Every header button and Actions menu item needs the Sales Orders: Update permission.
| Status |
Header buttons |
Result |
Actions menu |
Products can be added from the cart |
| Draft |
Send to Customer; Confirm Order; Cancel Order |
Sent; Confirmed; Cancelled |
Edit, Add More Products |
Yes |
| Sent |
Confirm Order; Cancel Order |
Confirmed; Cancelled |
Edit, Add More Products, Resend (stays Sent) |
Yes |
| Confirmed |
Cancel Order |
Cancelled |
Edit, Add More Products |
Yes |
| In Fulfillment |
Cancel Order |
Cancelled; blocked while a Fulfillment Order is assigned to a shipment |
None |
No |
| Partially Fulfilled |
Close Order |
Closed (Partial); undelivered Fulfillment Orders are cancelled |
None |
No |
| Fulfilled |
Close Order |
Closed (Full) |
None |
No |
| Cancelled |
None. The header reads This sales order is cancelled and is now read-only. |
|
None |
No |
| Closed (Full) |
None |
|
None |
No |
| Closed (Partial) |
None |
|
None |
No |
In Fulfillment, Partially Fulfilled and Fulfilled are set by fulfillment. Send and Resend show a confirmation message; Confirm, Cancel, Close and Save do not, and the status badge is the confirmation.
| Field |
Where it appears |
Notes |
| Order ID |
List, page header, breadcrumb |
The order number, such as SO-2026-001 |
| Status |
List, page header |
See the table above |
| Requested by |
Page header |
Who created the order |
| Company, Jobsite, Supply Point |
List, Project Details, form |
Editable while Draft, Sent or Confirmed. Each list offers only values that fit the other two; a pick refills the addresses |
| Shipping Address, Billing Address |
Details tab, form |
Address Line 1, Address Line 2, City, State/Province/Region, Country and ZIP/Postal Code, shown as one line; N/A when empty. The form offers Same as shipping address for billing |
| Contact Name |
Customer Details, form |
Up to 256 characters |
| Phone Number |
Customer Details, form |
Up to 32 characters |
| Email |
Customer Details, form |
Up to 320 characters. Optional to save; required to send |
| Additional Recipients |
Customer Details, form |
Extra email addresses. Press Enter, comma or space after each |
| Approved by |
Sales Order Details |
Read-only |
| Promise Date, Estimated Delivery Date |
Sales Order Details, form |
Shown as MM/DD/YYYY |
| Pricelist |
Form only |
Catalog Pricing or the company’s active price list. Changing it re-prices every line |
| Payment Terms |
Sales Order Details, form |
Due on receipt, Net 15, Net 30, Net 45 or Net 60. Changing it needs Sales Orders: Payment Terms; otherwise the field is shown but locked |
| Fulfillment Rule |
Sales Order Details, form |
Ship Partial or Ship Complete. An order created from the cart starts as Ship Partial |
| Customer PO |
Card view, Sales Order Details, form |
The customer’s purchase order number |
| Notes, Terms and Conditions |
Sales Order Details, form |
Free text. The form labels the second field Terms & Conditions |
| Created |
List |
MM/DD/YYYY. The list opens sorted by this column, newest first |
| Items |
List |
Number of distinct products on the order |
| Line items |
Items tab, form |
Item (name and SKU), Quantity (at least 1), Unit Price and Total (Line Total on the form). The form has a Remove button per line |
| Subtotal, Tax, Shipping, Total |
Items tab, form, list (Total only) |
Tax shows its rate, for example Tax (8.7%). On the form, Edit tax rate and Edit shipping amount open inline entry |
The Related Records panel on the Details tab groups the records linked to the order. Empty groups are left out; with nothing linked it reads No related records.
| Group |
Entries |
| Quotes |
The quote the order was converted from, linked when you have Quotes: Read |
| Sales Order Sends |
One entry per send, Sent #1 · date, Sent #2 · date and so on |
| Fulfillment Orders |
Each Fulfillment Order with its status: Created, Ready to Pick, Picking, On Hold, Packed, Assigned, Delivered or Cancelled; linked with the permission to view fulfillment orders |
| Invoices |
Each invoice with its status; shown only with Invoices: Read |
Sales Order Created, Converted from Quote, Sent to Customer, Sales Order Confirmed, Sales Order Cancelled, Sales Order Fulfilled, Sales Order Closed (Full), Sales Order Closed (Partial), Returned to Confirmed, and per Fulfillment Order Delivered, Cancelled or Picking Reset with its number. Each entry shows the date, time and person; an empty timeline reads No activity yet.
