Overview
Sales orders can be created and edited from multiple entry points across Factory, so the work can be started from wherever it begins (a search result, a customer record, the Dashboard, or the Sales Orders page). The form structure is the same whether starting fresh or modifying an existing order, so the experience is consistent across both actions.
Creating a new sales order uses the Create sales order or Create order button and ends with Submit as Order. Editing an existing sales order uses Edit Order and ends with Update Order. Sales orders can also be submitted from the same form as quotes, with Submit as Quote instead of Submit as Order.
👥 Access permissions
Only users with permission to access Sales Orders can create or edit orders. Review user roles before granting access.
📍 Location in the app
To create a sales order:
Dashboard >
Create sales orderSales Orders page >
Create orderA customer's Order history >
Create orderGlobal Search > search the customer name >
Create order
To edit a sales order:
Global Search > search and select the order
Sales>Sales Orders> select the orderSales>Customers> select a customer > select an order
Create a sales order
A sales order can be started from four entry points. The opening steps differ, but once the new order form opens, the rest of the process is the same.
From the Dashboard
Open the Dashboard.
Select
Create sales order.Enter the customer name.
Select
Create ordernext to the matching customer in the search results.Complete the order details (see sections below), then select
Submit as Order.
From Global Search
Click the Global Search icon (the magnifying glass near the Factory logo).
Enter the customer name.
Select
Create ordernext to the matching customer in the search results.Complete the order details (see sections below), then select
Submit as Order.
From the Sales Orders page
Go to
Sales>Sales Orders.Click
Create order.Search for the customer.
Select
Create ordernext to the matching customer in the search results.Complete the order details (see sections below), then select
Submit as Order.
From a customer's order history
Go to
Sales>Customers.Select the customer.
Click
Create order.Complete the order details (see sections below), then select
Submit as Order.
Edit a sales order
An existing sales order can be edited from three entry points. The order must be in Draft status to edit. Orders in any other status (Quote, Submitted, etc.) must first be returned to Draft by selecting Edit Order.
From Global Search
Click the Global Search icon (the magnifying glass near the Factory logo).
Enter the order number.
Select the order from the results.
Click
Edit Orderif the order is not already in Draft status.Make changes (see sections below), then select
Update Order.
From the Sales Orders page
Go to
Sales>Sales Orders.Search for the order number.
Select the order from the results.
Click
Edit Orderif the order is not already in Draft status.Make changes (see sections below), then select
Update Order.
From a customer's order history
Go to
Sales>Customers.Select the relevant customer.
Open the Order history tab and search for the order.
Select the order from the results.
Click
Edit Orderif the order is not already in Draft status.Make changes (see sections below), then select
Update Order.
Order form sections
A sales order is made up of four sections, all available on the same form whether the order is being created or edited:
Order information: Set the required date, assign team members, and link an accounting order number if an accounting integration is connected.
Contact details: Add the primary contact, billing address, delivery / pickup / install address, any labels, and internal notes.
Custom Columns: Fill in any business-specific fields that have been configured for sales orders.
Products and pricing: Add and manage line items, kits, labour, and order totals. See the sections below for full details.
📝Note
For the field-by-field reference of every section on the order details page (Order Information, Contact Information, and Custom Columns see Order Details.
Add products to a sales order
There are several ways to add products to a sales order. The same methods apply to purchase orders.
Start typing search
Begin typing in the search field at the bottom of the order. Factory matches products from the catalogue by name or by any value in an attribute column, and presents matching products in a dropdown for selection.
Add drawings / flashings
For drawings and flashings, see Drawings.
Add product
Select Add product to open a dropdown with several options:
Product Catalogue (Products and Kits)
Adds products from the Product Catalogue to the sales order.
Select
Add Product>Product Catalogue.Products saved with
I sell this itemenabled appear in a pop-up. Use search, or expand a category with+, to find the product.Click the product to view its variants.
