Sell

The Sell module is the outbound revenue engine of FabHub. It is designed to manage the entire customer order lifecycle, from the initial drafted Quote to the finalized Sales Order. Crucially, this module directly bridges your sales team with your warehouse and production floor. By displaying real-time stock availability for both the final products and their raw ingredients, the Sell module ensures your team only promises what can actually be delivered.

Dashboard and table

The Sell dashboard is your master dispatch and tracking board. It provides a high-level view of all active and historical sales activities, allowing managers and sales representatives to quickly identify bottlenecks, prioritize fulfillment, and track revenue.

The table columns

The main table lists all Quotes (QO) and Sales Orders (SO) in a unified view. You can use the filter boxes beneath each column header to search for specific orders, customers, or date ranges.

Priority: A numerical ranking system to dictate fulfillment order.
Order Number: The unique identifier for the transaction. Prefixed with QO- for Quotes and SO- for Sales Orders.
Customer: The client purchasing the goods.
Assigned to: The internal team member or sales representative managing this order.
Order Total: The total financial value of the quote or order. (Note: The top right of the dashboard displays the Total Order Value for all filtered items currently in view).
Issue Date: The date the quote or order was created.
Due Date: The promised delivery or fulfillment date. The system will automatically apply a red Overdue badge if this date passes.
Site: The specific branch or physical location responsible for fulfilling the order.
Sales Items: A critical stock indicator. It shows if the final products being sold are In Stock, Out of Stock, or Expected (with a date).
Ingredients: If the product needs to be manufactured, this column shows if the raw materials required to build it are In Stock or Out of Stock.
Status: The current stage of the order's lifecycle (e.g., Complete, Cancelled, Quote Sent, Waiting for Payment).

Changing and adding of new site

At the top left of the dashboard, you will find the Site dropdown. This allows you to filter the entire sales board to a specific physical location.

Click the Site dropdown and select + Add new site.
An Add a new site modal will appear.
Fill in the Site Details including Site Name, Legal Name, Address, and the operating Currency.
Under Site Functions, check the boxes for the modules this specific site will utilize.
Click Add.

Site dropdown

Updating of rank or priority

To help your fulfillment and manufacturing teams know what to work on first, you can easily change the priority of an order directly from the table.

Click the dropdown arrow next to the number in the Priority column.
Select a new number from the list, or select Input Rank to type a specific number.
The system will instantly reorder the list, and a green confirmation banner will appear at the top: QO-20260113-0234 has been moved to Rank X. Other items are adjusted accordingly.

Updating of status

You can progress an order through its lifecycle without opening the full document.

Click on the badge in the Status column for the relevant row.
Select the new status from the dropdown menu (options include: Quote Draft, Quote Sent, Waiting for Payment, Ready to Make, Mark as Paid).
The badge will update immediately, signaling the next department to take action.

Status dropdown

Best Practices

Action the Out of Stock items. If a row shows Out of Stock under the Sales Items or Ingredients columns, you can click directly on that red badge. A popup will allow you to instantly generate a Make Batch, Make to Order, or Buy to Order command to resolve the shortage.

Monitor overdue dates daily. Sort the table by the Due Date column at the start of every shift. Any row with a red Overdue badge should be investigated immediately by the assigned sales rep to manage customer expectations.

Use Priority for production. Train your sales team to use the Priority column. If a client pays for expedited shipping, bumping their Sales Order to Rank 1 ensures the manufacturing floor prioritizes building their items first.

Create quotation and sales order

In the FabHub Sell module, Quotations and Sales Orders share a unified creation interface. This design allows your sales team to seamlessly transition a customer from a preliminary pitch to a finalized purchase without having to re-enter data.

Creating of quotation order

A Quotation (Quote) is a preliminary document sent to a customer outlining the proposed costs and terms for products or services. It does not commit your inventory or finalize a financial transaction until it is converted into a Sales Order.

To start, click the + New Quote/Sales Order button on the top right of the Sell dashboard. By default, the toggle at the top of the screen will be set to Quote.

Form and table elements

The Quote creation page is divided into logical blocks to help you build the document systematically.

