Manage Sales Orders

Glossary

Prerequisites & Setup

Step-by-Step Instructions

Important Considerations

System Impacts & Dependencies

Troubleshooting Common Issues

Overview: Why We Use This Feature

Once a Sales Order exists, the work shifts from building it to moving it through to completion. The actions in this article all operate on orders that have already been created. They change what the rest of the business sees: the order’s status drives the Sales Orders table and the Inventory Availability figures, the documents generated from the order (Sales Order PDF, Pick List, Invoice) are what the customer and the fulfillment team work from, and locking and archiving decide whether the order can still be edited and whether it stays in the Active view.

Documents generated from an order always reflect the order’s current details, so correcting the order and regenerating is the normal fix rather than editing the document. Actions taken on the order are written to the order’s Activity History.

Two behaviours in this article are things Canix does rather than steps you take. Certificates of Authenticity attached to Packages are added to the Sales Order automatically, and certain statuses are set for you: the Filled status is applied once Packages have been allocated for all order items, and the Shipped status is applied when the associated Transfer reaches the point described under Update Sales Order Status.

In this article the following actions are covered. For creating orders, discounts, promotional items, and facility level order settings, see Create Sales Orders. For adding Packages to an order, see Fulfilling Sales Orders.

Review Sales Orders from the Side Panel: Quickly manage and review sales orders without opening each individual sales order. Take action on invoicing, pick lists, payments, and transfers.

Update 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. Statuses can be changed on a single order, in bulk from the Sales Order table, or set automatically by other actions. Archiving an order is also done here.

Generate a 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.

Generate a 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.

Add Files to Sales Orders: Attachments can be added to sales orders to manage records, such as signed invoices or manifests.

Certificates of Authenticity on Sales Orders: Any Package that has a Certificate of Authenticity (COA) on it will automatically add that COA to the Sales Order. There is nothing to attach by hand.

Lock and 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.

View Sales Orders on the Sales Calendar: The Sales Calendar provides a visual, date-based view of all your Sales Orders by their Delivery Date, helping Sales and Fulfillment teams plan shipments more effectively.

Glossary

• Sales Order Status: A label on each Sales Order giving a high-level view of where the order sits. Some statuses are set automatically by other actions, and any status can be set manually.
• Filled: The status indicating Packages have been allocated for all order items.
• Archived: The status used when the sales order has been finished out and no more action needs to be taken on it. It moves the order out of the “Active” view and into the “Archived” view.
• Lock Status: A column on the Sales Orders table showing a lock icon next to orders that have been locked. A locked order disables Save, Record Payment, Transfer Actions, Change Status, and Delete Actions.
• Sales Order PDF: A document generated to confirm the order with a customer prior to the transfer. It is not a request for payment.
• Pick List: A document telling the inventory fulfillment team which Packages to pull in order to complete the order. Only line items with packages allocated will appear on the Pick List.
• COA (Certificate of Authenticity): A test document attached to a Package. Any Package carrying one adds it to the Sales Order automatically, and all of them can be downloaded together as “Package COAS (ZIP)” after an invoice is generated.
• Sales Calendar: A monthly, date-based view of Sales Orders organized by Delivery Date, with a modal linking through to the order, its Invoice, and its Transfer.
• Delivery Date: The date on the Sales Order that determines where it appears on the Sales Calendar.
• 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.

Prerequisites & Setup

Before beginning, ensure the following requirements are met:

• Permissions:

• Sales permissions are required to review and act on existing Sales Orders. Analyze & Support > Admin & Settings > Permission Groups > Sales > Sales Orders:
• View Sales Orders: allows the user to see the Sales Orders table, and the Sales Calendar. The calendar respects your current Sales Order permissions, so an order the user cannot see does not appear on it.
• Edit Sales Orders: allows the user to change an order and to add files to it.

