Fulfilling Sales Orders

Glossary

Prerequisites & Setup

Step-by-Step Instructions

Important Considerations

System Impacts & Dependencies

Overview: Why We Use This Feature

Canix uses the term “Fulfilling Sales Orders” to denote adding Packages to a Sales Order. Every action in this article attaches specific package tags to the line items on an existing order. Those allocated packages are what drive the rest of the sales workflow: they determine the quantity and price that appear on the Sales Order PDF and Invoice, they populate the Pick List your inventory team works from, and they carry onto the Transfer or manifest created from the order. Once packages have been allocated for all order items, the order status moves to Filled and the associated packages are removed from your Inventory Availability.

There are many different ways to add Packages to a Sales Order. You should pick the method that works best for your operation. Scanning and copy-and-paste move large orders quickly with automatic tag validation, auto-allocation fills line items for you using First In, First Out, and requested sources let a sales rep tell the fulfillment team which specific inventory the customer bought. Actions taken on the order are written to the Sales Order’s Activity History.

The Package weight is the ultimate decider in how much to charge for the order. If you create a line item with 100lbs but only a Package of 1lb, the Sales Order will reflect 1lb sold.

In this article the following actions are covered. For creating Sales Orders, managing and locking them, invoicing, and Sales Order configuration settings, see Guide to Sales Orders in Canix.

Request a Source for a Line Item: Sales representatives often discuss specific packages or lots with their customers based on test results, harvest batches, and more. To make internal communication easier between the sales and fulfillment teams for which inventory customers ordered, Canix supports requesting specific packages, Canix Lot IDs, or production batches when managing a sales order.

Scan Packages onto a Sales Order: Scanning onto Sales Orders streamlines the process of adding items to sales orders by allowing continuous scanning of package tags directly into the system. Attach a Bluetooth scanner and scan packages onto the sales order to fulfill existing line items, or add new line items via scanning with packages.

Copy and Paste Package 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.

Manually Add Packages to a Sales Order: 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. This is also the path for adding a package that is no longer active in your facility.

Auto-Allocate Packages onto a Sales Order: Canix can help fulfill large sales orders quickly by auto-allocating inventory using the First In, First Out method, known as FIFO. This feature will allocate packages with the earliest received date (or created date for non-received packages) and splits the package into the quantity ordered on the line item.

Glossary

• Fulfilling a Sales Order: Adding Packages to a Sales Order so the ordered line item quantities are backed by real inventory.
• Line Item: A product or item added to a Sales Order, with its own quantity, unit, and price. Packages are allocated against line items, not against the order as a whole.
• Allocate: To attach a specific package to a line item on a Sales Order.
• Available to Sell: The package status required for a package to appear in the Add Packages side panel. A custom status with the same permissions also qualifies.
• Unordered: The sum of Available to Sell packages of the Item or Product, minus the Ordered quantity on Created, Approved, and Filled Sales Orders. This is the quantity shown as Available on the Sales Order search bar and underneath each line item.
• Scanning Mode: A toggle in the Sales Order search bar that allows users to continuously scan tags to add items to a sales order.
• Automatic add items: A toggle used to automatically add Line Items to your orders from the packages you scan, even if the Items are not already on the order.
• Invalid Tag: A scanned or pasted tag that cannot be added to the sales order, listed at the top of the order with the reason for invalidity.
• Fulfillment Mode: A toggle on the inventory search that accepts a pasted list of package tags or a dropped CSV file and validates them against the order.
• Auto Allocate: The action that fills each line item automatically using FIFO, splitting packages as necessary.
• FIFO (First In, First Out): The allocation method Canix uses when auto-allocating, taking packages with the earliest received date, or created date for non-received packages.
• Starting Package Tag: The tag Canix begins from when it needs to create new package tags to split packages during auto-allocation.
• Unsubmitted Package: A package created during auto-allocation that has not yet been reviewed and submitted by the user. Allocation is not complete until these are submitted.
• Change Source: The option in the Review Unsubmitted Packages side panel used to swap the source package Canix selected.
• Request Source: The line item action a sales rep uses to flag the specific package tag, Lot ID, or production batch a customer ordered.
• Lot ID: A Canix identifier that groups inventory sharing a common origin, selectable as a request type in the Request Source side panel.
• Production Batch: The batch a package was produced in, selectable as a request type in the Request Source side panel.
• Trade Sample: A package designation required in New York for sample inventory before auto-allocation will run.
• Retailer Sample: A designation applied to packages on the Sales Order, required in New York alongside Trade Sample packages.

