Creating and Managing Sales Orders (SOs)

Sales Orders (SOs) are seller-owned documents that manage orders received from buyers. An SO reflects the buyer's Purchase Order and serves as your fulfillment commitment. Each Order can have a maximum of 1 Sales Order, but you can create multiple invoices and delivery records from a single SO.

When a buyer sends a Purchase Order, Quotable automatically creates a corresponding Sales Order with status Pending Acceptance. All PO details pre-populate including buyer information, line items, pricing, terms, and delivery requirements.
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For buyers not using Quotable AI, create Manual Sales Orders directly. Go to Sales Orders → Create Sales Order. Enter buyer and order details manually. Useful for manual quote conversions or offline orders.

Pending Acceptance: Auto-created from buyer's PO, awaiting your review and acceptance.

Sent: You accepted the SO and sent it to buyer. Order confirmed and ready for fulfillment.

Shipped: Order shipped to buyer. Updates when you create Delivery Record and mark as shipped.

Partially Delivered: Some items delivered, others pending. Appears with multiple deliveries.

Fully Delivered: All items successfully delivered. Updates when all deliveries confirmed.

Completed: Fully fulfilled and all payments verified. Final status for completed orders.

Cancelled: Order cancelled. Happens automatically when buyer cancels PO—stop fulfillment immediately.

Archive: Archived for record-keeping. Removed from active views but accessible for history.

View all orders with metrics: Total Sales, Paid, Unpaid amounts. Filter by status: All Sales, Pending Acceptance, Sent, Completed, Cancelled, Archive. Search by SO number or buyer name.

Review auto-generated SO with Pending Acceptance status. Verify quantities, pricing, and delivery dates. Click Accept to confirm (status → Sent) or Reject if you cannot fulfill.

View linked documents: RFQ, Quote, Purchase Order, Invoice. Provides complete transaction visibility from quote to payment.

Click Create Invoice from SO detail page. All details auto-populate. You can create multiple invoices from one SO if billing in phases.
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Click Create Delivery Record from SO. Add courier details and tracking. SO status updates automatically: Sent → Shipped → Partially Delivered → Fully Delivered based on delivery progress.

Current Limitation: SOs cannot be edited in the current version. If changes needed, buyers must edit their Purchase Order.
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Coming Soon: SO editing will be available in December 2025

When buyers cancel their Purchase Order, your Sales Order automatically cancels. Status updates to Cancelled immediately in your dashboard. Stop all fulfillment activities including inventory allocation, procurement, and shipment preparation.

Single Delivery: Sent → Shipped → Fully Delivered → Completed

​Multiple Deliveries: Sent → Shipped → Partially Delivered (as some complete) → Fully Delivered (when all complete) → Completed

Manage orders efficiently from PO acceptance through delivery to completion with automatic status tracking and complete workflow visibility.