Create a Sales Order

On the Canix Web Application:

1. Navigate to Sales > Sales Orders > Actions > Create Order.
   
   
   
   

2. Begin typing in the Customer search bar in the Order Details section to find an existing customer, or create a new customer. You can also create new customers by going to Sales > Customers to use here in the future.

3. Use the Product Search at the top of the Order to search for products to add the the Sales Order.
   Note: the Sales Order search results will be based on the configuration selected in Facility Management. By default All active items & only inactive items with active packages will be selected. Meaning that Canix will show active items, even if no associated packages and shows inactive items with active packages.

   Once added, you can edit pricing, quantity, and units. The quantity available is displayed below the item. Add Notes to add any additional details. 

4. Add the Delivery Date, Payment Due Date, Custom Payment Terms and Additional Payment Notes if necessary. (Note: These Payment Terms will also reflect on the downloadable Invoice.)
   
   

5. Click on Discounts at the bottom of the Sales Order to add discounts. The reason for adding a discount is required but is not displayed on the order itself. You can enter N/A if there is no discount reason in order to add it.

6. Click on Taxes to edit the tax rate.

7. Click Create to save the Sales Order.

   Once created, you can click on the Sales Order number to print invoices, record payment and create transfer manifests.

Order Details

• The Order Details section of the Sales Order is home to important information about the order like Customer, Delivery Date, and Sales Representative. It lives at the top of the Sales Order to provide a better horizontal view for all line items added to your order.

  • Order Date Field - This field is pre-filled with the current date when creating a new Sales Order. If necessary, you can adjust this date to reflect the accurate order date.

  • View Full Customer Details - While the full customer profile isn't displayed on the main Sales Order screen, a “View Full Customer Details” hyperlink allows you to quickly access the Customer’s full profile, including contact information, order history, and other key details.

  • Load Order Data - Use this button to pull in the order information for the last order created for this customer. 

Duplicating Sales Orders

Creating a similar order for the same customer? Save time by Duplicating Sales Orders in Canix.

1. Navigate to Sales > Sales Orders > View: Active 
2. Select a Sales Order you would like to Duplicate in Canix. 
3. Navigate to Actions > Duplicate Order
4.  Duplicating a Sales Order will clone over all Sales Order Details, but feel free to make edits as necessary.  

Alternatively if you are in a Sales Order you would like to Duplicate you can access Actions > Duplicate to duplicate a Sales Order. 

Lock Sales Orders 

Sales Orders may need to be locked to restrict editing a finalized order, or for financial accounting purposes to avoid edits to sales orders in closed periods. Enable user permissions for users who should have access to unlocking sales orders to restrict the number of users who can edit sales orders after a period is locked. 

When a sales order is locked, it will disable the following Sales Order actions: Save, Record Payment, Transfer Actions, Change Status, and Delete Actions. 

To lock and unlock Sales Orders from the Web Application:

1. Navigate to Sales > Sales Orders.
2. Select the Sales Order(s) that you would like to lock. 
3. Select Actions > Lock Orders. 
4. A confirmation window will appear, indicating that once the Sales Order is locked it cannot be edited until unlocked. To confirm select, Lock
5. A lock icon will appear in the Lock Status Column next to the orders that were locked
   
   

Alternatively users can lock and unlock a Sales Order through the Sales Order side panel: 

1. Navigate to Sales > Sales Orders
2. Select the Sales Order you would like to lock
3. Select Actions > Lock Order
   
   

Sales Orders can be unlocked from the same Actions menu either from the Sales Order table, Side Panel or when viewing the Sales Order. Simply Navigate to Actions > Unlock Order

Permissions for locking and unlocking Sales Orders can be enabled in User Permission Groups.

Sales Order Status

Canix provides a feature that assigns a status to each Sales Order. This feature is intended to give you a high-level overview of the state of each Sales Order from the overview page.

• Requested: Order has been placed by a customer in your shop

• Created: Order Created, not yet approved by a supervisor 

• Approved: Approved by a supervisor to be executed for filling/shipment 

• Filled: Packages have been allocated for all order items

  • When the status of your Sales Order gets to this stage, the associated packages will be removed from your Inventory Availability

• Shipped: Transfer has been created, all Items have been shipped to the customer

  • This status will automatically update based on the departure time listed on the Transfer.

• Accepted: Contents were accepted by customer/recipient 

• Archived: Inventory accepted, all payments have been made. Order no longer requires attention

Certain actions, as outlined above will update the status of your Sales Orders. You can also manually update the status of your Sales Order at any time by clicking into the Sales Order and selecting Change next to the Sales Order status.

Alternatively Sales Order Status can also be managed and updated in bulk from the Sales Order Table by selecting one or more Sales Orders that need the status updated. Select Actions > Update Status, enter the new Sales Order Status and select Apply. 

Please note, Sales Order statues will not be passed back to LeafLink.