Prerequisites & Setup

Before beginning, ensure the following requirements are met:

• Permissions: the following permissions control Sales Order fulfillment actions. Analyze & Support > Admin & Settings > Permission Groups > Sales > Sales Orders:

• View Sales Orders
• Edit Sales Orders

• This permission covers adding, scanning, pasting, and auto-allocating packages onto an order

• Auto Allocate Packages
• Split Packages

• Required for auto-allocation to split packages, and to split a package from the Add Packages side panel

• Permission names above are unconfirmed. Please replace them with the exact labels from the Permission Groups screen.

• Necessary Data:

• A Sales Order must already exist. Navigate to Transact > Sales Management > Sales Orders. Sales Orders need to be created for Scanning Mode to appear.
• Line items must be added to the order before packages can be allocated against them, unless the Automatic add items toggle is enabled for scanning.
• Packages must carry the Available to Sell status, or a custom status with the same permissions. Navigate to Inventory Management > Cannabis Inventory > View: Active.
• A Bluetooth barcode scanner is required to use Scanning Mode.
• New York facilities: Enforce Trade Sample Allocation Rules must be turned on in Sales Settings before auto-allocation will run against sample inventory.

Step-by-Step Instructions for Each Action

Request a Source for a Line Item

• Important Considerations
• Step by Step Instructions
• Troubleshooting

Important Considerations for Request a Source for a Line Item

These “pro-tips” and warnings help avoid common pitfalls:

• Quantities displayed in the sales order product search are the full Active packaged quantity, which also includes quantities already allocated or requested on sales orders.
• Requested quantities are not deducted from the package, and do not restrict others from requesting quantities against the same package.
• There are no restrictions on over-requesting a package. Users can request the same package on multiple orders, and for beyond the quantity in the package currently.
• When requesting more than 1 package for the same line item, the total line item quantity will be requested from each selection. For example: a 35g line item quantity will show as 35g requested from Package 1 and 35g requested from Package 2 at the same time for the same line item.
• Requested quantities are only visible on orders with a status of Created, Filled or Approved, in parenthesis next to each source quantity. This no longer appears when the sales order status is changed to Shipped, Accepted or Archived.
• Requested quantities on a package do not appear outside of the Request Source side panel.
• Requesting a source does not allocate inventory. A package still has to be added to the line item through one of the fulfillment methods in this article.

Step by Step Instructions for Request a Source for a Line Item

Follow these steps or watch the demo video to complete each workflow.

1. Beginning from a created sales order, select the ellipses to the left of the Line Item Name
2. Select Request Source
3. On the side panel that appears, use the Request By field to see inventory summarized by Package Tag, Lot ID or Production Batch
4. Select the checkbox next to the package tag, production batch, or Lot ID requested > select Save to save the line item quantity as a request for the selected inventory

Fulfilling a Line Item with a Requested Source

Requesting a package on sales orders makes fulfilling orders much quicker. As a user adding packages to a sales order, follow the steps below to use packages from the inventory requested by a sales rep.

1. Navigate to the sales order to be fulfilled > select Add Packages below the line item
2. Requested sources for the line item are visible at the top of the Add Packages side panel

• If package tags were requested: The requested tags are listed at the top of the side panel. Packages that match the requested tag numbers are highlighted in green in the list of packages below.
• If production batches were requested: The production batch is displayed at the top of the Add Packages side panel. Any packages with a matching production batch will have the production batch highlighted in green in the list of packages below.
• If Lot IDs were requested: The Lot ID is displayed at the top of the Add Packages side panel. Any packages with a matching Lot ID will have the Lot ID highlighted in green in the list of packages below.

3. Packages can be selected to allocate to the order, or split using the ellipses, for fulfillment of the order
4. Select Save to add packages to your order

Troubleshooting for Request a Source for a Line Item

If you encounter an error, check these common scenarios before contacting support.

