Introduction

Canix has an extensive Sales Management platform, that allows you to create, fulfill, and manage sales orders, send invoices, and integrate with multiple accounting platforms. 

In this Guide we will review all of the different ways that you can: 

• Create Sales Orders 
• Fulfill Sales Orders 
• Configure Sales Orders 
• Customize Invoices 
• And much more 

Creating Sales Orders 

Canix has many different ways to create Sales Orders. Your own Company's specific process for selling will determine what is the best way for your organization. 

1. Creating Sales Orders from the Sales Orders screen - this is best if you are not selling specific inventory, but general items. 
2. Creating Sales Orders from Packages  - this is best if you are selling specific Packages to a customer. 
3. Creating Sales Orders from Inventory Availability  - This is typically used if do not want to create a sales order for any inventory that is not available at the time.
4. Create Sales Order from LeafLink - used if you are importing orders already created in LeafLink. Please see our LeafLink Guide for more information here. 

Creating Sales Orders from the Sales Orders Screen

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. Customers can be searched by their Legal or DBA name. 

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.

Creating Sales Orders from the Packages Screen

Typically, you will do this if you already know the specific packages you'd like to sell to a customer. 

Note that you can also "scan" for packages on the Package screen. 

1. Navigate to Inventory -> Packages
2. Select the Packages you'd like to add to a Sales Order, then click "Create Sales Order".
   1. Ensure that the packages you'd like to add to a Sales Order are "Available to Sell" or another status with "Available to Sell" Permissions. 

The next screen will take you to a sales order with line items already filled out, and packages already added for each corresponding line item. 

Add the customer, and fill out the remainder of the Sales Order 

Creating Sales Orders from the Inventory Availability Screen

Navigate to Inventory -> Availability. 

The "Available to Sell" view will show you the Total Packages that you have Available to Sell, as well as how much has already been Ordered, and remains Unordered. 

Typically, Sales Representatives utilize this view to understand how much of their Inventory is unordered.

You have two options on this screen: 

• Create Sales Orders by Items - in this method, you will create sales orders with just line items on each sales order, and no packages

•  Create Sales Orders by Packages - in this method, you will create sales orders with packages on each sales order. Expand each Item Row to reveal the Packages that comprise the "Total for Sale" column. 
  • Click on the packages, and say "Create Sales Order". 

Sales Order Components

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.

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.

Marking Promotional Items on Sales Orders

The Promo Item Toggle allows you to designate specific line items on your Sales Orders as promotional. This ensures that promotional pricing for these items does not carry over to future orders, helping maintain accurate and compliant pricing.

How to Use the Promo Item Toggle:

1. Navigate to the Sales Order you wish to edit or create a new Sales Order.

2. Locate the specific line item you'd like to mark as promotional.

3. Toggle the Promo item switch to the "on" position.

Important Considerations:

• Promotional item pricing will not be remembered or suggested for subsequent Sales Orders.

• The Promo item toggle itself is not retained from order to order and must be activated manually for each promotional instance.

• Items marked as promotional will display a clear "Promo Item" label next to the item name on invoices and PDF quotes, making it easy to identify these items for both your team and your customers.

This feature replaces the previous "Mark as Sample" action to comply with updated regulations and streamline your Sales Order process.

Non-Cannabis Inventory

Non-Cannabis Inventory Items can be added to Sales Orders. This helps manage Non-Cannabis quantities and track sales of products such as t-shirts, lighters, or other merchandise. 

Non-Cannabis Items are delineated in the Sales Order and Sales Order search bar with their SKU name in brackets:

Currently, there is no way to remove Non-Cannabis Inventory from the Sales Order search.

Important to note: Once Non-Cannabis Inventory is added to an active Sales Order, the quantity added to the order will immediately be deducted from the active quantity of the Non-Cannabis Item. 

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

Certificates of Authenticity (COAs)

Any Package that has a Certificate of Authenticity (COA) on it will automatically add that COA to the Sales Order. 

After you generate an invoice, you will see "Package COAS (ZIP)" as an option to download. 

This will download all the COAs from all Packages on the Sales Order in a Zip File. 

Fulfilling Sales Orders 

Canix uses the term "Fulfilling Sales Orders" to denote adding Packages to a Sales Order. 

There are many different ways to add Packages to a Sales Order. You should pick the method that works best for your operation. 

• Scanning Packages into Sales Orders
• Copy and Pasting Packages onto Sales Orders
• Manually adding Packages to a Sales Order

Scanning Packages into Sales Orders

In this way, you can attach a Bluetooth scanner and automatically scan packages onto the sales order. 

You can either fulfill line items on a sales order, or add new line items to a sales order via scanning with packages. 

Copy and Pasting Tags onto a Sales Order 

Streamline the process of updating and fulfilling large Sales Orders with the enhanced Fulfillment Mode. This functionality simplifies and accelerates order management by allowing bulk upload of package tags directly into your inventory search via CSV file or a simple copy-and-paste action.

How to Update Sales Orders Through Copy and Paste:

1. Activate Fulfillment Mode:

   • Navigate to your inventory search.

   • Toggle on the “Fulfillment mode” option.

2. Uploading Package Tags:

   • Copy & Paste: You can copy a list of package tags directly into the input field.

   • Drag & Drop CSV: Alternatively, drag and drop a CSV file containing your package tags into the designated area.

