Sales Orders
Manage the full order lifecycle — from draft to delivery — with real-time status tracking and payment visibility.
Overview
Sales Orders is the order management hub inside TotalApp's Sales module. It tracks every customer order from the moment it is created as a draft through picking, packing, shipping, and final delivery. A built-in status stepper, payment tracking, and a right-side detail panel give your team real-time visibility at a glance.
Each order moves through up to eight lifecycle stages, with timestamps recorded automatically when key transitions happen (confirmed, shipped, delivered). The dual list/card view lets you work at whatever level of detail suits your workflow.
8-Stage Order Lifecycle
Draft → Confirmed → Picking → Packed → Shipped → Delivered, plus Cancelled and Returned states.
Payment Status Tracking
Track Unpaid, Partial, Paid, and Refunded payment states independently of the fulfillment status.
Rich Detail Panel
Click any order to open a four-tab detail view: Order Lines, Info, Shipping, and Notes.
Live Summary Stats
Five KPI cards at the top — Total Orders, In Progress, Shipped, Delivered, and Revenue (Paid).
Quick Start
- Navigate to Sales → Orders from the sidebar.
- The screen opens in list view showing all orders. Use the filter tabs at the top (All, Draft, Confirmed, Picking, Shipped, Delivered, Cancelled) to narrow your view.
- Click New Order in the top-right to create a draft order.
- Click any row to open the order detail panel on the right side of the screen.
- Use the action buttons inside the detail panel to advance the order through its lifecycle (Confirm → Start Picking → Mark Packed → Mark Shipped → Mark Delivered).
Tip
Switch to card view (the grid icon in the toolbar) to see a mini progress bar for each order at a glance. Card view is ideal for a quick morning stand-up or status review.
Order Lifecycle
Every order follows a predictable progression. TotalApp records timestamps automatically for the three most important events: Confirmed At, Shipped At, and Delivered At.
| Status | Meaning | Next Action |
|---|---|---|
| Draft | Order created but not yet committed. | Confirm Order |
| Confirmed | Customer has approved; picking can begin. | Start Picking |
| Picking | Warehouse team is gathering items. | Mark as Packed |
| Packed | Items boxed and ready for handoff to carrier. | Mark as Shipped |
| Shipped | Carrier has picked up the package. | Mark as Delivered |
| Delivered | Customer has received the order. Terminal state. | Process Return (optional) |
| Cancelled | Order was cancelled before fulfilment. | — |
| Returned | Customer returned goods after delivery. | — |
Stepper Visualization
The order detail panel shows a status stepper with amber progress dots for the six main stages (Draft through Delivered). Cancelled and Returned orders are shown without the stepper so you always know they are off the normal path.
Order Detail Panel
Clicking any order in the list or card view opens the detail panel on the right. The panel has four tabs:
Order Lines tab
Shows a table of all line items with Product, SKU, Quantity, Unit Price, Discount %, Tax %, and line Subtotal. A summary block at the bottom calculates the overall Subtotal, total Discount, total Tax, and grand Total.
Info tab
Displays customer information (name, email, phone), quotation reference, creation date, and the automatic timestamps for Confirmed, Shipped, and Delivered milestones. Also shows Warehouse, Payment Status, and a payment breakdown.
Shipping tab
Contains the Shipping Address, Carrier, Tracking Number, and a clickable Track Shipment link that opens the carrier's tracking page in a new tab.
Notes tab
Internal notes for the order. Visible to your team only — not shared with the customer. Displays a friendly empty state when no notes are present.
Filtering & Search
Status filter tabs
The tab bar below the title row lets you filter by: All, Draft, Confirmed, Picking, Shipped, Delivered, and Cancelled. The active tab is highlighted with an amber underline. Each tab shows the count of matching orders in parentheses.
Payment filter
A dropdown next to the search box further narrows results by payment status: All Payments, Unpaid, Partial, Paid, and Refunded.
Search
The search box filters orders by order number, customer name, email, or phone in real time as you type. No need to press Enter.
Sort
Click any column header in list view to toggle ascending / descending sort. Sortable columns: Order #, Customer, Status, Total, and Date.
Tip
Combine the status tab filter with the payment dropdown to quickly identify, for example, all Delivered orders that are still Unpaid.
List View vs. Card View
List View
Dense table with one row per order. All key fields visible at once: Order #, Customer, Status badge, Payment badge, Total, Date, and Quotation Ref. Best for power users managing many orders.
Card View
Grid of cards. Each card shows the order number, customer, status and payment badges, total, date, and a mini progress bar for the fulfillment stages. Best for a visual overview or mobile use.
Toggle between views using the LayoutList / LayoutGrid icons in the top-right area of the filter bar. Your preference is remembered per session.
Summary KPI Cards
Five metric cards appear at the top of the screen, updated every time the filter changes:
| KPI Card | What it shows |
|---|---|
| Total Orders | Count of all orders currently visible (after status + payment filter). |
| In Progress | Orders in Confirmed, Picking, or Packed state. |
| Shipped | Orders in Shipped state. |
| Delivered | Orders in Delivered state. |
| Revenue (Paid) | Sum of order totals where payment status is Paid. |
Order Actions
The following actions are available in the order detail panel depending on the current status:
| Action | Available when | What happens |
|---|---|---|
| Confirm Order | Status is Draft | Moves order to Confirmed; records Confirmed At timestamp. |
| Start Picking | Status is Confirmed | Moves order to Picking. |
| Mark as Packed | Status is Picking | Moves order to Packed. |
| Mark as Shipped | Status is Packed | Moves order to Shipped; records Shipped At timestamp. |
| Mark as Delivered | Status is Shipped | Moves order to Delivered; records Delivered At timestamp. |
| Process Return | Status is Delivered | Moves order to Returned state. |
| Cancel Order | Status is Draft or Confirmed | Moves order to Cancelled. Cannot be undone. |
| Any status | Opens print dialog for the order. | |
| Send Email | Any status | Sends an order confirmation or update email to the customer. |
Multi-select & AI Assistant
Each row in the order list has a selection checkbox, letting you pick a specific set of orders to focus on. The checkbox shape and fill style (circle/square, with or without a checkmark icon) follow your List Style preference in Settings → Appearance, matching the multi-select tables used across TotalApp. If List Style is set to force card rendering, the grid switches to cards automatically and each card carries the same selection checkbox.
- Click the header checkbox (list view) to select or clear all orders currently in view
- A selected-count indicator with a Clear action appears in the toolbar once at least one order is checked
A floating AI Assistant tab on the right edge of the screen opens a chat panel scoped to every order currently loaded — order number, customer, status, payment status, created date, and total. It can help you:
Fulfillment Analysis
Break down orders by status and stage in the pick/pack/ship pipeline.
Bottleneck Detection
Flag orders stuck in a stage too long without progressing.
Revenue Analysis
Summarize total and outstanding revenue by payment status.
Customer Insight
Identify top customers by order value or order count.
The panel includes chat history, a new-chat button, a fullscreen option, and knowledge attachment, matching the standard TotalApp AI Assistant pattern. It respects your configured Writer Engine (Local CLI, Ollama, or API) from Settings → Agentic.