A sales order in Qoblex starts life as a quote, holds the customer, pricing, tax, and line items, and becomes the record that shipments, invoices, returns, and refunds attach to. You create one from the sales list and complete it in the sales order workspace, where the header carries the customer and pricing context and the line table carries the products and charges you are selling.

This article covers creating a sales order, filling in the header and line items, letting Qoblex calculate the totals, saving, and editing the order later. It also explains which fields lock once the order is open, invoiced, shipped, or closed, so you know when to correct the order directly and when to use a downstream workflow instead.

Create a sales order

Open the Sales list.
Choose the action to create a new order.
Qoblex builds a new draft order and opens it in the sales order workspace.

The new order is created as a Quote in the company base currency, with an exchange rate of 1, the company default tax-inclusive setting, the company default shipping location as Origin, the current date as both Created at and Delivery Date, and the current user as Sales Rep.. The order has no number until you save it, so the workspace tab reads Sales > <NEW> until then.

Everything in a quote is editable, including fields that lock later. Fill in the customer and the pricing context (currency, price list, tax-inclusive) while the order is still a quote, because some of these fields cannot be changed once the order is open or invoiced.

The header

The header sits at the top of the order. The following fields are always visible:

Customer: the contact the order is for.
Order Number: the order’s own number. Blank until the order is saved.
Customer Reference: a free-text reference, for example the customer’s own PO number.
Origin: the shipping location the stock ships from.
Currency: the order currency.
Price List: an optional price list to source prices from.
Delivery Date: the expected delivery date.
Exchange rate: shown only when the order currency differs from the company base currency.
Sales Rep.: the employee assigned to the order.
Is Tax Inclusive?: a switch controlling whether line prices already include tax.

Select Show More to expand the rest of the header, which shows Ship To, Bill To, Created at, and Updated at. Ship To and Bill To only appear once the order has a customer with addresses.

Customer and addresses

Enter or search the customer name in the Customer field and pick the contact. Use the pencil button next to the field to edit the selected contact, or the plus button to create a new contact inline.

When you select a customer, Qoblex copies that contact’s addresses into the order:

Bill To takes the customer’s default billing address, or the first billing-type address, or the first address on file.
Ship To takes the customer’s default shipping address, or the first shipping-type address, or the first address on file.

If the selected customer has a price list assigned, Qoblex applies that price list to the order. If the order already has line items and the customer’s price list currency does not match the order currency, Qoblex blocks the change and shows the customer name followed by uses a price list that does not match the order currency.

Select the Ship To or Bill To value to open the address editor. In that dialog you can:

Edit the address lines, city, postal code, state, country, and phone numbers for this order.
Pick one of the customer’s saved addresses to copy into the fields.
Mark the selected saved address as the customer’s default shipping or billing address.

Choosing Accept writes the edited values back onto the order’s shipping or billing address. This edits the order’s copy of the address; it does not change the underlying contact address unless you set a default.

Currency, exchange rate, and price list

Changing Currency to a value other than the company base currency makes Qoblex fetch the current exchange rate and show the Exchange rate field. Switching back to the base currency resets the exchange rate to 1 and hides the field. Line prices are always shown in the order currency; changing the rate keeps the displayed prices and adjusts the underlying base-currency values.

When you pick a Price List whose currency does not match the order currency, Qoblex rejects it with Invalid Price List and the message The order currency <order currency> and the selected price list currency <price list currency> do not match. When the currencies match and the order already has line items, Qoblex asks Are you sure you want to update the order prices from the selected price list? before repricing the existing lines.

An exchange rate of 0 is rejected with Invalid exchange rate. The order cannot be saved with a zero rate.

Add line items

An empty order shows a prompt with three actions: add a line item, import line items from a CSV file, or add additional charges. Once the order has at least one line, use the links below the line table instead: New order lines, Add Shipping & Freight, and the Import / Export menu.

Products and variants

Select Add Line Item or New order lines to open the product search.
Search for and select one or more variants.
Qoblex adds each selected variant as a line.

For each added product line Qoblex sets the price and tax from the variant and the order context:

The price starts from the variant’s retail price, or its wholesale price when the customer is a wholesale customer, or the matching price-list price when the order uses a price list.
The discount defaults to the customer’s discount, if any.
The tax class defaults to the product’s tax class, otherwise the customer’s sales tax class, otherwise the company default sales tax.
The quantity defaults to the quantity you chose in the search, or 1.

Each product line shows the product, unit of measure, SKU, quantity, invoiced quantity, returned quantity, cancelled quantity, shipped quantity, discount, price, tax, COGS, margin, and total. Use the eye icon on a line to see variant stock details, and the comment button to add a per-line note.

The Discount field can be a percentage or a fixed amount; use the type selector on the field to switch between % and the currency symbol.

Additional charges (non-stock lines)

Select Add Additional Charges or Add Shipping & Freight to add a non-stock charge line, such as shipping, handling, or freight. Type the charge name into the line’s description field. Additional charges carry a quantity, price, discount, and tax, and can be invoiced and refunded, but they are never picked, shipped, or allocated like product lines.

What Qoblex calculates

Qoblex computes the following from the lines and updates them as you edit:

Subtotal: the sum of the line totals, after per-line discounts.
Total tax: the sum of the line taxes. Tax is added on top of the subtotal when the order is not tax-inclusive, or extracted from it when it is.
Total: subtotal, plus tax when the order is not tax-inclusive, plus any refunds.
Units Count, COGS, and Margin: rolled up from the lines. COGS and margin are marked as estimated until items have been dispatched.

Notes

The order has two note areas below the totals, on separate tabs:

Notes to Customer: customer-facing comments that can appear on customer documents.
Private Notes: internal notes visible only to you and other staff.