• The requested quantity disappeared from the order. Requested quantities are only displayed while the sales order status is Created, Filled or Approved. Once the status changes to Shipped, Accepted or Archived, the parenthetical quantity no longer appears.
• A package shows more available quantity than expected. Quantities in the sales order product search are the full Active packaged quantity and include amounts already allocated or requested on other orders.
• The same package was requested on two different orders. This is expected. Requests do not reserve inventory and there are no restrictions on over-requesting a package.
• The line item requested twice the quantity that was ordered. When more than one package is selected for the same line item, the full line item quantity is requested from each selection rather than being divided between them.
• No packages are highlighted in green in the Add Packages panel. No source was requested for that line item, or the requested tag, Lot ID, or production batch does not match any package currently available to sell.

Scan Packages onto a Sales Order

• Important Considerations
• Step by Step Instructions
• Troubleshooting

Important Considerations for Scan Packages onto a Sales Order

These “pro-tips” and warnings help avoid common pitfalls:

• Sales Orders need to be created for Scanning Mode to appear. Open or create the order first, then enable the toggle.
• Automatic add items adds Line Items to your orders from the packages you scan, even if the Items are not already on the order. Leave the toggle off if the order should only accept items already listed on it.
• Each scan takes less than 1 second, so tags can be scanned continuously without waiting for the system between them.
• Tags may be deemed invalid for three reasons: the item associated with the tag is not listed on the sales order (unless the Automatically add Items toggle is enabled), the tag does not belong to the current facility, or the tag is not available for sale.
• Invalid tags are listed individually at the top of the sales order, each showing the Order of Scanning, Tag Number, Item Name, Package Weight, and Reason for Invalidity.
• Each invalid tag can be dismissed or retried. Dismiss removes the warning without taking further action. Retry attempts to add the tag again, and if successful the tag is added in the original scanning order.
• Bulk actions handle multiple invalid tags at once: Copy Invalid Tags copies all invalid tag numbers for reference or external use, Retry All attempts to re-add them all, and Dismiss All clears the warnings without further action.
• The order in which packages appear on the sales order is the same order in which they will appear on the transfer manifest. Set the sort per facility: Alphanumeric (Default) sorts packages alphabetically regardless of the order in which they were added, and Order Added to Sales Order maintains the order in which packages were scanned or added manually.

Step by Step Instructions for Scan Packages onto a Sales Order

Follow these steps or watch the demo video to complete each workflow.

1. Navigate to Transact > Sales Management > Sales Orders
2. Open or create a sales order where you want to allocate packages
3. Enable “Scanning Mode” by selecting the Scanning Mode toggle in the Sales Order search bar
4. If you want packages to be added to the Sales Order even if the Item has not been added yet, ensure that the Automatic add items toggle is enabled
5. Scan the Tag: use the barcode scanner to scan the package tag. The system will process the scan in about 1 second
6. Verify Tag Validity: the system will automatically check if the scanned tag is valid for the sales order

• Valid tags are added to the matching line item
• Invalid tags are added to the top of the sales order with the reason for invalidity, and can be dismissed or retried individually or in bulk

7. Continue scanning until all packages have been added, then save the order

Set the Order of Scanned Packages

To update the order in which packages appear on the sales order, navigate to that facility’s settings in Facility Management.

• Alphanumeric (Default): sorts packages alphabetically, regardless of the order in which they were added
• Order Added to Sales Order: when packages are scanned or added manually, the order in which the packages were added is maintained

Troubleshooting for Scan Packages onto a Sales Order

If you encounter an error, check these common scenarios before contacting support.

• The Scanning Mode toggle is not showing. Sales Orders need to be created for Scanning Mode to appear. Create or open an existing order first.
• A scanned tag was rejected because the item is not on the sales order. Enable the Automatic add items toggle to have Canix add the line item from the scanned package, or add the line item to the order manually before scanning.
• A scanned tag was rejected as not in the facility. The tag does not belong to the current facility. Confirm you are working in the correct facility and that the package was transferred in and accepted.
• A scanned tag was rejected as not available to sell. The package is not in the Available to Sell status, or a custom status with the same permissions. Update the package status before scanning it again.
• A tag was fixed but the warning is still showing. Select Retry on that tag, or Retry All to re-attempt every invalid tag. Tags that succeed are added in the order they were originally scanned.
• Packages are not in the order they were scanned. The facility is set to Alphanumeric sorting, which is the default. Change the setting to Order Added to Sales Order in Facility Management. This also controls the order packages appear in on the transfer manifest.