Header information
- Ship To: Click the edit icon (pencil) to select or input the customer's delivery address and contact information (e.g., Pacific Grains, Laurence Heitman).
- Vendor: Click the edit icon to select which of your internal legal entities or branches is selling the goods.
- Assigned To: The sales representative responsible for this account.
- Issue Date & Due Date: The date the quote is generated and the date the proposed delivery or pricing expires.
Items table
- Click + Add Item to select the products or services you are quoting.
- Items, Type, Unit, Quantity: Define exactly what and how much you are selling.
- Ingredients & Item (Stock Status): These columns are the most powerful feature of the Sell module. They show real-time stock levels for the final Item and its raw Ingredients. A green In Stock badge means you can fulfill the quote immediately. A red Out of Stock badge warns you that manufacturing or purchasing will be required.
- Cost, Tax Rate, Total: Financial fields that auto-calculate based on your master item list pricing.
Financial Summary: Located at the bottom right, this block automatically calculates your Subtotal, Tax, Shipping, and final Total.
Action Buttons: Use Save Draft to keep working later, Download to export a PDF for the client, or Create Order to log the quote into the system.

Creating of sales order

A Sales Order (SO) is a legally binding document confirming a sale. When a Sales Order is created, the system officially reserves the Items in your inventory, changing their status to Committed.

To create a Sales Order, you can either convert an existing Quote or create one from scratch by clicking + New Quote/Sales Order and switching the top toggle to Sales Order.

Form and table elements

The form elements for a Sales Order are identical to the Quotation form, ensuring a seamless transition. However, because a Sales Order demands fulfillment, managing the stock status columns becomes critical.

Resolving Out of Stock items:

If your table displays a red Out of Stock badge under the Sales Items or Ingredients columns, you can resolve the shortage directly from this screen.

Click the red Out of Stock badge.
A small action menu will appear.
For final products (Sales Items), select Make Batch or Make to Order to instantly push a manufacturing request to the Make module.
For raw materials (Ingredients), select Buy Batch or Buy to Order to push a purchasing request to the Buy module.

Payment terms

To ensure your finance team knows when to expect revenue, you must define the payment structure.

Use the Payment Terms dropdown in the top right header block.
Select the agreed-upon condition, such as 100% Upfront, 50% / 50%, or 100% Prior Shipping.

Delivery tracking

Once the Sales Order is packed and ready to leave your facility, you need to provide logistical details.

Delivery Details: Click the edit icon to add specific delivery instructions for the courier or the receiving staff (e.g., Proceed to Basement 2 Receiving Area. Let the staff there handle the receiving).
Add Tracking: Click this button to open the Delivery Tracking modal. Paste the courier's tracking URL into the Tracker Link field and click Add. This embeds the live tracking link directly into the Sales Order for easy reference.

Notes

No data loss on toggle. Switching the toggle at the top of the screen between Quote and Sales Order retains all the information you have filled in. You can easily build a quote, wait for verbal approval, and toggle it to an order without retyping anything.

Instant allocation. The moment you click Create Order for a Sales Order, the system instantly deducts the item quantities from your Available stock and moves them into Committed stock. They are officially reserved for that customer.

Interactive badges. The red Out of Stock badges in the items table are not just static warnings; they are active shortcut buttons. Clicking them connects you directly to the Make and Buy modules to resolve the shortage.

Best Practices

Set quote expirations. Always use the Due Date field on a Quotation to establish a firm expiration date for your proposed pricing. This protects your margins if the cost of raw materials suddenly spikes before the customer makes a decision.

Action shortages immediately. Never create a Sales Order while ignoring red Out of Stock badges. Train your sales team to click those badges and instantly trigger a Make to Order or Buy to Order workflow. Failing to do this causes immediate fulfillment bottlenecks.

Verify payment terms. Always double-check the Payment Terms dropdown before finalizing a Sales Order. Accidentally selecting 100% Prior Shipping instead of 50% / 50% will cause your logistics team to withhold the delivery, potentially angering the customer.

Centralize logistics communication. Make it a strict company policy to use the Add Tracking button and Delivery Details fields once an order is dispatched. This stops the sales team from constantly interrupting the warehouse staff to ask for shipping updates.

View sales order

Once a Sales Order is created, clicking on its row from the master Sell dashboard opens the detailed view. This is your central command center for tracking the specific transaction, resolving inventory shortages, monitoring fulfillment progress, and auditing the order's history.