Check that internal detail is not entered under Notes to Customer before you share or print the order.

Save the order

Select Save in the toolbar to persist the order. On the first save Qoblex assigns the order number and updates the workspace so downstream workflows become available.

Saving is blocked until the order is valid. Qoblex shows the errors at the top of the page: – Please select a customer and try again when no customer is set. – Line item <product> quantity must be greater than zero for any zero-quantity line. – Line item <product> Tax rate is missing for any line without a tax class. – Line Item name is missing or empty for a line with no product or name.

If you try to leave the workspace with unsaved changes, Qoblex asks You have pending changes, if you leave this page you will lose those changes. Do you want to continue? Confirming discards your changes; canceling keeps you on the order.

Some actions require the order to be saved first. Importing line items and printing show Please save the order first until the order has been saved once.

Import and export line items

Once the order is saved, use the Import / Export menu below the line table to move line items by CSV:

Export line items to CSV downloads the current lines.
Import line items from CSV saves the order, then opens the upload dialog. After a successful import the order reloads with the imported lines.

The importer matches each product row to a variant by SKU or Barcode. A row with a Quantity of 0 is skipped, and an imported product that is already on the order replaces the existing line for that variant. If a row has neither a SKU nor a barcode, Qoblex reports Could not import line item <name>: no SKU or barcode provided in the CSV file.

Line-item import only works while the order is a Quote. If the order is already open, the import is rejected with Cannot change the order as it is not in Quote mode.

The CSV uses these columns (from the downloadable template):

Column	Description	Required
LineType	`Line Item` for a product line or `Landed Cost` for an additional charge. Blank is treated as `Line Item`.	No
Description	The product name (product lines) or the charge name (additional charges). Product lines fall back to the matched variant name if left blank.	No
SKU	The variant SKU used to match the product.	SKU or Barcode required for product lines
SupplierSKU	The variant’s supplier SKU. Informational; not used to match.	No
Barcode	The variant barcode used to match the product.	SKU or Barcode required for product lines
Quantity	The line quantity. A value of `0` skips the row.	Yes
Discount	The line discount. Defaults to `0` when blank.	No
Price	The line price in the order currency. When blank or `0`, Qoblex sources the price from the price list or the variant.	No
Tax name	The name of an existing sales tax class to apply. Falls back to the company default sales tax when blank or unmatched.	No

Edit an existing order

While the order is a Quote, every header field and line is editable, and you can add or remove lines freely.

Once the order is Open, edits are restricted. To reopen an open, unlocked order for editing, use Edit in the toolbar, which reverts it to a quote. The following restrictions apply as the order progresses:

A line price cannot be changed once that line has an invoiced quantity.
A line quantity cannot be reduced below the greater of its dispatched and invoiced quantities.
A line cannot be edited or removed once the order is Closed, and additional charges cannot be edited once the order is closed.
The whole order is read-only when it is locked by a sales channel integration. Unlock it from the workspace before editing.

A Canceled order cannot be edited at all. Any change is rejected with Order cannot be updated as it has been cancelled.

Once the order is Closed, the customer, origin, currency, exchange rate, tax-inclusive setting, price list, and delivery date can no longer be changed. Qoblex rejects the change with Customer, origin, currency, exchange rate, tax-inclusive, price list, and delivery date cannot be changed once the order is closed.

Once the order has been invoiced, the currency, exchange rate, tax-inclusive setting, and price list can no longer be changed, even while the order is still open. Qoblex rejects the change with Currency, exchange rate, tax-inclusive, and price list cannot be changed once the order has been invoiced.

Deleting a line from a saved order removes it immediately. Lines that came from a sales channel integration cannot be deleted in Qoblex; Qoblex shows Cannot delete line item. Please edit the order in followed by the integration name.

When you correct an order that already has invoices, shipments, returns, or refunds, editing the original line is often the wrong fix, because the downstream record already used the old values. Use the return, refund, or cancellation workflow instead. See Returns and refunds and Sales order statuses and actions.

Turn the quote into an order

When the order is ready, select Create Order in the toolbar to move it from Quote to Open. Create Order is only shown while the order is a quote. Creating the order first saves and validates it, so the same required-customer, quantity, and tax-rate validations apply.

After the order is open, Qoblex can allocate stock and exposes the shipping, invoicing, return, and refund workflows. Until then the side panels prompt you to create the order first, for example Click ‘Create Order’ to create a new order from this quote before you can create shipments.

For what happens after the order is open, see Sales order allocations, Shipments: picking, packing, and dispatch, and Invoices and payments.

Troubleshooting

Save is blocked and errors show at the top of the order

The order failed validation. Set a Customer, give every line a Quantity greater than zero and a Tax class, and make sure no line is missing its product or name. Correct each listed line and save again.

A product price looks wrong

Check the order Currency, the Price List, the Exchange rate, the variant’s own price, and any customer-specific price list. When the order uses a price list, the line price comes from that list; when it does not, it comes from the variant’s retail or wholesale price.

Ship To or Bill To did not copy from the customer

Address copy fills the order addresses when a customer is selected. Open the Show More header and use Ship To or Bill To to review or edit the address, or to pick a different saved address from the contact.

A field or line will not let me edit it

Check the order status. A line price locks once the line is invoiced, a line quantity cannot go below the dispatched or invoiced quantity, and once the order is closed or locked by an integration the order is read-only. A canceled order cannot be edited at all. To reopen an open, unlocked order, use Edit to revert it to a quote.

Import line items says the order is not in Quote mode

Line-item import only works while the order is a quote. If the order is already open, revert it to a quote with Edit first, or add the lines manually.

Create and edit a sales order