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How Sales Orders Work
How Sales Orders Work

Create orders to sell inventory to your customers

Brennan Zelener avatar
Written by Brennan Zelener
Updated over a week ago

Sales orders in WholeCell are used to track all of your outgoing inventory sales across whichever channels and marketplaces you sell through.  This article will give you an overview of the critical steps in creating and fulfilling a sales order.

Table of Contents

  • Adding Products

  • Committing Inventory

  • Removing Inventory

  • Setting Sale Prices

  • Changing Status

  • Adding Notes

  • Financial Analytics

Adding Products or Order Items

Once you've created a sales order you can add products/order items by clicking the blue + Add Items button.

Note: This step is not necessarily a requirement every time but if you have a sales team that's separate from your warehouse fulfilling team, the sales team may indicate the order items on the sales order first to which the warehouse team can commit or scan the physical phones to fulfill. If you want to directly commit inventory without adding order items, refer to the Committing Inventory section below.

This will bring up a window with a search bar.  Search your inventory for the product you want to sell.  In this example I'm going to look for "iphone 6 16GB":

Now you can choose the specific product you want to sell, and you can see how many units of that product you currently have available in inventory.  In this example, I'm going to pick the C Grade Unlocked iPhone 6 16GB Space Gray [A1549].

Click Select to add that product to your sales order, then choose the quantity you want to add and click Save.

I've added 5 of the iPhone 6 model I chose to this sales order.  The sales order Details tab shows these in the table below:

Once a product is added to a sales order with a quantity, it's referred to as a "sales order item".  Depending on the context, you may see these referred to as "order items", or simply "items".

You can also add additional line items that may be physical order items or financial line items and commit inventory to the line item (only for physical order item categories). To manage your order item categories, visit the order item categories settings page (see example below):

To add line items, click on the blue + Add Items button, then choose the 'Line Item' tab on the next window that pops up.

You can select a category (based on the order item categories settings page), put in a description, the amount of the item, and then save.

Committing Inventory

The simplest way to commit inventory if you already have order items is by Direct Commit. You can click on the value in the Committed column to do that. See the step-by-step procedure in the Direct Commit section below.

For more options in committing specific, serialized inventory items to your order, click on the blue '+ Commit Inventory' button

There are five workflows for committing inventory:

  • By ESN

  • By Hex ID

  • By Scanning

  • By Selecting

  • By FIFO

  • By Direct Commit

By ESN or By Hex ID

If you already have a list of the specific inventory ESNs or Hex IDs that you want to commit to the order, you can do this easily by copy-and-pasting them into the corresponding text box and clicking Save.

By Scan

If you'd prefer to find the specific inventory items in your warehouse and then use a barcode scanner to commit them, you can do this on the Scan screen.

Note: You can commit more or different inventory to your sales orders than the quantity you've added by adding products.  If you don't want to allow this, you can disable it in Settings > Sales Orders.

By Selecting

If you want to pick the inventory from a list, you can go to this tab and choose from the list that will show, or you can use the filters available to display a specific selection and then from there, check the boxes beside the inventory that you want to pick.


The FIFO tab allows you to easily input the number of items you want to commit, and WholeCell will automatically choose the ones that have been on the system for the longest time.

After committing specific inventory, you will see the number of items you have committed on both the Details tab and the Inventory tab on the sales order page:

The Inventory tab will show a broken-down view of specific items committed under the Individual sub-tab.

By Direct Commit

Direct commit allows you to click on an order item's committed quantity to see the inventory items that have been committed to that order item, as well as directly commit inventory items to it. Directly committing inventory items skips WholeCell's usual product variation verification and allows you to commit any inventory to the order item, regardless of whether or not the SKU or product variation matches. This means you can add a line item and commit inventory to that line item. For example, you can create a "Mixed iPhone Lot" line item and commit multiple different types of inventory items to it directly. In order to commit inventory to a line item, it must belong to a "physical" order item category.

To directly commit to an order item (and another way to see committed inventory), click on the value in the Committed column:

On the Order Item window, choose the Direct Commit tab, then put in ESNs or HEX IDs of different types of inventory that you want to add to the order.

This will not create new order items on the sales order (which was the previous feature) but there will be a note saying there is inventory committed to it with a different product variation.

Removing Inventory

There are two ways to remove inventory from your sales order:

  • Removing order items

  • Removing committed inventory

If your customer is requesting to have products removed from their order, you'll want to remove the order items accordingly and then have your operations team follow suit by removing the committed inventory to match.

If you want your order items to stay the same but you want to remove some of the specific committed inventory, you'll want to remove committed inventory and then fulfill the order items with different committed inventory to match.

Removing Order Items

To remove an order item from your sales order, click on the checkbox next to the item on the Details tab and select "Remove from Order" in the Bulk Actions menu at the top left of the table:

*Note - removing an order item will remove all committed inventory for the matching order item.

Removing Committed Inventory

To remove committed inventory from your sales order, click on the checkbox next to the inventory on the Inventory tab--Individual sub-tab and select "Remove from Order" in the Bulk Actions menu at the top left of the table:

*Note - removing committed inventory will only adjust the matching order item quantity if set to do so in Settings.  You can change this behavior in Settings > Sales Orders.

Setting Sale Prices

When adding products to an order, those products will automatically be sold at their current list price.  To change the sale price, click on the "Edit Price / Quantity" button on the Details tab:

This will allow you to update the price and quantities of all of your items on the sales order.

Changing Status

You can use sales order statuses to describe your operational pipeline for processing sales orders in your business.  Statuses can be managed in Settings > Statuses.

To change the status of a sales order, simply click on the status at the top right of the page and choose the status you'd like to update the order to.

Adding Notes

You can add notes to a sales order just like you can on purchase orders, inventory items, and other things in WholeCell.  Type your desired note into the input below the order information on the right side of the page:

Click enter to save the note:

Financial Analytics

Clicking on the green analytics button in your sales orders will open a financial analytics section that shows the orders:

Average Age
The average number of days since the committed inventory on the sales order was added to your inventory.

The gross margin (sales price - purchase price / sales price) of all committed inventory on the order.

The gross profit (sales price - purchase price) of all committed inventory on the order.

Committed Total
The total sales price of all committed inventory on the order.

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