Taking and Fulfilling Orders¶

From first contact to final delivery — manage your entire sales pipeline in one place.

What You'll Learn¶

• How to manage customers and import them from CSV
• How to create quotes and convert them into sales orders
• How to create sales orders directly using the three-step order wizard
• How to track the four-step order workflow (confirm, bill, produce, ship)
• How to ship orders and record payments

Prerequisites¶

• Admin access to FilaOps
• At least one active product in your catalog (see Managing Your Product Catalog)
• At least one inventory location set up (see System Settings)

Managing Customers¶

Before you can take orders, you need customers. Navigate to Admin > Customers in the sidebar.

The Customers Page¶

Six stat cards at the top give you a live snapshot:

Below the stats, a search bar and a status dropdown let you filter the customer table.

Creating a Customer¶

1. Click + Add Customer.

2. Fill in the customer details:

   • Email — Required. Used for communication and as a unique identifier.
   • First Name / Last Name — The customer's name.
   • Company Name — Optional, for business customers.
   • Customer Number — Your internal customer ID (optional but recommended).
   • Phone — Contact phone number.
   • Address — Shipping and billing address fields.
   • Status — Active, Inactive, or Suspended.

3. Click Save.

Importing Customers from CSV¶

If you have an existing customer list in a spreadsheet, use bulk import:

1. Click Import CSV.
2. Upload your CSV file.
3. Map your CSV columns to FilaOps fields and review the preview.
4. Click Import to create all customer records at once.

Searching and Filtering¶

Use the search bar to find customers by email, name, company name, or customer number. Use the status dropdown to show only active, inactive, or suspended customers.

Viewing and Editing Customer Details¶

Click View on any customer row to see their full profile, including contact information, order history, and a financial summary (booked, paid, outstanding). Click Edit to modify a customer's details.

Creating and Managing Quotes¶

Quotes let you propose pricing to a customer before committing to a sales order. Navigate to Sales > Quotes in the sidebar.

The Quotes Page¶

Six stat cards give you a snapshot of quoting activity. Five of them act as click-to-filter buttons:

Quote Lifecycle¶

graph LR
    A[Pending] --> B[Approved]
    B --> C[Accepted]
    C --> D[Converted to Order]
    A --> E[Rejected]
    B --> E

Creating a Quote¶

1. Click New Quote.

2. Fill in the quote details:

   • Customer name / email — The recipient of this quote.
   • Product — The item or service being quoted.
   • Quantity — How many units.
   • Unit Price — Your proposed price per unit.
   • Valid Days — How many days until the quote expires (defaults to 30).
   • Customer Notes — Any special terms or conditions visible to the customer.
   • Admin Notes — Internal notes for your team.

3. Click Save.

Quote Expiry¶

FilaOps tracks quote expiration and displays visual indicators in the quote table:

Quote Actions¶

From the quotes table, actions available depend on status:

Converting a Quote to a Sales Order¶

When a customer accepts a quote:

1. Find the quote in the list (click the Accepted stat card to filter).
2. Open the quote and click Convert to Order.
3. FilaOps creates a new sales order from the quote details, navigates you directly to it, and automatically creates a linked production order if the product has an active BOM.

Duplicating a Quote¶

Click Duplicate to create a copy of any quote. The duplicate starts in Pending status with a fresh validity period and an admin note referencing the original quote number. This is the correct way to renew expired quotes or create pricing variations.

Creating Sales Orders¶

Sales orders are the core of your fulfillment workflow. Navigate to Sales > Orders in the sidebar.

The Orders Page¶

Orders display in a card grid layout — not a table. Each card shows the order number, customer, product summary, total value, date, and fulfillment status at a glance.

The OrderFilters panel at the top has three controls:

• Search — Find orders by order number, product name, customer name, or email (client-side filter).
• Sort by dropdown — Controls the card sort order.
• Filter row — Color-coded quick-filter buttons by fulfillment state.

Fulfillment Filter Buttons¶

Sort Options¶

Creating an Order with the Wizard¶

Click Create Order to open the Sales Order Wizard.

Step 1: Customer¶

Choose an existing customer from the dropdown. If the customer does not exist yet, the wizard saves your progress and takes you to customer creation; after saving, return to Sales > Orders and the wizard re-opens with the new customer selected and your previous entries restored.

Step 2: Products¶

Add one or more line items. Three line types are supported:

If a product does not exist yet, an inline item wizard (three sub-steps: basic details, BOM, pricing) lets you create it without leaving the order wizard. You can also create sub-components and filament materials inline during item creation.

The Products step also collects shipping address fields and a shipping cost charge.