• Necessary Data:

• An existing Sales Order at Transact > Sales Management > Sales Orders.
• Packages allocated to the order’s line items, if you intend to generate a Pick List. Only line items with packages allocated will appear on the Pick List.
• A Delivery Date on the order, if it should appear on the Sales Calendar.
• A generated Invoice, if you intend to download the Package COAs as a ZIP.

Step-by-Step Instructions for Each Action

Watch the demo video here for an overview of all Sales Management actions or follow the steps below for details on each one:

Review Sales Orders from the Side Panel

• Important Considerations
• Step by Step Instructions
• Troubleshooting

Important Considerations for Review Sales Orders from the Side Panel

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

• The Side Panel is for reviewing and acting, not for full editing. Select View Order Details to view more information and edit the Sales Order.
• Pick List, Invoice, Record Payment, and Create or Assign Transfers can all be started from the panel, which saves opening each individual sales order.
• The panel opens from the Order Number, not from anywhere else on the row.
• Actions available in the panel follow your permissions, so a user without a given Sales Order permission will not see that action.

Step by Step Instructions for Review Sales Orders from the Side Panel

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

1. Navigate to Transact > Sales Management > Sales Orders
2. Select “Preview” by hovering over a Sales Order Number. This will open the Side Panel Summary for the order.

3. Review the Sales Order in the Side Panel, or select View Order Details to view more information and edit the Sales Order.
   • Easily create Pick List, Invoice, Record Payment and Create or Assign Transfers directly from the Side panel.

Troubleshooting for Review Sales Orders from the Side Panel

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

• Clicking the row does not open the panel. Select the Order Number itself rather than another column in the row.
• An action is missing from the Side Panel. Either the order is locked, which disables Save, Record Payment, Transfer Actions, Change Status, and Delete Actions, or your permission group does not include that action.
• You cannot edit a field from the panel. The panel is a review surface. Select View Order Details to open the full order and make changes there.

Update Sales Order Status

• Important Considerations
• Step by Step Instructions
• Troubleshooting

Important Considerations for Update Sales Order Status

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

The statuses and what they mean

• 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: A transfer has been created, and all items on the Sales Order have been shipped to the customer. For Metrc & BioTrack Facilities, the status will automatically update to ‘Shipped’ when a Transfer is created from the Sales Order. For Standalone Facilities, the status will automatically update to ‘Shipped’ once the Departure Time has passed on the associated Transfer.
• Partially Returned: Some contents were rejected by customer/recipient. If you wish to track which packages were returned, you’ll need to manually specify them using the ellipsis next to the item name(s). If you record at least one package as returned, it will automatically update the order status to Partially Returned.
• Returned: All contents were accepted by customer/recipient. Selecting this status will mark all packages as returned.
• Accepted: Contents were accepted by customer/recipient.
• Archived: Inventory accepted, all payments have been made. Order no longer requires attention.

Behaviour to be aware of

• Certain actions will update the status of your Sales Orders on their own, as noted above. You can also manually update the status of your Sales Order at any time.
• Packages leave Active Inventory on the Transfer, not on the status change. Packages will only be removed from your Active Inventory once the Transfer date has passed and the allocated packages are on the associated Transfer.
• Please note, Sales Order statuses will not be passed back to LeafLink.
• Return behaviors operate differently depending on your facility type. Please see this article for more information on managing returns and generating credit memos.
• Archiving is a status change, not a separate action. 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 archive when the sales order has been finished out and no more action needs to be taken on it.
• A locked order cannot have its status changed. Locking disables Change Status along with Save, Record Payment, Transfer Actions, and Delete Actions.

Step by Step Instructions for Update Sales Order Status

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

Update the status of a single Sales Order

1. Navigate to Transact > Sales Management > Sales Orders
2. Select the Sales Order by clicking on the Order Number.

3. Select Change next to the Sales Order status.

4. Select the new status and confirm.

Update statuses in bulk

1. Navigate to Transact > Sales Management > Sales Orders
2. Select one or more Sales Orders that need the status updated.

