This article explains how the Sales Orders (SO) module works within Sync, including how sales orders are created and managed, what channels can feed into Sync, and when changes can or cannot be made to existing orders.
The Sales Orders Module manages all customer sales transactions from creation through to fulfillment.
It provides a central place to:
Review orders from all integrated sales channels
Monitor order progress and fulfillment status
Make updates or adjustments where appropriate
Ensure accurate financial and inventory alignment
The module ensures visibility across departments—sales, warehouse, accounts, and customer service—so that everyone works from the same set of real-time data.
TABLE OF CONTENTS
- Sales Order Channels & Integration Sources
- Types of Sales Orders
- Sales Order Status & Progress
- When You Can Make Changes
- Key Takeaways
Sales Order Channels & Integration Sources
Sales orders can be created manually, via bulk import or integrated from a range of external channels. Typical sources include:
E-commerce Platforms: Orders automatically integrate from platforms like Shopify, WooCommerce, or Magento.
Point of Sale (POS) Systems: In-store transactions integrate as completed or invoiced sales orders.
Marketplace Platforms: Orders automatically integrate from platforms like Amazon, Iconic or Takealot.
Sync B2B: Sync Sales Rep or Customer buyer interface. Orders automatically fee into Sync once they are Confirmed & Approved by either a rep or custoemr service agent.
Wholesale or B2B Portals: Orders placed by wholesale clients through external portals are brought into Sync through EDI.
Manual Entries: Sales team members can create orders directly in the ERP for phone, email, or custom client requests.
Each channel can have unique settings for tax handling, pricing, and order numbering. Depending on Sync/ Integrations configuration the source channel/customer will be visible for reporting and auditing purposes.
*Integration configuration can vary or may be customised due to internal business processes. Check your organization’s internal process guide or contact the support team for assistance with order corrections or integration troubleshooting.
Types of Sales Orders
| Sales Order Type | Description | Typical Use Case | Example |
|---|---|---|---|
| Standard Sales Order/ At Once | Traditional order for selling goods from available stock. | Direct sale of stocked products to customers. | Customer buys a cycling jersey from the online store. |
| Backorder | Created when not all ordered items are in stock; remaining items are shipped later. | Partial fulfillment when inventory is low. *Consider Break Line functionality | Customer orders 10 units, only 6 are shipped; 4 remain on backorder. |
| Pre-order / Pre- Book/ Advance Sales Order | Order placed for products not yet released or available. | Managing customer commitments before stock arrival. | Collecting pre-sales for a new product launch. |
| Make-to-Order (MTO) / Custom Order | Items produced or assembled after the order is received. | Custom or configured product manufacturing. | Customer orders a custom-sized bib with logo print. |
| Consignment Sales Order | Goods sent to a retailer or customer location but invoiced after sale. | Managing consignment stock placements. | Apparel placed in partner stores until sold. |
| Internal Sales Order / Intercompany Order | Sales between branches or entities of the same organization. | Multi-company or multi-warehouse transfers. | HQ sells inventory to a regional branch. |
| Sample / Zero-Value Sales Order | Used for free-of-charge goods or promotional samples. | Marketing or product testing purposes. | Sending product samples to a potential reseller/ influencer. |
| Non Stock Sales Order | Covers service-based items rather than goods. | Managing non stocked items which form the full or part of an order | Shipping, garment repairs, additional discounts. |
| Bufffer Order | Internal/ Production Sales Order for manufuacturing companies. | Specifies intended qty to manufactur before Customer Sales are received Or shortfall in mnaufactuing after customer orders | Raise a buffer order to manufacture 500 jersyes. Customer Sales orders then depleate the 500 units as the are received. |
Sales Order Status & Progress
Each order moves through a defined set of statuses, reflecting its stage in the sales process.
Exact names may vary per organization, but common stages include:
| Status | Description |
|---|---|
| Pending | Order created but not yet confirmed or approved. |
| Approved | Order approved, awaiting fulfillment or allocation. ATS is reduced |
| Picked/ Reserved | Items being picked & packed (or reserved for future despatch) |
| Invoiced | Financial transaction completed; no further edits allowed.* *Returns/ Refunds could be completed in the form of Credit Notes |
| Cancelled / On Hold | Order cancelled or awaiting review before proceeding. |
| Editing | Order is unlocked for required edits |
*Status changes often trigger automated actions such as inventory reservation, stock updates, or invoice generation.
When You Can Make Changes
✅ Changes Allowed
You can typically edit a sales order when:
The order is in Editing or Pending status.
Items or pricing need correction before picking or invoicing (fulfillment) begins.
The customer requests updates before confirmation/ approval (e.g., address, quantity, or notes).
No financial documents (invoice or credit note) have been issued yet.
Common editable fields include:
Customer details and delivery address
Product lines (items, quantities, pricing)- as long as products are not linked to an integrated sales channel
Payment terms or shipping method
Internal notes or sales rep assignment
❌ Changes Not Allowed
Once the order progresses beyond certain stages, editing is restricted to maintain data integrity.
You cannot edit a sales order when:
The order is in picked, shipped, fulfilled or invoiced.
The order has triggered stock movements or financial postings.
The order is linked to external systems that disallow mid-process changes (e.g., Shopify, 3PL Warehouses).
If a change is required at that point, the correct process is usually to:
Create a Credit Note, or
Cancel and recreate the order, depending on the workflow setup.
Key Takeaways
The Sales Orders module is the control center for managing all customer orders.
Orders may flow in from multiple integrated channels automatically.
Status changes drive fulfillment, invoicing, and financial visibility.
Edits are only allowed before fulfillment or invoicing begins (Editing or Pending status).
Still need help?
Check your organization’s internal process guide or contact the support team for assistance with order corrections or integration troubleshooting.