The detailed view is divided into three distinct tabs: General Information, Related Orders, and Order History.

General information

The General Information tab provides a complete snapshot of the customer's request and its current logistical state.

Header Data: Displays the customer details (Ship To), the selling entity (Vendor), the sales representative (Assigned To), and critical dates (Issue Date and Due Date).
Payment Terms: Displays the agreed-upon payment structure (e.g., 100% Upfront).
Items Table: This is the most interactive part of the page. It details exactly what the customer ordered, the quantities, the pricing, and the live stock status. If an item is flagged with a red Out of Stock badge, it requires immediate action before the order can be fulfilled.
Delivery: Displays specific delivery instructions and contains the Add Tracking button to input courier URLs once the order ships.
Financial Summary: The bottom right block summarizes the Subtotal, Tax, Shipping, and final Total.

Updating of status

Managing the lifecycle of the Sales Order happens directly from the General Information tab using the Actions dropdown located at the top of the page, next to the current status badge.

Click the Actions dropdown.
Select the appropriate next step. The menu dynamically changes based on the order's current state.
- Resolving shortages: If items are missing, the menu provides shortcuts like Make Batch, Make to Order, or Buy to Order.
- Progressing the sale: You can move the order to Waiting for Payment or Mark as Paid.
When you select a state-changing action, an Update Status modal will appear. It asks you to confirm: You are about to update the status of this order from [previous status] to [present status]. Press continue if you want to proceed.
Click Continue to apply the change.

Related orders

Because the Sell module is deeply integrated with the rest of FabHub, a single Sales Order often triggers purchasing or manufacturing tasks. The Related Orders tab acts as the connective tissue.

If you generated a Buy to Order or Make Batch command to fulfill an Out of Stock item on this Sales Order, those child orders are automatically listed here.

Elements: The table displays the ID# of the child order (prefixed with PO# for Purchase Orders or MO# for Manufacturing Orders), along with their respective Issue Date, Due Date, and Status.
Navigation: You do not need to hunt through the Make or Buy modules to see if the parts are ready. You can track the status of the manufacturing or purchasing process directly from this tab.

Order history

The Order History tab provides an immutable audit trail for the entire lifecycle of the Sales Order. It is essential for accountability and troubleshooting.

Elements: The log is broken down by Date (timestamped to the minute), Action Owner (the specific user who made the change), and the Log description.
Tracked Actions: The system automatically logs status changes, the addition of tracking links, and the automated generation of related POs or MOs (e.g., Paul Westfield created PO draft PO-20160115-048 via Buy to Order).

Notes

Dynamic actions menu. The options in the Actions dropdown are context-aware. If all your items are In Stock, the system will not clutter your menu with Make Batch options.

Automated linkage. You do not have to manually link a Purchase Order to a Sales Order. If you trigger the PO directly from the Out of Stock badge on the Sales Order, the system permanently links them in the Related Orders tab.

Best Practices

Check Related Orders before contacting customers. If a customer calls for a status update on a delayed order, always check the Related Orders tab first. If you see a linked Manufacturing Order (MO) that has a Cancelled or Overdue status, you immediately know where the bottleneck is without having to leave your desk or call the warehouse.

Rely on the audit log for disputes. If there is internal confusion about why an order was delayed or who authorized a status change, consult the Order History tab. It prevents finger-pointing by showing exactly who clicked the button and when.

Pace the status updates. Do not skip statuses just to clear your board. If an order requires upfront payment, ensure it sits in Waiting for Payment until finance clears it. Moving it directly to a fulfillment status prematurely can result in shipping goods before cash is received.

Resolving inventory shortages

When a customer orders a product that you do not currently hold in stock, or when the raw materials required to build that product are missing, the Sell module provides built-in shortcuts to instantly trigger fulfillment workflows.

You can activate these shortcuts from two places:

The Sell dashboard table: By clicking the red Out of Stock badge under the Sales Items or Ingredients columns.
Inside a Sales Order: By clicking the red Out of Stock badge within the Items table on the General Information tab.