3. Select Actions > Update Status.
   • Archive a Sales Order: Archive a Sales Order by updating the status of the Sales Order to “Archived”, using either method above. This will move the sales order out of the “Active” view and to the “Archived” view. To find it again, switch the Sales Orders table to View: Archived.

4. Enter the new Sales Order Status and select Apply.

Troubleshooting for Update Sales Order Status

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

• The order disappeared from the Sales Orders table. It was most likely set to Archived, which moves it out of the “Active” view. Switch to the “Archived” view to find it.
• The status changed to Shipped on its own. This is expected. For Metrc & BioTrack Facilities the status updates when a Transfer is created from the Sales Order, and for Standalone Facilities it updates once the Departure Time has passed on the associated Transfer.
• The status changed to Partially Returned on its own. Recording at least one package as returned automatically updates the order status to Partially Returned.
• The order is Filled but the Packages are still in Active Inventory. Packages are only removed from Active Inventory once the Transfer date has passed and the allocated packages are on the associated Transfer. Reaching Filled removes them from Inventory Availability, which is a different thing.
• The status in LeafLink does not match Canix. Sales Order statuses are not passed back to LeafLink.
• Change is not available next to the status. The order is locked. Unlock it first, or check whether your permission group allows status changes.
• You cannot tell which packages were returned. Specify them manually using the ellipsis next to the item name(s).

Generate a Sales Order PDF

• Important Considerations
• Step by Step Instructions
• Troubleshooting

Important Considerations for Generate a Sales Order PDF

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

• A Sales Order PDF is not an invoice. It is generated when confirming the order with a customer prior to the transfer, and differs from a sales invoice in that it is not a request for payment, like an invoice represents.
• Configuration is remembered per customer. 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.
• You do not need to reconfigure to pick up order changes. 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.
• Sales Order Number on the PDF 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 are for entering billing contact information if different than the shipment address or sales contact on the order.
• Inventory Details control whether line item details and allocated packages display on the sales order.
• The Cost Summary option hides zero values. When selecting this option, the subtotal details, like taxes, credits and delivery fees, will be hidden on the PDF when $0.
• Footer text displays at the bottom of your PDF and 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.

Step by Step Instructions for Generate a Sales Order PDF

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

1. Navigate to the Sales Order ready for confirmation with a customer at Transact > Sales Management > Sales Orders.
2. Select Configure New Sales Order from the Sales Order actions section at the bottom of the Sales Order.

3. Select the fields to be displayed and deselect any fields you want to hide from the order, including:

• Sales Order Number
• Bill to Details
• Inventory Details
• Sales and Payment Information, including the Cost Summary option
• Footer: Free text field for additional information, disclosures, contact info, etc.
• Advanced Options: for signature settings and decimal settings

4. Select Submit to generate a PDF with the latest saved sales order information.

Troubleshooting for Generate a Sales Order PDF

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

• The PDF shows old pricing or old line items. Generate a new PDF. Any changes to the sales order details are picked up whenever a new PDF is generated.
• The PDF came out with settings from a different order. Configuration is remembered per customer. The first PDF for a customer uses the settings from the last PDF configured, and subsequent PDFs use that customer’s last configuration.
• Taxes, credits, or delivery fees are missing from the PDF. The Cost Summary option hides these subtotal details when they are $0.
• Allocated packages are not on the PDF. Select the relevant fields under Inventory Details and generate a new PDF.
• Unit costs are rounded too far. Advanced Options controls whether the package and line item unit cost display more than 2 decimals.

Generate a Pick List

• Important Considerations
• Step by Step Instructions
• Troubleshooting

Important Considerations for Generate a Pick List

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

• 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.
• Split Packages show both tags. If you split Packages from a Sales Order, you’ll see the source Package and the new Package tag created in the list.
• You can access Pick Lists two ways, from the actions section at the bottom of the Sales Order.
• The Pick List opens in a new window and provides the option to download as a PDF.
• Corrections are made by regenerating, not editing. 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.