Sales Orders, Numbers, and IDs

Order Number: This value is a facility-specific number that monotonically increases starting at 0000000001. Order Numbers are customizable in Canix so that you can match your Order Number to your own internal invoicing processes.

ID: A globally unique identifier that is used for both internal and Canix support. This value does not change and is unique across your company. Our team uses this value to help troubleshoot any issues with a specific Sales Order, ensuring that we are referencing the correct report.

Manifest Number: This value is automatically generated when you create an Invoice via the Sales Order page.

Invoice Number: Tied to the Order Number this value can also be customized. Any changes made to the Order Number will be reflected in the Invoice Number.

Sales Order PDF

A Sales Order PDF is generated when confirming the order with a customer prior to the transfer. This differs from a sales invoice in that it is not a request for payment, like an invoice represents. Follow the below instructions for customizing and managing Sales Order PDFs prior to shipment and invoicing.

1. Navigate to the sales order ready for confirmation with a customer
2. Select the button labeled Configure New Sales Order from the Sales Order side panel, or by selecting View Order Details to view the full sales order
3. Select any information that should be on the order, and deselect any fields you want to hide from the order.
   Note: The first sales order PDF for a customer will reference the configuration settings used for the last PDF configured. Any future PDFs generated for a customer will reference the last configuration for that customer.
   • Sales Order Number - This is the same sales order number as the sales order in Canix. The invoice will be generated with the same number, unless edited here or when configuring a new invoice
   • Bill to Details - Enter billing contact information if different than the shipment address or sales contact on the order
   • Inventory Details - Select fields in this section to display line item details and allocated packages on the sales order
   • Sales and Payment Information - Select which order details should be displayed on the order
     • Cost Summary option - When selecting this option, the subtotal details, like taxes, credits and delivery fees, will be hidden on the PDF when $0.
   • Footer - enter text in this field to display at the bottom of your PDF. This may be used for additional company information or policies.
   • Advanced Options - Configure how many lines for signature will appear on the PDF, and whether the package and line item unit cost should display more than 2 decimals.
4. Select Submit to generate a PDF with the latest saved sales order information. 
   Note: Any changes to the sales order details, such as line items, pricing, or policies, will be updated on the Sales Order PDF anytime a new PDF is generated. The PDF does not need to be configured again unless the details displayed about the sales order should change.

Pick List

To expedite your workflow, Canix includes a Pick List on each Sales Order to assist you and your team in managing the sales process.

The Pick List tells the inventory fulfillment team which Packages to pull in order to complete the order. If you split Packages from a Sales Order, you’ll see the source Package and the new Package tag created in the list. Pick Lists also include Non-Cannabis Inventory. 

You can access Pick Lists two ways: 

1. Navigate to Sales > Sales Orders 
2. Select a Sales Order you are creating the Pick List for, this will open the side panel. 
3. Navigate to the first line, Pick List
4. Select Configure New Pick List
   

OR 

1. Navigate to Sales > Sales Orders 
2. Select a Sales Order you are creating the Pick List for, this will open the side panel. 
3. Select View Order Details 
4. Navigate to the first line, Pick List (scroll to the bottom of your Sales Order)
5. Select Configure New Pick List
   

Configure New Pick List by determining what data you would like to be included on this Pick List by checking/unchecking boxes. Then select Submit to generate a new Pick List, it will open in a new window and provide the option to download as a PDF. 
Note: Only line items with packages allocated will appear on the Pick List. Non-Cannabis Inventory will still appear on the Pick List if the option Non-Cannabis Line Items is selected. 

Make a mistake or determine you need to make corrections to the Pick List?

Simply go navigate back to the Pick List section of the Sales Order and select, Pick List Actions:

• Configure New Pick List will allow you to make edits to the existing Pick List and generate a new one. 
• Print or Save Pick List allows you to save or print the Pick List anytime after changes have been made to the Sales Order.  
  
  
   

Add Files

Attachments can be added to sales orders to manage records, such as signed invoices or manifests. Follow the steps below to add files to your sales orders.

1. From the sales order, select the Add Files button at the bottom of the sales order options
   
2. Select Upload on the window that pops up to select a file from your computer
   Note - only 1 file can be selected at a time
3. Once uploaded, the order must be Saved

Allocating Packages no longer Active in your Facility

If creating a sales order after an order has already been transferred, the packages will no longer be active to select from in the Add Packages side panel. To add packages no longer active in your facility, follow the steps below:

1. Select Add Packages on the sales order line item
2. Select Missing a Package on the side panel
3. Search and select the tag number in the modal that appears > select Add
   Note - the tag's item name must match the line item on the order. You will receive an error if the items do not match. To add the package to the order, you will need to add a new line item that matches the package's item name.
   
4. If the tag is already on another sales order, you will receive a warning below the package selected. This will remove the package from the other sales order.
   Note - select the linked order number text to view the sales order. Confirm this is correct to no longer be associated with this order.