3. Validation and Alerts:

   • Upon upload, automatic validation checks each package tag for availability and uniqueness within your facility.

   • If there are more than 10 invalid tags, you'll see a summarized alert that expands for detailed inspection, clearly outlining specific issues such as:

     • Tags already allocated on another sales order

     • Tags not available to sell

     • Items not present on the sales order (when "Automatically add items" is disabled)

4. Preserving CSV Order:

   • Uploaded package tags maintain the same order as your CSV, ensuring consistency and ease of tracking within your Sales Order.

Benefits:

• Efficiency: Rapidly update large orders without manual tag entry.

• Accuracy: Immediate validation reduces errors, ensuring tags are ready for fulfillment.

• Clarity: Detailed alerts make identifying and correcting errors simple.

Use Fulfillment Mode to optimize your Sales Order processes, improving productivity and accuracy during critical sales periods.

Auto-Allocate Packages onto Sales Order

1. After you have created a Sales Order and added line items of products to be sold, select the ellipse at the end of the product search bar to Auto Allocate Packages 
2. A window will appear for you to confirm the Starting Package Tag to be used in the event that packages need to be split to fulfill the order. After confirming the Starting Tag is correct, select Auto Allocate.
   
   
3. This will automatically allocate packages for each line item, splitting packages as necessary. To review the unsubmitted packages select, Review Unsubmitted Packages. 

    

4. Clicking Review Unsubmitted Packages will open a side panel of all of the package details. Here you will have the option to select "Change Source" to change the source package. After reviewing the details, select Submit to create the unsubmitted packages. 
   

Manually Adding Packages to Sales Orders

Select Add Packages below each line item to view packages with the Available to Sell package status, or a custom status with the same permissions.

To assign packages in bulk, learn more about Scanning Packages onto Sales Orders or Auto-Allocating Packages.

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.
   
   

Managing Sales Orders

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 / Unlock 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.

Archive Sales Orders 

Archive a Sales Order by Updating the status of the Sales Order to "Archived" 

This will move the sales order out of the "Active" view and to the "Archived" view. Customers do this when the sales order has been finished out and no more action needs to be taken on it. 

Sales Order Configurations

Load Sales Order Data

Navigate to Admin > Facility Management and select a facility to manage the sales order settings.

In facility settings, you can choose how you want Sales Order data to pre-fill

• By Customer (Default): Prefills details from the last order created for that specific customer
• By Last Sales Order:
   Prefills details from the most recent order created, regardless of customer

• Line Item Prices
• Payment Terms
• Additional Payment Notes
• Terms & Conditions
• Return Policy

What's Always Prefilled?

• Sales Representative (prefilled with the user creating the Sales Order)
• Order Date (prefilled with today's date)

What's Never Prefilled?

• Internal Notes
• Delivery Date

Sort Packages on Sales Order 

In Facility settings, you will also be able to select the order in which packages are sorted on a Sales Order.  You have two selections:

• Alphanumeric
• Order Added to Sales Order

Sort Items on Sales Order 

In Facility settings, you will also be able to select the order in which items are added to a Sales Order. 

• Newest First - this will automatically add the newest item that you add to the Sales Order on top. 
• Oldest First - this will add the the newest item to the bottom of the sales order. 

Sales Price Lists

Creating and assigning Sales Price Lists in Canix streamlines the process of managing item pricing for various customers.

Here's a step-by-step guide:​

Creating a New Sales Price List

1. Navigate to Sales Price Lists:

   • Go to Admin > Facility Data > Sales Price Lists.
   • Click on Actions > + Create Price List.​

2. Define Price List Details:

   • Enter a unique name for your Price List.​
   • Optionally, provide a description.​
   • Click Next.​
3.  Add Items to the Price List:
   • Select Actions > + Add Item.​
   • Choose an existing item to include.​
   • Click Add.​
4.  Set Item Pricing:
   • For each added item, specify the Unit Price, Quantity, and Unit Type.​
   • Click Save to finalize your Sales Price List.​

Assigning Sales Price Lists to Customers

You can assign a Sales Price List through the Sales Price List itself, the Customers section, or directly within a Sales Order.

From the Sales Price List:

1. Add Customers:

   • Within your created Sales Price List, click + Add Customers.​

2. Select Customers:

   • Choose the customers to assign to this Price List.​

Through the Customers Section:

1. Access Customers:

   • Navigate to Sales > Customers > Current.​

2. Select Customer(s):

   • Choose one or multiple customers.​

3. Assign Price List:

   • Click Actions > + Assign Price List.​
   • Search for and select the desired Sales Price List.​
   • Click Assign to apply.

Within a Sales Order:

1. Open or Create a Sales Order:

   • Go to Sales > Sales Orders.​
   • Select an existing order or create a new one.​

2. Assign Price List:

   • In the Order Details section, find Sales Price List.​
   • Click Select Price List.​
   • Choose the appropriate Price List and click Assign.​

Customize Sales Order Search 

 In Canix, you have the ability to customize what Items appear in your Sales Order Item Search below. 

Your options are: 

• All Items, with or Without Active Packages 
• All Active Items and Only Inactive Items with Active Packages 
• All Active Items and only Inactive Items with Available to Sell Packages
• All Items with Active Packages
• All Items with "Available to Sell" Packages

You can also customize the Sales Order Search so that Only "Finished Goods" items will appear in sales orders.  

Terminology 

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.