Copy and Paste Package Tags onto a Sales Order

• Important Considerations
• Step by Step Instructions
• Troubleshooting

Important Considerations for Copy and Paste Package Tags onto a Sales Order

These “pro-tips” and warnings help avoid common pitfalls:

• Fulfillment mode has to be toggled on before the input field will accept pasted tags or a dropped CSV.
• Uploaded package tags maintain the same order as your CSV, ensuring consistency and ease of tracking within your Sales Order.
• Every tag is validated on upload 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, and items not present on the sales order (when “Automatically add items” is disabled).
• This method is built for large orders. Rapidly update large orders without manual tag entry, with immediate validation to reduce errors.

Step by Step Instructions for Copy and Paste Package Tags onto a Sales Order

Follow these steps or watch the demo video to complete each workflow.

1. Navigate to Transact > Sales Management > Sales Orders and open the sales order to be fulfilled
2. Activate Fulfillment Mode:

• Navigate to your inventory search
• Toggle on the “Fulfillment mode” option

3. Upload the package tags:

• Copy & Paste: 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

4. Review the validation alerts and correct any tags flagged as invalid
5. Save the order

Troubleshooting for Copy and Paste Package Tags onto a Sales Order

If you encounter an error, check these common scenarios before contacting support.

• The input field is not accepting pasted tags. Fulfillment mode is not toggled on in the inventory search.
• A tag was flagged as already allocated on another sales order. The package is on a different order. Remove it from that order first, or select a different package.
• Tags were flagged because the item is not present on the sales order. The “Automatically add items” setting is disabled. Add the matching line item to the order, or enable the setting.
• Only a summary alert is showing instead of individual errors. More than 10 tags failed validation. Expand the alert for the detailed inspection of each tag.
• The uploaded tags are in a different order than the CSV. Uploaded tags maintain the CSV order, so check the facility’s package sort setting in Facility Management, which controls how packages display on the order.

Manually Add Packages to a Sales Order

• Important Considerations
• Step by Step Instructions
• Troubleshooting

Important Considerations for Manually Add Packages to a Sales Order

These “pro-tips” and warnings help avoid common pitfalls:

• Only packages with the Available to Sell package status appear, or a custom status with the same permissions.
• Packages can be split from the Add Packages side panel using the ellipses, so a line item can be filled from part of a larger package.
• To assign packages in bulk, use scanning or auto-allocation rather than adding them one line item at a time.
• A package no longer active in your facility has to be added through Missing a Package. 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.
• 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.
• WARNING: 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. Select the linked order number text to view the sales order and confirm it is correct for the package to no longer be associated with that order.

Step by Step Instructions for Manually Add Packages to a Sales Order

Follow these steps or watch the demo video to complete each workflow.

1. Navigate to Transact > Sales Management > Sales Orders and open the sales order to be fulfilled
2. Select Add Packages below the line item to view packages with the Available to Sell package status, or a custom status with the same permissions
3. Select the packages to allocate to the line item

• We suggest using filters to narrow your search (by Tag, Item, Strain, etc.)
• To select multiple sequential records at once, make your first selection then hold down the shift key when you select the last one in the grouping
• Need to remove a package from the list? Simply select the Red X next to the package you need to remove.

4. To fill a line item from part of a package, select the ellipses next to the package and split it
5. Select Save to add packages to your order

Allocating Packages No Longer Active in Your Facility

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.

Troubleshooting for Manually Add Packages to a Sales Order

If you encounter an error, check these common scenarios before contacting support.