Select
Show all price levelsto view all price levels.Choose the required colour (if applicable or Material is set for the selected product).
Click the required pricing to add the product to the order.
📝Notes
New products are added to the bottom of the order by default. When
Group products on order by their product categoryis enabled underSettings>Sales, products are grouped by category in alphabetical order instead.A stock-level indicator appears next to each product with
I track stock for this itemenabled.
Basic product, lineal metre product and square metre product
These add blank fields to the order that can be completed inline, useful for ad-hoc or one-off products.
Once a basic product, lineal metre product, or square metre product has been added to the order, it can be saved to the product catalogue for reuse:
Select the ⋮ (more options) menu next to the line item.
Select
Save to catalogue. The product is added to the Miscellaneous category of the product catalogue.
📝Note
If the
Save to catalogueoption does not appear in the menu, the product is already in the Product Catalogue.
Product Kit (Kits on the fly)
Quickly create a product kit inside a sales order without navigating to product catalogue
Select
Add product>Product Kit.Choose the kit type:
Standard pricing: The kit price follows the individual pricing of each product added.
Custom pricing: A single price is set for the entire kit, overriding the individual product prices.
Enter a kit name.
Add products to the kit by either:
Searching above the faint line to ensure the product is added to the kit, or
Selecting the ⋮ (more options) menu next to the kit and choosing
Add product to kitorAdd sub kit to kit.
Finalise the pricing for the kit.
📝Notes
Kits on the fly can be saved to the product catalogue by selecting the ⋮ (more options) next to the kit and clicking
Save to catalogue.The ⋮ (more options) next to a kit also offers
Duplicate,Exclude from tax, andDelete.Products can be added to an existing kit on a sales order as a one-off without changing the underlying kit in the Product Catalogue. Select the ⋮ (more options) menu next to the kit and choose
Add product to kit.
Labour
Team members can be added to orders (or to product kits) as a labour line item, pulling through their cost and hourly rate onto the order.
📝Notes
Hourly rates (cost and charged) are assigned to team members via
Settings>Team. This applies to both Standard and Assignee users.A Labour section at the bottom of each order's page displays the total labour value for the order.
Whether labour line items appear on internal and customer-facing PDFs is configured under
Settings>PDFs>Include labour items on PDFs.
Notes (Internal and External)
Internal and external notes can be added to the sales order:
Internal notes: Visible to the team only. Do not appear on customer-facing PDFs or the customer's online view of the order.
External notes: Appear on all pages and PDFs produced for the order, including the customer's view.
Import products
Use the Order Importer to bulk import products and pricing onto an order from a quoting platform or Excel file.
Duplicate an existing line item
Select the ⋮ (more options) for a product already on the order.
Select
Duplicate.Edit the pricing or other details on the new line as needed.
Pricing
The bottom of the order summarises pricing across all line items, with a few fields that can be adjusted directly.
Adjustments
Delivery fee: Add a delivery fee to the order if required.
Discount: Add a discount to the order if required.
Whole-order markup: Apply a single percentage markup across every line item on the order via the
add markupbutton.
Calculated totals
Labour: Total labour value added on the order.
Sub total: The order total before tax or GST.
Margin: Calculated based on the cost and price of each line item.
Tax: Calculated per line item.
Total: The full order amount including tax.
⋮ (more options) menu
The ⋮ (more options) menu next to each line item on the order provides the following actions:
Edit: Modify the line item. For Basic, Lineal metre, and Square metre products, this option is
Save to Catalogue.Duplicate: Add a copy of the line item to the order.
Exclude from tax / Include in tax: Toggle whether the line item is included in tax calculations.
Delete: Remove the line item from the order.
📝Note
A product configured as tax-free under Product is bought/sold appears as tax-free on the order. This can be overridden per order via the ⋮ (more options) menu. However, if the linked accounting item code is set up as tax-free, the line will still appear as tax-free in the accounting package, regardless of the per-order override.