Shown on the edit form when you leave a field or try to save. Nothing is required to save.
| Message |
When |
| Address line 1 must be 200 characters or fewer |
The same limit applies to Address line 2, City, State/Province/Region and Country, each with its own message |
| ZIP/Postal Code must be 20 characters or fewer |
|
| Contact Name must be 256 characters or fewer |
|
| Phone Number must be 32 characters or fewer |
|
| Enter a valid email |
The customer Email is not a valid address |
| Email must be 320 characters or fewer |
|
| Enter valid additional-recipient emails |
An entry in Additional Recipients is not a valid address |
| Tax rate must be between 0% and 100% |
|
| Shipping amount must be a non-negative number |
|
| Enter a valid number |
The inline tax or shipping entry was left blank |
| Dialog |
Text |
Buttons |
| Cancel this Sales Order? |
This will cancel the order number . This action cannot be undone.; with linked Fulfillment Orders, and the following linked Fulfillment Orders: followed by each with its status, plus One or more of these Fulfillment Orders is already Picking, On Hold or Packed. when that applies |
Keep Order, Cancel Order |
| Close This Sales Order? |
Fulfilled: This will close the order number . All linked Fulfillment Orders have already been delivered. Partially Fulfilled: the order has already been partially fulfilled. Closing will cancel the remaining items: followed by each undelivered Fulfillment Order, then Already delivered — the delivered ones — will not be affected. |
Keep Order Open, Close Order |
| Can’t Cancel Sales Order, Can’t Close Sales Order |
The order has Fulfillment Orders on active shipments. Remove them from their shipments, then cancel the order. (or then close the order.), followed by each Fulfillment Order on its shipment |
Keep Order |
| Unsaved Changes |
You have unsaved changes. If you leave now, you’ll lose everything you’ve entered. |
Discard, Save, close |
| Message |
When |
| Sales order sent successfully |
Send to Customer succeeded |
| Sales order resent successfully |
Resend succeeded |
| An email is required to send this sales order. Edit the order to add a customer email. |
Send to Customer or Resend on an order with no customer Email |
| Could not send the sales order. Please try again. |
Sending failed |
| Could not confirm the sales order. Please try again. |
Confirming failed |
| Could not cancel the sales order. Please try again. |
Cancelling failed; the dialog stays open |
| Could not close the sales order. Please try again. |
Closing failed; the dialog stays open |
| Could not save the sales order. Please try again. |
Save Changes failed; shown at the top of the form |
| Could not create the sales order. Please try again. |
Add to New Sales Order failed |
| Sales order created, but the cart could not be cleared. |
The order was created but the cart still holds the items |
| Sales order created, but it could not be opened. |
The order was created; open it from the list |
| Could not add items to the sales order. Please try again. |
Add Cart to Sales Order failed; the dialog stays open |
| Items added, but the cart could not be cleared. |
Cart items were added to an existing order but the cart still holds them |
| Couldn’t load sales orders. |
The Add To Existing Sales Order list could not load |
| No eligible sales orders found. Only Draft, Sent and Confirmed orders can receive more items. |
No order qualifies in Add To Existing Sales Order |
| Could not look up prices. Please try again. |
The Pricelist or Company change could not re-price the lines; nothing changes |
| Future prices will be based on Catalog Pricing. |
Ends the note under Pricelist when the saved price list no longer applies to the company |
| Cannot apply pricelist - Company pricelist (name) is in Draft |
The company’s price list is not active; also is Archived |
| Permission |
What it allows |
| Sales Orders: Read |
See Sales Orders in the sidebar, the list and order pages, the cart’s Add to Sales Order menu, and links to orders from quotes and shipments |
| Sales Orders: Create |
Create Sales Order (with Product Catalog: Read) and the cart’s Add to Sales Order menu |
| Sales Orders: Update |
Every header button, the Actions menu, edit mode, and Add to Existing Sales Order |
| Sales Orders: Payment Terms |
Change Payment Terms on the form |
| Product Catalog: Read |
Create Sales Order and Add More Products |
| Quotes: Read |
Links under Quotes in Related Records |
| Permission to view fulfillment orders |
Links to Fulfillment Orders in Related Records, the timeline and the Can’t Cancel and Can’t Close dialogs |
| Shipments: Read |
The shipment link and its status in the Can’t Cancel and Can’t Close dialogs |
| Invoices: Read |
The Invoices group in Related Records |