Buy to Order and Buy Batch

If the missing items are raw materials or off-the-shelf components, you must purchase them from a vendor. Clicking the red badge will give you two purchasing options: Buy to Order (purchasing the exact amount needed for this specific sale) or Buy Batch (purchasing a larger bulk quantity to replenish general warehouse stock).

Selecting either option opens the Buy to Order modal:

Item Breakdown: The modal lists the parent products required for the sale (e.g., Smart Grain Sorting Mechanism). Clicking the arrow expands the card to show all the missing Ingredients needed to fulfill it.
Supplier Selection: For each missing ingredient, use the Supplier dropdown to select the appropriate vendor.
Quantities & Cost: The table displays the MOQ (Minimum Order Quantity) required by the supplier, the Quantity you need, and the calculated Amount.
Financial Summary: Each parent item card shows a Total Ingredient/s Cost. The bottom right of the modal calculates the overall Subtotal, Tax, and Total for the entire proposed purchase.
Execution: Click the Create PO Draft button. This instantly generates a pending Purchase Order in the Buy module, linked directly to this Sales Order.

Buy to Order

Make to Order and Make Batch

If the missing item is a finished product that you assemble in-house, you must trigger a production run. Clicking the red badge gives you two manufacturing options: Make to Order (building exactly what the customer bought) or Make Batch (running a larger production cycle).

Selecting either option opens the Make to Order modal:

Production Breakdown: The modal lists the final products that need to be built (e.g., Precision Grain Analyzer). Expanding the card reveals the Ingredients required from your inventory to build it, along with their Quantity and Amount.
Cost Allocation: For precise margin tracking, each item card separates the costs into Total Material Cost, Total Manufacturing Cost (labor/overhead), and a final Total Cost.
Financial Summary: The bottom right block summarizes the Subtotal, Tax, and overall Total for the entire production run.
Execution: Click the Create Manufacturing Group Order button. An Update Status confirmation modal will appear asking you to confirm: You are about to proceed with this action. Make sure all items are correct. Press continue if you want to proceed.
Click Continue. This instantly pushes the work orders to the Make module for your production floor to begin assembly.

Make to Order

Notes

Dynamic linking. Using these shortcuts is highly recommended because the system automatically links the resulting PO or MO to the original Sales Order. You can track their progress anytime via the Related Orders tab in the Sales Order view.

MOQ overrides. Pay attention to the MOQ column in the Buy to Order modal. Even if you only need 2 units for the sale, if the supplier has an MOQ of 10, the system will require you to purchase at least 10 units.

Best Practices

Empower the sales team. Train your sales representatives to trigger the Buy to Order and Make to Order drafts themselves while they are on the phone with the customer. This shaves days off the fulfillment cycle compared to waiting for a dedicated procurement manager to review the order later.

Favor batching for common items. If an Out of Stock item is a highly popular product, encourage your team to select Make Batch or Buy Batch instead of to Order. Building or buying one extra unit takes almost as much administrative effort as building fifty; leverage economies of scale whenever possible.

Review supplier dropdowns. When using the Buy to Order modal, always verify the selected Supplier. If your primary supplier has a long lead time, switch the dropdown to a faster, secondary supplier to ensure the customer receives their order on time.

Sell

Dashboard and table

The table columns

The main table lists all Quotes (QO) and Sales Orders (SO) in a unified view. You can use the filter boxes beneath each column header to search for specific orders, customers, or date ranges.

Priority: A numerical ranking system to dictate fulfillment order.
Order Number: The unique identifier for the transaction. Prefixed with QO- for Quotes and SO- for Sales Orders.
Customer: The client purchasing the goods.
Assigned to: The internal team member or sales representative managing this order.
Order Total: The total financial value of the quote or order. (Note: The top right of the dashboard displays the Total Order Value for all filtered items currently in view).
Issue Date: The date the quote or order was created.
Due Date: The promised delivery or fulfillment date. The system will automatically apply a red Overdue badge if this date passes.
Site: The specific branch or physical location responsible for fulfilling the order.
Sales Items: A critical stock indicator. It shows if the final products being sold are In Stock, Out of Stock, or Expected (with a date).
Ingredients: If the product needs to be manufactured, this column shows if the raw materials required to build it are In Stock or Out of Stock.
Status: The current stage of the order's lifecycle (e.g., Complete, Cancelled, Quote Sent, Waiting for Payment).