• A package is not appearing in the Add Packages side panel. The package is not in the Available to Sell status or a custom status with the same permissions, or it is no longer active in your facility. For a package that has already been transferred, use Missing a Package.
• An error appeared when adding a package through Missing a Package. The tag’s item name does not match the line item on the order. Add a new line item that matches the package’s item name, then add the package to that line item.
• A package disappeared from another sales order. Adding a tag that is already on another sales order removes it from that order. Select the linked order number in the warning to review the order it came from.
• The quantity available under the line item looks wrong. The Available quantity pulls from the Unordered quantity, which is available to sell packages minus the Ordered quantity on Created, Approved, and Filled Sales Orders.
• Adding packages one at a time is taking too long. Use Scanning Mode, Fulfillment mode copy and paste, or Auto Allocate Packages for bulk allocation.

Auto-Allocate Packages onto a Sales Order

• Important Considerations
• Step by Step Instructions
• Troubleshooting

Important Considerations for Auto-Allocate Packages onto a Sales Order

These “pro-tips” and warnings help avoid common pitfalls:

• Allocation follows First In, First Out (FIFO). Canix allocates packages with the earliest received date, or created date for non-received packages.
• Packages are split into the quantity ordered on the line item. If the earliest package does not fulfill the full quantity ordered, Canix will continue to add or split packages.
• Line items must be added to the order before auto-allocating. Auto Allocate fills the line items already on the order and does not add new ones.
• Confirm the Starting Package Tag before selecting Auto Allocate. This tag is used in the event that packages need to be split to fulfill the order.
• All new packages created during the allocation process are unsubmitted and required to be reviewed and submitted by the user to complete the package allocation process.
• Allocated packages can be changed before submitting. Use Change Source in the Review Unsubmitted Packages side panel to swap the source package Canix selected.
• New York facilities have to meet three conditions before auto-allocation will work, due to some different Trade Sample behavior in New York: Enforce Trade Sample Allocation Rules must be turned on in Sales Settings, packages that are samples must be marked as Trade Sample packages, and packages must be marked as Retailer Samples on the Sales Order.

Step by Step Instructions for Auto-Allocate Packages onto a Sales Order

Follow these steps or watch the demo video to complete each workflow.

1. Navigate to Transact > Sales Management > Sales Orders and open the sales order to be fulfilled
2. 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
3. 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
4. This will automatically allocate packages for each line item, splitting packages as necessary. To review the unsubmitted packages select Review Unsubmitted Packages
5. 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
6. After reviewing the details, select Submit to create the unsubmitted packages

Auto-Allocation in New York

Due to some different Trade Sample behavior in New York, you will need to ensure that three conditions are met so that auto-allocation works.

1. In “Sales Settings”, turn on “Enforce Trade Sample Allocation Rules”
2. Packages that are samples must be marked as “Trade Sample” Packages
3. Packages must be marked as “Retailer Samples” on the Sales Order

Auto-Allocation should work fine after this is turned on.

Track Submissions

Track the packages created during auto-allocation from your Submissions page in the Canix Web Application.

• Navigate to Analyze & Support > Admin & Settings > User Submissions to review or check the status of your submissions. If the submission status is Failed, click on the submission name to see the error message.

Troubleshooting for Auto-Allocate Packages onto a Sales Order

If you encounter an error, check these common scenarios before contacting support.

• Auto-allocation did not fill the whole line item. There is not enough Available to Sell inventory for that item. Canix continues to add or split packages until the ordered quantity is met, so check inventory availability for the item.
• The new packages are not showing in inventory. All new packages created during the allocation process are unsubmitted. Select Review Unsubmitted Packages and Submit to complete the allocation.
• Canix picked packages I did not want. Allocation is FIFO and takes the earliest received or created packages. Select Review Unsubmitted Packages > Change Source to swap in a different source package before submitting.
• The new package tags are not the ones expected. The Starting Package Tag confirmed before allocating is the tag Canix splits from. Confirm the correct Starting Tag in the window before selecting Auto Allocate.
• Auto-allocation is not working in New York. Confirm all three conditions: Enforce Trade Sample Allocation Rules is on in Sales Settings, sample packages are marked as Trade Sample, and packages are marked as Retailer Samples on the Sales Order.
• The submission failed. Navigate to Analyze & Support > Admin & Settings > User Submissions; if the submission status is Failed, click on the submission name to see the error message.

System Impacts & Dependencies

Changing data in one area often triggers updates elsewhere. Understanding these relationships is critical for data integrity.

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