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Overview

When a quote is accepted, it becomes an order. Order Management is where those orders live from acceptance through fulfillment, invoicing, and payment — including the exceptions along the way. Orders open on a Kanban board by default. Switch layouts from the menu in the top-right:
  • Kanban view — orders grouped into the fulfillment stages your team defines
  • Table view — a dense grid of every order with full commercial detail
Orders tracking is most relevant to supply-side and fulfillment flows. Teams with Single-Party Acceptance enabled in Inbox settings close deals on one accept, and some demand programs raise the purchase order outside the platform and simply record the PO reference against the line. Use as much of this page as matches how your team actually transacts.

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The Kanban Board

A board is a set of columns that mirror how your team actually moves an order along. Because you define the columns, the board matches your process rather than a fixed lifecycle — for example a team might run Awaiting PO → PO Received → In Transit → Delivered, while another needs a stage for customer inspection before invoicing. Columns fill themselves. Each column is defined by criteria, and every order automatically appears in the column whose criteria it matches — nothing to drag, and nothing goes stale when an order progresses. Orders that match no column collect in an unassigned column so they never disappear.

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Working a column

  • The header shows the column name and a live order count
  • Click the name or to expand the column into a full grid of its orders
  • Click to collapse a column you’re not working, keeping wide boards readable
  • The footer totals the whole column — Total, Margin, Adjusted Margin, and Markup — across every order in it, not just the cards on screen

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Managing boards

From the menu:
1

Choose a board

Open Boards and select from your team’s boards. Different boards can present the same orders through different lenses — one for expediting, another for invoicing.
2

Create or edit

New board or Edit board opens the board editor. Give the board a name — for example Fulfillment Pipeline — and define its columns in order.
3

Define each column

Give the column a name (for example Pending Confirmation) and add one or more criteria. Each criterion combines a type — Document, Shipping Status, Order Status, User Status, or Shipment Type — with an operator such as Has, Does not have, Has any of, Does not have any of, or Equals, plus the values to match.
4

Delete when it stops earning its place

Delete board removes the board only. Your orders are untouched — a board is a view over them, not a container.
Build columns around the question you ask each morning. A column defined as “has a purchase order document but no shipping status” is a working expedite list; a column defined as “has an invoice, not yet paid” is a collections list.

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Custom order statuses

Statuses in the menu manages your team’s own order status labels — a name and a color, for example Pending Finance Approval. Assign one to an order from its detail modal, and use it as column criteria (User Status) so a label immediately reorganizes the board.

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Filters

Filters scopes the whole board — every column reflects the filter, including the totals. Filter by:
  • Partner, Site, Program, and Manufacturer
  • Shipment Type and RMA Type
  • Numeric ranges for Total value, Margin, Unit price, and Qty
The button shows a count while filters are active.

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Table View

Table view lists every order on the board with the full commercial picture: Column headers follow your team’s reference data mappings, so they read in your own terminology.

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Order Lifecycle

An order’s status tracks where it sits commercially, independent of which board column it appears in. Your role — buyer or seller — comes from the listing the order originated on.
  • Opening — the order is Executed on acceptance, then moves to Accepted and Pending Shipment
  • Buying side — PO Sent → Goods Received → Invoice Received
  • Selling side — SO Sent → Shipped → Fulfilled → Invoice Sent
  • Closing — Paid completes a normal order
  • Exceptions — Rejected, Cancelled, and RMA mark orders that ended early or came back
Statuses advance as you record documents, shipments, and actions against the order.

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Order Details

Click any card — or the view action on a table row — to open the order detail modal. From here you can assign a custom Status, manage documents and shipments, and run the actions below.

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Documents

Add a document from the detail modal’s document form:
  1. Pick a document type — purchase order, sales order, invoice, and the other types your team works with, or a plain attachment
  2. Record the document number, name, and issued date
  3. Attach a file or reference an external link — the two are mutually exclusive
  4. Add details as free text
  5. Mark it internal only to keep it off anything shared with the partner
Saved documents can be opened, sent (or resent) to the partner, and deleted. Opening a document renders it from the order’s data and offers a PDF download.

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Shipments

Record shipments against the order as goods move. A shipment captures its status and shipment type, the quantity shipped, tracking number, carrier and forwarder, ship-to destination, ship mode and trade mode, shipped and delivered dates, and free-text notes. Shipping status is one of the criteria types a board column can filter on, so logging a shipment can move the order to its next stage automatically.

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Exception Flows

Not every order finishes as agreed. Three flows handle the ways one doesn’t.

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Cancellation

Available on orders that are accepted or pending shipment. Cancelling collects:
  • Type — buyer requested or seller initiated
  • Reason — for example excess inventory, design change, program cancelled, forecast reduction, out of stock, pricing error, unable to fulfill, or force majeure. The reason list narrows to the ones that make sense for the type you chose.
  • Cancel quantity — leave blank for a full cancellation, or enter a quantity for a partial one
  • NCNR enforced — whether non-cancellable / non-returnable terms are being applied
  • Message to the partner

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Remainder Order

When a partial cancellation leaves quantity behind, that remainder is split into its own order and the Confirm Remainder Order step opens automatically. Review the remaining quantity and unit price, and enter the new PO or SO number — the reissued number for the reduced order — then confirm.

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RMA

Return merchandise authorization is available on any order, since a return can surface long after delivery. Submitting an RMA collects:
  • RMA number (required), plus RMA type, quantity, and the condition of the goods — original packaging, opened, or damaged
  • Reason — for example wrong part, defective, damaged in transit, specification mismatch, quality, old date code, or excess inventory
  • The related PO and SO numbers
  • Line items being returned, each with material number, manufacturer, quantity, date code, lot number, and country of origin
  • Restocking fee % and whether NCNR is enforced
  • A message to the partner
RMA type and shipment type are both available as board column criteria, so returns in progress can have their own swim lane rather than sitting among healthy orders.