new delivery order against this SO — triggers the warehouse picking flow. |
Section 07
Invoices tab
1 minute
The Invoices tab lists all invoices raised against this order. A warning banner appears when despatched delivery orders have not yet been invoiced.
| Invoice # ↕ | Bills Delivery ↕ | Status ↕ | Issued ↕ | Due ↕ | Total ↕ | Outstanding ↕ | Action |
|---|---|---|---|---|---|---|---|
| INV-2026-000003 | whole order | PAID | 2026-07-08 | 2026-08-07 | £0.00 | £0.00 | 👁 View |
| Column | What it shows |
|---|---|
| Invoice # | Invoice reference — e.g. INV-2026-000003. Click View to open the invoice. |
| Bills Delivery | Which DOs this invoice covers — e.g. whole order or specific DO references. |
| Status | PAID — received in full. Other values: UNPAID, PART PAID, OVERDUE. |
| Issued | Date the invoice was raised — e.g. 2026-07-08. |
| Due | Payment due date — green pill when future, red when past due. |
| Total / Outstanding | Invoice total and amount still owed. £0.00 outstanding = fully paid. |
| Warning banner | Appears when despatched DOs have not been invoiced — lists the specific DO references needing an invoice. |
| Raise an Invoice | Opens invoice creation, pre-selecting DOs from this sales order. |
Section 08
Detail page actions
2 minutes
The footer of the Sales Order detail page contains all available actions. These appear on all four tabs — General, Works Order, Delivery Order and Invoices.
| Action | What it does |
|---|---|
| ← Go Back | Returns to the Sales Orders list without changes. |
| Share Tracker | Generates a no-login customer tracking URL. Copy and send to the customer to let them follow live production progress (see Section 09). |
| Edit | Opens the multi-step form pre-populated with this order's values. All fields except the SO reference can be changed. |
| Cancel | Cancels the sales order — status changes to Cancelled. Linked works orders and delivery orders are not automatically cancelled and must be managed separately. |
| Report Issue | Opens a modal to log a problem: rich-text description, image upload (JPEG/PNG/WEBP, max 10 MB), file upload (PDF/DOC/XLSX/ZIP, max 50 MB), and a suggested action field. |
| Mark As Completed | Closes the order as fully fulfilled — status changes to Completed. Use only when all delivery orders have been despatched and invoiced. |
The Report Issue modal captures structured problem reports against the order:
Report a Problem
Fill in the details below to log an issue
Section 09
Customer tracking link
1 minute
Click Share Tracker on any sales order to generate a unique no-login URL your customer can use to follow live production progress. No account is needed — just share the link.
Customer tracking link
Share this no-login link with your customer so they can follow this order's live production progress and estimated completion.
Development
Order Reference
SO-2023-0012
3 production items in this order
Not yet started
Not yet started
Not yet started
| Element | What it shows |
|---|---|
| Order Reference | The SO reference — SO-2023-0012 — so the customer knows which order they are viewing. |
| In Production status | Live status pill — In Production, Completed, etc. |
| Estimated ready | Latest end date across all linked works orders — 2024-09-28. |
| Overall progress | Aggregate progress across all production items — 0% here means no steps completed yet. |
| Production Items | Each linked works order as a card: name, due date, status (Not yet started / In progress / Completed) and progress bar. |
| No login required | Token-based URL — customers do not need a Brytebuild account. Format: app.brytebuild.co.uk/track/{token}. |
Each click of Share Tracker returns the same link for that order. The link stays active for as long as the sales order exists. If the order is cancelled, the tracker page reflects the cancelled status.