Changing and adding of new site

At the top left of the dashboard, you will find the Site dropdown. This allows you to filter the entire sales board to a specific physical location.

Click the Site dropdown and select + Add new site.
An Add a new site modal will appear.
Fill in the Site Details including Site Name, Legal Name, Address, and the operating Currency.
Under Site Functions, check the boxes for the modules this specific site will utilize.
Click Add.

Site dropdown

Updating of rank or priority

To help your fulfillment and manufacturing teams know what to work on first, you can easily change the priority of an order directly from the table.

Click the dropdown arrow next to the number in the Priority column.
Select a new number from the list, or select Input Rank to type a specific number.
The system will instantly reorder the list, and a green confirmation banner will appear at the top: QO-20260113-0234 has been moved to Rank X. Other items are adjusted accordingly.

Updating of status

You can progress an order through its lifecycle without opening the full document.

Click on the badge in the Status column for the relevant row.
Select the new status from the dropdown menu (options include: Quote Draft, Quote Sent, Waiting for Payment, Ready to Make, Mark as Paid).
The badge will update immediately, signaling the next department to take action.

Status dropdown

Best Practices

Action the Out of Stock items. If a row shows Out of Stock under the Sales Items or Ingredients columns, you can click directly on that red badge. A popup will allow you to instantly generate a Make Batch, Make to Order, or Buy to Order command to resolve the shortage.

Monitor overdue dates daily. Sort the table by the Due Date column at the start of every shift. Any row with a red Overdue badge should be investigated immediately by the assigned sales rep to manage customer expectations.

Use Priority for production. Train your sales team to use the Priority column. If a client pays for expedited shipping, bumping their Sales Order to Rank 1 ensures the manufacturing floor prioritizes building their items first.

Create quotation and sales order

Creating of quotation order

To start, click the + New Quote/Sales Order button on the top right of the Sell dashboard. By default, the toggle at the top of the screen will be set to Quote.

Form and table elements

The Quote creation page is divided into logical blocks to help you build the document systematically.

Header information
- Ship To: Click the edit icon (pencil) to select or input the customer's delivery address and contact information (e.g., Pacific Grains, Laurence Heitman).
- Vendor: Click the edit icon to select which of your internal legal entities or branches is selling the goods.
- Assigned To: The sales representative responsible for this account.
- Issue Date & Due Date: The date the quote is generated and the date the proposed delivery or pricing expires.
Items table
- Click + Add Item to select the products or services you are quoting.
- Items, Type, Unit, Quantity: Define exactly what and how much you are selling.
- Ingredients & Item (Stock Status): These columns are the most powerful feature of the Sell module. They show real-time stock levels for the final Item and its raw Ingredients. A green In Stock badge means you can fulfill the quote immediately. A red Out of Stock badge warns you that manufacturing or purchasing will be required.
- Cost, Tax Rate, Total: Financial fields that auto-calculate based on your master item list pricing.
Financial Summary: Located at the bottom right, this block automatically calculates your Subtotal, Tax, Shipping, and final Total.
Action Buttons: Use Save Draft to keep working later, Download to export a PDF for the client, or Create Order to log the quote into the system.

Creating of sales order

A Sales Order (SO) is a legally binding document confirming a sale. When a Sales Order is created, the system officially reserves the Items in your inventory, changing their status to Committed.

To create a Sales Order, you can either convert an existing Quote or create one from scratch by clicking + New Quote/Sales Order and switching the top toggle to Sales Order.

Form and table elements

Resolving Out of Stock items:

If your table displays a red Out of Stock badge under the Sales Items or Ingredients columns, you can resolve the shortage directly from this screen.

Click the red Out of Stock badge.
A small action menu will appear.
For final products (Sales Items), select Make Batch or Make to Order to instantly push a manufacturing request to the Make module.
For raw materials (Ingredients), select Buy Batch or Buy to Order to push a purchasing request to the Buy module.

Payment terms

To ensure your finance team knows when to expect revenue, you must define the payment structure.

Use the Payment Terms dropdown in the top right header block.
Select the agreed-upon condition, such as 100% Upfront, 50% / 50%, or 100% Prior Shipping.