Step 3: Review and Submit¶

Review the full order: customer, line items, shipping charge, tax (applied automatically if a default tax rate is configured), and grand total. Add customer-visible notes if needed.

Click Submit Order to create the sales order. FilaOps generates an order number in the format SO-YYYY-NNN (e.g. SO-2026-042).

The Four-Step Order Workflow¶

Every order detail page opens with an Order Workflow panel showing four sequential steps. Each step is color-coded by state:

Step 1: Confirm Order¶

New manually created orders start in Pending status. Orders received from external sources arrive as Pending Confirmation.

• Pending orders: click Confirm in the workflow panel to move to Confirmed status.
• Pending Confirmation orders: click Confirm Order to accept, or Reject Order (available in the secondary actions row) to cancel with a reason.

Once confirmed, the order is ready for billing and production release.

Step 2: Invoice / Payment¶

Before production can be released, the billing requirement must be satisfied. Any one of the following satisfies it:

• Create an invoice and mark it Sent.
• Record a direct payment on the order.

The workflow step shows the current invoice number and status, and offers the most relevant action for your current state:

Step 3: Production Orders¶

After billing is satisfied, the Create Work Orders button becomes active. Click it to generate production orders for every product line that has a BOM. FilaOps creates one work order per qualifying line and immediately opens the Release & Schedule Wizard so you can assign work to a machine and set a schedule.

Click Open Work Order to navigate directly to a linked production order. The View in Production quick action below the workflow panel also takes you to the production order detail.

Step 4: Fulfillment¶

When all production orders are complete and material shortages are cleared, a Ship Order button appears. Clicking it navigates you to Sales > Shipping with this order pre-selected.

Order Statuses¶

Editing Order Lines¶

Admins can edit line quantities and unit prices, and remove lines on orders in pending, confirmed, in_production, or on_hold status.

Changing a Quantity or Price¶

1. Open the order detail view.
2. In the Line Items table, click Edit on the target line.

3. Enter the new quantity and/or unit price.

   • Quantity cannot go below the amount already shipped for that line.
   • Unit price must be ≥ 0.

4. Enter a reason — this is recorded in the order activity timeline.

5. Click the save button to confirm.

The subtotal, tax, and grand total recalculate automatically.

Removing a Line¶

A remove button appears next to a line when all of the following are true:

• The order has more than one line (you cannot remove the last line — cancel the order instead).
• The line has no shipped quantity yet.
• No non-cancelled production orders are linked to this line.

Click the remove button, confirm the prompt, and the line is deleted. Totals recalculate automatically.

Close-Short Workflow¶

Close-short lets you accept partial fulfillment when the full ordered quantity cannot be completed. This closes the order at whatever quantity was actually produced rather than leaving it open indefinitely.

When to Use¶

• A production order completed with fewer units than ordered (scrap, material shortage).
• The customer agreed to accept partial shipment.
• You want to finalize an order rather than keep it open.

Prerequisites¶

All linked production orders must be resolved (complete, closed, or cancelled) before Close-Short is available. If a production order ended short, use Accept Short on that production order first to lock in the completed quantity.

How It Works¶

1. Open the order detail view. The Close Short button appears in the secondary actions row of the Order Workflow panel when the order is in confirmed, in_production, or ready_to_ship status and has not already been closed short.
2. Click Close Short. FilaOps loads a preview modal showing the achievable quantity per line, calculated from completed production quantities (with fallback to available finished-goods inventory if no linked production order exists).
3. Review the per-line breakdown. Lines that cannot be fully fulfilled show the reason (e.g., "Limited by PO WO-2026-001: produced 8 of 10").
4. Enter a reason for closing short.
5. Confirm. FilaOps adjusts each line quantity to what was achievable, recalculates the grand total, transitions the order to Ready to Ship, and writes an audit record.

After Close-Short, ship the order through the normal shipping workflow.

Shipping Orders¶

Once production is complete and items are ready, navigate to Sales > Shipping to manage the shipping workflow.

Shipping Dashboard¶

At the top of the page, a shipping trend chart shows your activity over a selectable period:

The chart displays daily shipped counts as bars and cumulative order value as a green line. Summary figures to the right show total shipped, total value shipped, and orders still in the pipeline.

Below the chart, five compact metric cards show:

The Three-Tab Workflow¶

Ready for Packaging  →  Needs Label  →  Ready to Ship

All tabs sort orders by due date, most urgent first. Click an order number to open its full detail page.

Tab 1: Ready for Packaging¶

Orders where production is not yet complete. These are in your pipeline but cannot be packed yet. Monitor this tab to anticipate incoming work.

