Orders
Manage sales orders from confirmation to fulfillment and invoicing, with backorders, statuses, and stock reservation.
Updated April 11, 2026
Orders sits between a won quote and a paid invoice — confirm what the customer wants, reserve stock, fulfill, and invoice, with full visibility of each order’s status.
Create a sales order
- Go to XO Sales → Orders → New order (or convert a quote).
- Select the client and add line items.
- (Optional) reserve stock so committed quantities aren’t sold twice (links to Inventory).
- Confirm the order.
📷 Screenshot: a confirmed sales order showing reserved stock per line.
Fulfill & invoice
- Fulfill the order — full or partial delivery; XO tracks what’s delivered vs outstanding.
- Invoice the delivered lines (single or multiple invoices per order).
- Backorders capture quantities not yet available so they’re filled when stock arrives.
Statuses & tracking
Track each order through draft → confirmed → fulfilled → invoiced; filter the orders list by status, client, or date to manage the pipeline.
Best practices
- Reserve stock on confirmation for scarce items to avoid overselling.
- Use partial fulfillment rather than holding a whole order for one line.
- Keep statuses current so finance and warehouse share one view.
Troubleshooting
- Can’t invoice an order. It must be confirmed (and usually fulfilled) first.
- Stock not reserved. Reservation must be enabled and the item stock-tracked.