Step by Step Instructions for Generate a Pick List

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

From the full Sales Order

1. Navigate to Transact > Sales Management > Sales Orders
2. Select a Sales Order you are creating the Pick List for.

3. Select Configure New Pick List (scroll to the bottom of your Sales Order).

4. Configure the 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.

5. Pick List Actions: Make a mistake or determine you need to make corrections to the Pick List? Simply 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.

Troubleshooting for Generate a Pick List

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

• A line item is missing from the Pick List. Only line items with packages allocated will appear. Allocate Packages to that line item and generate a new Pick List.
• Non-Cannabis Items are missing from the Pick List. Select the Non-Cannabis Line Items option when configuring the Pick List.
• There are two tags for what should be one Package. The Package was split from the Sales Order, so the list shows both the source Package and the new Package tag created.
• The Pick List is out of date after editing the order. Use Pick List Actions > Configure New Pick List to generate a new one, or Print or Save Pick List to capture the current version.
• Nothing opened when you selected Submit. The Pick List opens in a new window, so check whether your browser blocked the pop-up.

Add Files to Sales Orders

• Important Considerations
• Step by Step Instructions
• Troubleshooting

Important Considerations for Add Files to Sales Orders

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

• REMINDER: Once uploaded, the order must be Saved. The attachment is not retained if you leave the order without saving.
• Only 1 file can be selected at a time. Repeat the upload for each additional file.
• Attachments are for records, such as signed invoices or manifests.
• A locked order cannot be saved, so files cannot be added to it until it is unlocked.

Step by Step Instructions for Add Files to Sales Orders

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

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.

Troubleshooting for Add Files to Sales Orders

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

• The file is gone after you navigated away. Once uploaded, the order must be Saved. Re-upload the file and save the order.
• You cannot select more than one file. Only 1 file can be selected at a time. Upload them one after another.
• The Add Files button is not available. The order may be locked, which disables Save. Unlock the order first.

Certificates of Authenticity on Sales Orders

• Important Considerations
• How It Works
• Troubleshooting

Important Considerations for Certificates of Authenticity on Sales Orders

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

• There is nothing to attach by hand. Any Package that has a Certificate of Authenticity (COA) on it will automatically add that COA to the Sales Order.
• The download appears after the invoice is generated. After you generate an invoice, you will see “Package COAS (ZIP)” as an option to download.
• The ZIP covers the whole order. This will download all the COAs from all Packages on the Sales Order in a Zip File.
• COAs can also be downloaded separately from the Invoice. See How to Download COAs Separately from an Invoice.

How It Works for Certificates of Authenticity on Sales Orders

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

1. A Package carrying a COA is allocated to a line item on the Sales Order.
2. Canix attaches that Package’s COA to the Sales Order automatically when an invoice is configured.

3. Once an invoice is generated for the order, “Package COAS (ZIP)” appears as a download option.

4. Selecting it downloads all the COAs from all Packages on the Sales Order in a single Zip File.

Troubleshooting for Certificates of Authenticity on Sales Orders

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

• “Package COAS (ZIP)” is not offered. The option appears after you generate an invoice. Generate the invoice first.
• A COA is missing from the ZIP. The ZIP contains COAs from the Packages on the Sales Order. Confirm the Package is allocated to the order and that it has a COA attached to it.
• You only need one COA rather than the whole set. See How to Download COAs Separately from an Invoice.

Lock and Unlock Sales Orders

• Important Considerations
• Step by Step Instructions
• Troubleshooting

Important Considerations for Lock and Unlock Sales Orders

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

• WARNING: When a sales order is locked, it will disable the following Sales Order actions: Save, Record Payment, Transfer Actions, Change Status, and Delete Actions.
• Restrict who can unlock. 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. Permissions for locking and unlocking Sales Orders can be enabled in User Permission Groups.
• Locking can be done in bulk from the Sales Order table by selecting more than one order.
• A lock icon will appear in the Lock Status Column next to the orders that were locked.
• Sales Orders can be unlocked from the same Actions menu either from the Sales Order table or details page
• Use locking for closed accounting periods, or to restrict editing a finalized order.