Tab 2: Needs Label¶

Orders where production is complete but no tracking number has been entered.

To enter tracking and ship:

1. Click the order row to expand it.
2. Select the Carrier (defaults to USPS).
3. Enter the Tracking Number.
4. Click Save Tracking.

FilaOps marks the order as Shipped, processes inventory deductions, posts a COGS journal entry, and removes the order from the queue.

Tab 3: Ready to Ship¶

Orders that have a tracking number recorded and are ready to go out the door. This tab shows what has been labeled but not yet physically dispatched — use it as a dispatch checklist.

Due Date Urgency¶

Each order row shows a color-coded due date:

Packing Slips¶

Open any order's detail page and click Packing Slip to generate a printable PDF in a new browser tab.

Invoices¶

FilaOps can generate a PDF invoice directly from a sales order. From any confirmed (or later-status) order detail page:

1. In the Invoice / Payment workflow step, click Create Invoice.
2. FilaOps creates the invoice, assigns an invoice number, and links it to the order.
3. Click Mark Sent to record that the invoice was delivered to the customer.
4. Use Open Invoice to view it in Sales > Invoices, or Download PDF to save a copy.

The invoice number and status appear in both the Order Workflow panel and the Quick Actions section of the order detail page once an invoice exists.

Recording Payments¶

Track payments against sales orders. Navigate to Sales > Payments in the sidebar.

Payment Dashboard¶

Four KPI cards at the top show:

A This Month by Method breakdown below the cards shows totals per payment method for quick reconciliation.

Recording a Payment¶

Payments can be recorded from two places:

• Sales > Payments page — click Record Payment.
• Order detail page — click Record Payment in the Order Workflow panel or the Payments section.

Fill in the payment details:

• Order — Which sales order this payment applies to.
• Amount — How much was received.
• Payment Method — Cash, Check, Credit Card, PayPal, Stripe, Venmo, Zelle, Wire Transfer, or Other.
• Reference Number — Check number, transaction ID, etc.
• Notes — Any additional details.

Click Save.

Recording a Refund¶

From the Sales > Payments header, click Record Refund (a separate button from Record Payment). Refunds appear in payment history with a Refund type and reduce the amount collected against the order.

Filtering Payment History¶

The Full Order Lifecycle¶

Here is how all the pieces fit together, from first contact to cash in hand:

graph TD
    A[Customer Inquiry] --> B{Quote or Direct Order?}
    B -->|Quote| C[Create Quote]
    C --> D[Approve Quote]
    D --> E[Customer Accepts]
    E --> F[Convert to Order]
    B -->|Direct| G[Sales Order Wizard]
    G --> F
    F --> H[SO: Pending]
    H --> I[Confirm Order]
    I --> J[Create Invoice / Record Payment]
    J --> K[Create Work Orders]
    K --> L[Production Runs]
    L -->|All complete| M[Ready to Ship]
    L -->|Produced short| N[Accept Short on WO]
    N --> O[Close Short on SO]
    O --> M
    M --> P[Enter Tracking — Ship]
    P --> Q[Record Payment / Close Invoice]

For a detailed walkthrough of this end-to-end process, see the Quote to Cash workflow guide.

Canceling and Deleting Orders¶

Canceling an Order¶

Orders in pending, confirmed, or on_hold status can be cancelled.

1. Open the order detail view.
2. Click Cancel Order in the secondary actions row of the Order Workflow panel.
3. Enter a cancellation reason (required).
4. Confirm.

Deleting an Order¶

Only pending or cancelled orders can be deleted, and only when no active production orders are linked. Click Delete Order in the secondary actions row and confirm. Deletion is permanent.

Tips and Best Practices¶

• Use quotes for custom work — Quotes give customers time to review pricing and let you track your conversion rate.
• Set a validity period on quotes — This creates urgency and keeps your pipeline clean.
• Sort by "Most Actionable First" — The default sort surfaces orders you can act on right now.
• Check the Blocked filter daily — Red-flagged orders need attention: missing materials, incomplete production, or other issues.
• Satisfy billing before releasing production — FilaOps enforces this gate to protect revenue.
• Accept Short on the work order before Close-Short on the sales order — The sales order reads the work order's completed quantity.
• Record payments promptly — This keeps your outstanding balance reports accurate.
• Use the shipping tabs in sequence — Ready for Packaging → Needs Label → Ready to Ship prevents missed steps.

What's Next?¶

With orders flowing, manage the production and fulfillment side:

• Running Production — manufacture items from your sales orders.
• Tracking Inventory — keep stock levels accurate.
• Ordering Supplies — make sure you have materials on hand.

Quick Reference¶