Creating Sales Orders

Sales orders track what your customers are buying. You can create an order, add line items, choose lots for fulfillment, send an invoice, and accept payment from the customer order page.

How to Get There

Go to Sell > Sales Orders in the sidebar. You can also create orders from the home page using the Invoice Customer quick action button, or from a customer record.

Creating a New Order

1. Click + New or use the Invoice Customer button on the home page.
2. Select a customer — Choose from your customer list (or create a new one).
3. Click Continue. Peasy creates the order and opens it inside that customer's page.
4. Add line items — Select products from your catalog, enter quantities and prices.
5. Review the total. Most fields save automatically as you work.

If the sale belongs to a sales outlet such as a farmers market, storefront, or POS, use the optional Channel field in the new-order modal. Channel tags the order for reporting by outlet; it does not replace the customer on the order.

Tip: Need to apply a discount or credit? Add a line with a negative unit price (e.g. -$10.00). The negative line reduces the order subtotal.

Order Statuses

Sales orders have two status axes:

Order status:

Payment status (tracked separately on the invoice):

Use the badge dropdowns in the order header to update the order status and billing status.

Invoices

Invoices are created from the customer order page:

1. Open the order from Sell > Sales Orders or from the customer page.
2. Click Create Invoice to generate an invoice for the order.
3. Choose which line items and quantities to include — one order can have multiple invoices.
4. Once an invoice exists, use the invoice actions to send it to the customer.

If all line items on the order have already been invoiced, the Create Invoice button is disabled and a tooltip reads "All items have been invoiced."

Invoices for each order are managed on the Sell > Invoices page — see Managing Invoices.

Editing Orders

Click on any order to open it on the customer page. From there you can:

• Add or remove line items
• Change quantities and prices
• Update the order and billing status from the header badge dropdowns
• Change the Channel reporting tag from the order detail panel
• Add notes
• Delete the order if it was created by mistake

Most fields save automatically.

The order URL includes the customer context, so shared links open back to the same customer order page.

Showing Description and Lot ID Fields

The items section has a gear icon next to the card/row layout toggle. Click it to open Line fields, then turn on:

• Description — Shows a description field on every order line.
• Lot ID — Shows the lot picker on every order line.

These settings are saved for your company, so the same fields appear the next time you or a teammate opens the sales-order items section.

If you leave a field hidden, you can still use it from the line's hover actions or ⋮ menu when that line needs extra detail.

Choosing the Ship From Location

If your business has more than one location, each sales order has a Ship from field that picks the location the order ships from. The field appears in the order details panel above Tracking.

Peasy fills it in for you when the order is created:

1. If the customer has a default ship-from location, the order uses that.
2. Otherwise the order falls back to your entity's default location.

You can change the location on any order at any time — just click the field and pick a new one. The change saves automatically. Businesses with a single location won't see this field.

Picking Lots for Order Lines

If an item is lot-tracked, use the Lot cell on the order line to choose which batch should ship. Click the cell and pick from the dropdown. Regular sales orders use manual lot selection; Shopify orders can use automatic FIFO when that Shopify setting is enabled.

Adding Samples to Orders

You can add sample products directly to a sales order for tracking purposes. Samples are free line items that deduct inventory but don't affect the order total — perfect for tracking what you've sent to prospects without creating revenue.

Add a Sample Item

1. Open the order on the customer page.
2. Click Add Sample in the products section.
3. Select the product you're sending as a sample.
4. Optionally create a tracking thread in Tasks & Notes to follow up on the sample.

The sample appears on the order with a sample badge. Inventory is deducted when the order is fulfilled, but the line item shows $0.

Mark an Existing Line Item as a Sample

If you've already added an item to an order and want to mark it as a sample:

1. Click the ⋮ menu (three dots) on the line item row.
2. Select Mark as Sample.
3. The item price becomes $0 and a sample badge appears.

To remove the sample designation, click the ⋮ menu again and select Remove Sample.

Sample Badges and Tracking

Sample line items display a flask icon badge. Clicking the badge shows:

• Which tracking thread is linked (if you created one)
• Quick navigation to the thread to log follow-ups

Samples reduce your inventory just like regular sales, but they don't create revenue — so your reports stay accurate.

Uploading Order Documents

You can upload order documents (like customer POs or signed quotes) directly to an order using the upload button. Peasy processes PDFs and images and helps extract the details.

CSV, TSV, XLS, and XLSX files do not attach to a sales order — they always go through Data Imports so the column mapping can be saved and reused. Drop a spreadsheet on the Sales Orders upload area (or paste tabular text) and Peasy hands it off to the Data Imports wizard inside the same flow. Map the columns once, finalize, and the staged orders land in your Inbox for review. See Reusable Spreadsheet Data Imports.

QuickBooks Sync

If you've connected QuickBooks, you can sync invoices:

• Use the Sync to QuickBooks option from the invoice detail panel
• Keep your accounting records up to date automatically

Filtering Orders

• Status filter — Show only draft, open, paid, etc.
• Customer filter — See orders from a specific customer
• Date range — Filter by order date
• Quick filter — "New" shows recently created orders

If you use the same filters or table columns often, click Save View to save that setup. Saved view chips appear next to the built-in order filters at the top of the page.

Common Questions

What's the difference between a sales order and an invoice? A sales order tracks the full lifecycle of a customer order. An invoice is the payment request generated from that order. In Peasy, invoices are separate entities — one order can have multiple invoices. Manage invoices on the Sell > Invoices page.

Can I edit an order after it's been fulfilled? You can still edit pricing, add notes, or upload documents on a fulfilled order. However, changing line items or quantities after fulfillment may affect your inventory records, so it's best to make corrections before marking items as shipped.

Does Peasy support backorders? If you create a sales order for more than you have in stock, Peasy lets you proceed — it doesn't block the order. You'll see the stock status on the order, and you can fulfill it once inventory is available.

How does sales order numbering work? Peasy auto-generates sequential order numbers (SO-0001, SO-0002, etc.). You can also add a customer PO number as a reference if your buyer provides one.

Good to Know

• Orders are linked to inventory — when an order is created, the items are "pending" against your available inventory. See Understanding Availability.
• The red badge on Orders shows new, unreviewed orders (typically from incoming emails or Shopify).
• You can create orders from uploaded documents — PDF purchase orders from customers are processed automatically.

Related

• Managing Customers — Your customer list
• Managing Your Catalog — Products and pricing
• Managing Invoices — View, send, and track all invoices
• Saving Views for Orders and Invoices — Save table filters and columns you use often
• Storefront — Let customers place orders directly
• Payments Overview — Accepting payments