Step by Step Instructions for Lock and Unlock Sales Orders

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

From the Sales Order table

1. Navigate to Transact > Sales Management > Sales Orders
2. Select the Sales Order(s) that you would like to lock and then select Actions > Lock Orders.

3. A confirmation window will appear, indicating that once the Sales Order is locked it cannot be edited until unlocked. To confirm select Lock.

4. A lock icon will appear in the Lock Status Column next to the orders that were locked.

5. Unlock a Sales Order: Sales Orders can be unlocked from the same Actions menu either from the Sales Order table or when viewing the Sales Order. Simply navigate to Actions > Unlock Order.

Troubleshooting for Lock and Unlock Sales Orders

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

• You cannot save an order, record a payment, change its status, or act on its Transfer. The order is locked. Locking disables Save, Record Payment, Transfer Actions, Change Status, and Delete Actions.
• Unlock Order is not in the Actions menu. Permissions for locking and unlocking Sales Orders are enabled in User Permission Groups. Ask an administrator to grant the unlock permission.
• You cannot tell which orders are locked. Check the Lock Status Column on the Sales Orders table for the lock icon.
• Orders in a closed period are still being edited. Lock them in bulk from the Sales Order table and restrict the unlock permission to a small group of users.

View Sales Orders on the Sales Calendar

• Important Considerations
• Step by Step Instructions
• Troubleshooting

Important Considerations for View Sales Orders on the Sales Calendar

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

• Orders appear by Delivery Date only. Ensure Sales Orders have accurate Delivery Dates to appear correctly in the calendar. An order with no Delivery Date does not appear.
• You cannot edit from the calendar. Open the Sales Order via the modal and make updates there.
• Permission-based visibility: The calendar respects your current Sales Order permissions, and visibility is also restricted by brand access.
• The modal links to three places: View Sales Order links directly to the full Sales Order record, View Invoice links to the most recently generated Invoice PDF, and View Transfer links to the Transfers table, pre-filtered to the related Transfer. If no invoice or transfer exists, the modal shows “Not created.”
• Use the modal links to quickly spot gaps, like missing invoices or transfers, and take action.
• Clicking anywhere outside the modal will close it.
• Consistent UI: The calendar uses the same intuitive design and component layout as the Production Planning calendar.

Step by Step Instructions for View Sales Orders on the Sales Calendar

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

1. Navigate to Transact > Sales Management > Sales Calendar in the main navigation.Review the monthly calendar view populated with your Sales Orders, organized by their Delivery Date.

2. Click on a Sales Order to open a modal displaying key order details: order number, customer, brand, and delivery date.

3. Use the modal actions as needed. Click anywhere outside the modal to close it.

• View Sales Order: link directly to the full Sales Order record.
• View Invoice: link to the most recently generated Invoice PDF. If no invoice exists: “Not created.”
• View Transfer: link to the Transfers table, pre-filtered to the related Transfer. If no transfer exists: “Not created.”

4. Return to the list view: To return to the list view, click “Table View” in the top-right corner. This returns you to the standard Sales Orders table view.

Troubleshooting for View Sales Orders on the Sales Calendar

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

• Some of your Sales Orders are not on the calendar. Make sure the Sales Orders have a Delivery Date set in the week or month you are looking at and that you have access to the order.
• You cannot edit a Sales Order from the calendar view. You can’t edit directly from the calendar, but you can open the Sales Order via the modal and make updates there.
• A colleague sees orders you do not. Visibility is restricted based on your user permissions and brand access.
• View Invoice or View Transfer says “Not created.” No Invoice or Transfer exists for that order yet. Open the Sales Order from the modal and create it.

System Impacts & Dependencies

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

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