Delivery tracking

Once the Sales Order is packed and ready to leave your facility, you need to provide logistical details.

Delivery Details: Click the edit icon to add specific delivery instructions for the courier or the receiving staff (e.g., Proceed to Basement 2 Receiving Area. Let the staff there handle the receiving).
Add Tracking: Click this button to open the Delivery Tracking modal. Paste the courier's tracking URL into the Tracker Link field and click Add. This embeds the live tracking link directly into the Sales Order for easy reference.

Notes

No data loss on toggle. Switching the toggle at the top of the screen between Quote and Sales Order retains all the information you have filled in. You can easily build a quote, wait for verbal approval, and toggle it to an order without retyping anything.

Instant allocation. The moment you click Create Order for a Sales Order, the system instantly deducts the item quantities from your Available stock and moves them into Committed stock. They are officially reserved for that customer.

Interactive badges. The red Out of Stock badges in the items table are not just static warnings; they are active shortcut buttons. Clicking them connects you directly to the Make and Buy modules to resolve the shortage.

Best Practices

Set quote expirations. Always use the Due Date field on a Quotation to establish a firm expiration date for your proposed pricing. This protects your margins if the cost of raw materials suddenly spikes before the customer makes a decision.

Action shortages immediately. Never create a Sales Order while ignoring red Out of Stock badges. Train your sales team to click those badges and instantly trigger a Make to Order or Buy to Order workflow. Failing to do this causes immediate fulfillment bottlenecks.

Verify payment terms. Always double-check the Payment Terms dropdown before finalizing a Sales Order. Accidentally selecting 100% Prior Shipping instead of 50% / 50% will cause your logistics team to withhold the delivery, potentially angering the customer.

Centralize logistics communication. Make it a strict company policy to use the Add Tracking button and Delivery Details fields once an order is dispatched. This stops the sales team from constantly interrupting the warehouse staff to ask for shipping updates.

View sales order

The detailed view is divided into three distinct tabs: General Information, Related Orders, and Order History.

General information

The General Information tab provides a complete snapshot of the customer's request and its current logistical state.

Header Data: Displays the customer details (Ship To), the selling entity (Vendor), the sales representative (Assigned To), and critical dates (Issue Date and Due Date).
Payment Terms: Displays the agreed-upon payment structure (e.g., 100% Upfront).
Items Table: This is the most interactive part of the page. It details exactly what the customer ordered, the quantities, the pricing, and the live stock status. If an item is flagged with a red Out of Stock badge, it requires immediate action before the order can be fulfilled.
Delivery: Displays specific delivery instructions and contains the Add Tracking button to input courier URLs once the order ships.
Financial Summary: The bottom right block summarizes the Subtotal, Tax, Shipping, and final Total.

Updating of status

Managing the lifecycle of the Sales Order happens directly from the General Information tab using the Actions dropdown located at the top of the page, next to the current status badge.

Click the Actions dropdown.
Select the appropriate next step. The menu dynamically changes based on the order's current state.
- Resolving shortages: If items are missing, the menu provides shortcuts like Make Batch, Make to Order, or Buy to Order.
- Progressing the sale: You can move the order to Waiting for Payment or Mark as Paid.
When you select a state-changing action, an Update Status modal will appear. It asks you to confirm: You are about to update the status of this order from [previous status] to [present status]. Press continue if you want to proceed.
Click Continue to apply the change.

Related orders

Because the Sell module is deeply integrated with the rest of FabHub, a single Sales Order often triggers purchasing or manufacturing tasks. The Related Orders tab acts as the connective tissue.

If you generated a Buy to Order or Make Batch command to fulfill an Out of Stock item on this Sales Order, those child orders are automatically listed here.

Elements: The table displays the ID# of the child order (prefixed with PO# for Purchase Orders or MO# for Manufacturing Orders), along with their respective Issue Date, Due Date, and Status.
Navigation: You do not need to hunt through the Make or Buy modules to see if the parts are ready. You can track the status of the manufacturing or purchasing process directly from this tab.

Order history

The Order History tab provides an immutable audit trail for the entire lifecycle of the Sales Order. It is essential for accountability and troubleshooting.

