Sales records & statuses
Open Sales → All sales to find quotes, invoices and orders for the selected store. The Quotes, Invoices and Orders shortcuts show filtered views of that same list. Confirm the selected store and mode before working on a record.
Find and open a record
- Open Search & filters. Use Search for a document number, draft identifier, customer or company.
- Narrow the list with Type, Source, Status, Payment or Fulfillment. You can also select a customer or enter Customer email and a created-date range.
- Choose Apply, then open the link in the Number column.
- Check the customer, record type and source on the detail page before acting.
Use Next page to continue through results and First page to return. The count describes the current page. If a record is missing, use Clear to remove filters and check the selected store. Could not load sales means the read failed; refresh before treating an empty list as no sales.
An unissued draft may show Draft and a short identifier instead of a document number. Keep the record's full context in mind when comparing it with a numbered document.
Read the statuses separately
One status does not describe every part of a sale:
| Status | What to check |
|---|---|
| Status in the Sales list | Quotes and invoices show their commercial lifecycle, such as Draft or Sent. Orders with a processing status show Pending, Confirmed, Processing, Completed or Cancelled. Some orders show a commercial status instead; the list labels that fallback. |
| Payment | Whether payment is not required, unpaid, partially paid, paid or refunded. Check the amounts and transaction history too. |
| Fulfillment | Physical fulfillment progress, such as Unfulfilled or Partially fulfilled. No shipping required describes shipping; it does not prove a service has been completed. |
| Signature, where shown on a record | Agreement progress. Review the agreement itself and any requirements shown before the next action. |
For example, an accepted quote can still need conversion and payment, and a confirmed order is not proof that its balance is paid. A Sent document status is not confirmation that its email reached the customer's inbox.
Use the record's offered actions for the task you need. See Quotes & invoices for document actions and Managing orders for storefront checkout-order progress and whole-order cancellation. Available actions can differ for records created by different workflows.
Understand the amounts
On the record, check the currency and these amounts:
| Amount | Meaning |
|---|---|
| Total | The priced document total, including its discounts, shipping and tax. |
| Amount Paid | Completed payments reflected in this record. A refund is tracked separately rather than subtracting from this payment history. |
| Balance Due | The remaining amount shown for collection. Returning money does not reopen this balance. |
For example, a $100 invoice paid in full and then refunded $20 still has Amount Paid $100 and Balance Due $0. Its refund history shows the $20 return and its payment status becomes Partially refunded.
Use the Balance Due shown on the correct document before collecting more money; do not treat every order's Total as an amount still owed.
Open the payment history to distinguish a payment, refund and refund reversal. Only completed transactions contribute to the recorded payment position. Investigate a reconciliation warning or uncertain provider result before collecting the same money again. See Recording payments & refunds.
Start the next task
- For a new document, use New sale → New quote, New invoice or New order, as your permissions allow. Creating a draft does not send it to the customer. Follow Quotes & invoices.
- For money already collected or returned outside cartonium, open the correct invoice or order and follow Recording payments & refunds.
- For required agreements, follow Agreements.
- For goods coming back from a customer, follow Returns & refunds so approval, receipt and refunding are handled in the appropriate workflow.
Who can do this
Any store team member can read the Sales list, records and their payment history. Owners and Admins can create and edit records; Staff need the matching permission group:
| Record | Staff permission group |
|---|---|
| Quote | Quotes |
| Invoice | Invoices |
| Order | Orders and fulfillment |
Other actions can require additional access. In particular, recording payments or refunds also requires Manual payments for Staff. Draft and lifecycle rules still apply even when you have permission. See Team & permissions.