Change & Manage Sales orders

Introduction

A Sales Order is a one-time order type used for non-recurring charges. Unlike subscriptions, it has no start or end date — only an order date.
Sales orders are great for selling individual products or services that are delivered and invoiced once or in stages.

Each sales order moves through different statuses that show where it is in the process — from draft to ordered, delivered, invoiced, and finally paid.

Sales Order

What is a Sales Order?

A Sales Order is used when you want to sell something once, without linking it to a subscription.
It can include one or several products, and you decide when and how to deliver and invoice each product.

Examples:

• Selling a single service, such as installation or setup.

• Delivering physical goods in parts over time.

• Invoicing a one-off project fee in stages.

Sales Order Metrics

As a Sales Order does not include any defined periods between a start and end date, it cannot generate recurring metrics such as CMRR or MRR. Instead, the metrics affected by a Sales Order are OTF (One time fee) and TCV (Total Contract Value).

These metrics follow the same classification logic as for subscriptions — meaning that any change in the Sales Order’s TCV will be reflected as an expansion or contraction, depending on whether the value increases or decreases.

How It Works

• The order date is the only fixed date on a sales order.

• Each product (charge line) can have its own start date, which can either:

  • Align to Order (same as order date), or

  • Start on a specific custom date or milestone.

• You can invoice all items at once or partially over time.

Unlike subscriptions, there is no version history over the charges after change orders. When you make a change, it simply overwrites the existing setup.

When You Can Make Changes

You can make changes to a sales order as long as there are products left to invoice.

To update an active order, you have two main options:

1. Use the “Change Order” action

   • This allows you to modify any details related to non-invoiced charges.

   • You can update fields such as quantities, prices, descriptions, or charge dates.

   • When you save the change order, the updates will overwrite the previous setup for those charges.

2. Use the Delete function

   • You can also remove products directly from the sales order using the delete option.

   • This is only available for charges that have not yet been invoiced.

   • Once a charge has been invoiced, it can no longer be deleted.

After all products are invoiced, the sales order becomes locked and cannot be changed.
If you need to add or invoice something new after that point, you’ll need to create a new sales order.

If You Make a Mistake

Since sales orders don’t have version on the charges, there’s no “revert” option.
If you make a mistake:

1. Simply open the sales order.
2. Change order
3. Update the fields you need to correct.
4. Activate your changes.

If the order is already invoiced, create a new order instead.

Cancelling a Sales Order

Cancelling affects only charges that haven’t been billed yet:

• Non-billed one-offs will become non-billable after cancellation.

• Already billed one-offs are not automatically credited.

If you want to reverse billed charges, create a credit note manually.

Key Things to Remember

• Sales orders are for one-off sales and not recurring.

• You can partially deliver and invoice products over time.

• Once everything is invoiced, the order is locked.

• Changes overwrite old information — there’s no revert.

Stock Products

Sales orders work well with stock products, letting you manage and deliver products in quantities over time.

Setup

A product is considered a stock product if:

• Its category has “Is stock product = Yes”, found under
  Settings → Product → Product Category.

• The charge type is One-Off.

• The model type is Quantity (not Flat).

Stock products need a quantity to track delivery. Flat charges don’t support partial deliveries.

Deliver and Invoice Stock Products

1. Open your sales order.

2. Select the charge line you want to deliver.

3. Click the three dots in the top-right corner or hover to find the delivery icon.

4. Choose how many units to deliver (full or partial).

5. Once delivered, you can create an invoice for those quantities.

You can repeat deliveries and invoices until all quantities are delivered.

Bulk Deliver Stock Products

When a Sales Order or Subscription contains stock product charges with quantity remaining to deliver, the Delivery button is available.

The bulk delivery flow allows you to:

• Deliver all remaining quantities in one action
• Make partial deliveries per charge
• Select which stock charges to include
• Close charges during partial deliveries
• View a summary of successful and failed deliveries

Deliver Stock Products in Bulk

1. Open the Sales Order or Subscription.
2. Click Delivery.
3. Select the stock charges to deliver.
4. Enter the quantities to deliver for each charge.
5. Optionally close charges during partial deliveries.
6. Confirm the delivery.

After the delivery is completed, a summary is shown with the result of each delivery operation.

Sales Order Statuses

Sales orders move through different statuses depending on their progress and setup.
Some statuses only appear if the order includes stock products (see notes below).