Elements: The log is broken down by Date (timestamped to the minute), Action Owner (the specific user who made the change), and the Log description.
Tracked Actions: The system automatically logs status changes, the addition of tracking links, and the automated generation of related POs or MOs (e.g., Paul Westfield created PO draft PO-20160115-048 via Buy to Order).

Notes

Dynamic actions menu. The options in the Actions dropdown are context-aware. If all your items are In Stock, the system will not clutter your menu with Make Batch options.

Automated linkage. You do not have to manually link a Purchase Order to a Sales Order. If you trigger the PO directly from the Out of Stock badge on the Sales Order, the system permanently links them in the Related Orders tab.

Best Practices

Check Related Orders before contacting customers. If a customer calls for a status update on a delayed order, always check the Related Orders tab first. If you see a linked Manufacturing Order (MO) that has a Cancelled or Overdue status, you immediately know where the bottleneck is without having to leave your desk or call the warehouse.

Rely on the audit log for disputes. If there is internal confusion about why an order was delayed or who authorized a status change, consult the Order History tab. It prevents finger-pointing by showing exactly who clicked the button and when.

Pace the status updates. Do not skip statuses just to clear your board. If an order requires upfront payment, ensure it sits in Waiting for Payment until finance clears it. Moving it directly to a fulfillment status prematurely can result in shipping goods before cash is received.

Resolving inventory shortages

You can activate these shortcuts from two places:

The Sell dashboard table: By clicking the red Out of Stock badge under the Sales Items or Ingredients columns.
Inside a Sales Order: By clicking the red Out of Stock badge within the Items table on the General Information tab.

Buy to Order and Buy Batch

Selecting either option opens the Buy to Order modal:

Item Breakdown: The modal lists the parent products required for the sale (e.g., Smart Grain Sorting Mechanism). Clicking the arrow expands the card to show all the missing Ingredients needed to fulfill it.
Supplier Selection: For each missing ingredient, use the Supplier dropdown to select the appropriate vendor.
Quantities & Cost: The table displays the MOQ (Minimum Order Quantity) required by the supplier, the Quantity you need, and the calculated Amount.
Financial Summary: Each parent item card shows a Total Ingredient/s Cost. The bottom right of the modal calculates the overall Subtotal, Tax, and Total for the entire proposed purchase.
Execution: Click the Create PO Draft button. This instantly generates a pending Purchase Order in the Buy module, linked directly to this Sales Order.

Buy to Order

Make to Order and Make Batch

Selecting either option opens the Make to Order modal:

Production Breakdown: The modal lists the final products that need to be built (e.g., Precision Grain Analyzer). Expanding the card reveals the Ingredients required from your inventory to build it, along with their Quantity and Amount.
Cost Allocation: For precise margin tracking, each item card separates the costs into Total Material Cost, Total Manufacturing Cost (labor/overhead), and a final Total Cost.
Financial Summary: The bottom right block summarizes the Subtotal, Tax, and overall Total for the entire production run.
Execution: Click the Create Manufacturing Group Order button. An Update Status confirmation modal will appear asking you to confirm: You are about to proceed with this action. Make sure all items are correct. Press continue if you want to proceed.
Click Continue. This instantly pushes the work orders to the Make module for your production floor to begin assembly.

Make to Order

Notes

Dynamic linking. Using these shortcuts is highly recommended because the system automatically links the resulting PO or MO to the original Sales Order. You can track their progress anytime via the Related Orders tab in the Sales Order view.

MOQ overrides. Pay attention to the MOQ column in the Buy to Order modal. Even if you only need 2 units for the sale, if the supplier has an MOQ of 10, the system will require you to purchase at least 10 units.

Best Practices

Empower the sales team. Train your sales representatives to trigger the Buy to Order and Make to Order drafts themselves while they are on the phone with the customer. This shaves days off the fulfillment cycle compared to waiting for a dedicated procurement manager to review the order later.

Favor batching for common items. If an Out of Stock item is a highly popular product, encourage your team to select Make Batch or Buy Batch instead of to Order. Building or buying one extra unit takes almost as much administrative effort as building fifty; leverage economies of scale whenever possible.

Review supplier dropdowns. When using the Buy to Order modal, always verify the selected Supplier. If your primary supplier has a long lead time, switch the dropdown to a faster, secondary supplier to ensure the customer receives their order on time.