Sales Orders allow teams to track products sold to customers and manage how those items move through inventory from order creation to shipment. They provide a structured way to define what is being sold, reserve the correct inventory, and ensure items are accurately marked as sold once shipped.
Sales Orders are available to Operators, Editors, and Admins.
What Sales Orders are used for
Sales Orders help bridge customer demand and physical inventory. They are commonly used to:
Track products sold to a specific customer
Apply consistent pricing using Part unit prices
Reserve inventory so items cannot be double-allocated
Maintain traceability from order creation through shipment
Ensure inventory reflects what has been sold
Sales Orders follow a defined lifecycle, allowing teams to move orders through operational stages as work progresses.
Access Sales Orders
Sales Orders are located in the Builds module.
To access Sales Orders:
Open the left navigation
Expand Builds
Select Sales
From the Sales Orders list, you can search, filter, and create Saved Views to organize and monitor orders.
Create a Sales Order
To create a new Sales Order, click New Sale Order from the Sales Orders list.
When creating a Sales Order, you’ll define the basic order details, including:
Order Number
Order Date
Delivery Date (optional)
Customer
Notes (optional)
Once created, the Sales Order is saved in the Draft state.
Draft orders are fully editable and are intended for building and reviewing the order before inventory is impacted.
Sales Order numbering
Sales Order numbers can be generated automatically using Builds Settings.
To enable auto numbering:
Go to Builds Settings
Open Numbering
Locate the Sale Orders section
Enable Auto-increment sale order numbers
Configure a prefix and numbering pattern
Save your changes
Once enabled, new Sales Orders will follow the configured format automatically.
Pricing and line items
Sales Orders track what is being sold using Line Items. Each line item represents a Part and a quantity being sold.
Pricing for Sales Orders is pulled from the Unit Price set on a Part. This ensures consistent pricing across orders and reduces manual entry.
To set or update a Part’s Unit Price:
Navigate to Builds → Parts
Open the Part
Click Edit
Enter a value in Unit Price
Save
Editing line items
While a Sales Order is in Draft, line items can be added or modified freely.
To edit line items:
Use the pencil icon in the Line Items section
Add Parts and quantities
Review calculated totals based on unit pricing
The Sales Order total updates automatically as line items are added or changed.
Sales Order statuses and lifecycle
Sales Orders move through a defined lifecycle that reflects operational progress.
The standard status flow is:
Draft → Confirmed → Fulfilled → Shipped → Delivered
An order can also be Canceled at any point if it should not proceed.
Draft
Draft is the initial state. Use this stage to:
Define the customer and dates
Add and adjust line items
Review pricing and totals
No inventory is reserved in Draft.
Confirmed
Confirmed indicates the order details are finalized and inventory can be allocated.
Once confirmed:
Inventory can be reserved to the Sales Order
Reserved items are marked as Assigned
Assigned items become unavailable for other operations
Use Confirmed when you are ready to commit inventory to the order.
Fulfilled
Fulfilled is typically used when items have been picked or packed and are ready to ship. Inventory remains reserved but not yet marked as sold.
This stage provides internal visibility before shipment.
Shipped
When a Sales Order is set to Shipped, all reserved inventory items are marked as sold in Inventory.
Use Shipped when the order has left your facility.
Delivered
Delivered indicates the customer has received the order and the Sales Order lifecycle is complete.
Canceled
Canceled stops the order from proceeding. Any reserved inventory should be released so it can be used elsewhere.
Reserving inventory for a Sales Order
Reserving inventory ensures that specific inventory items are allocated to a Sales Order and cannot be used by other operations.
Inventory can be reserved once a Sales Order is in the Confirmed or Fulfilled state.
How reservation works
When inventory is reserved:
Specific inventory items are assigned to line items
Assigned items are marked as Assigned
Availability is reduced across the system
The reservation remains in place until shipment or cancellation
This prevents double-allocation and maintains traceability between the Sales Order and the exact inventory being sold.
To reserve inventory:
Open a Sales Order in Confirmed or Fulfilled status
Go to the Reserve tab in the Line Items section
Select the line items you want to reserve inventory for
Click Reserve
A reservation modal opens, showing each line item and the quantity required.
Assign inventory items
Within the reservation modal:
Search for available inventory items that match the Part
Assign quantities to each inventory item
Add multiple inventory rows if needed to fulfill the quantity
Progress is shown for each line item, such as Assigned 1 / 4, so it’s clear when requirements are fully met.
Once all required quantities are assigned, click Reserve to apply the reservation.
Review reserved inventory
After reserving inventory:
The Reserved column updates for each line item
Reserved inventory can be expanded to show Tracking IDs, quantities, and locations
This provides clear traceability between the Sales Order and the physical items being sold.
How reservations affect inventory
Reserved inventory:
Cannot be selected for other work orders or operations
Remains unavailable until the order progresses or is canceled
When the Sales Order is moved to Shipped, reserved inventory is automatically marked as sold.
Why Sales Orders matter
Sales Orders provide structure and control around selling physical products. By combining pricing, inventory reservation, and lifecycle tracking, they help teams avoid inventory conflicts, maintain traceability, and confidently fulfill customer demand.