Find and filter sales orders

The Sales list is where you locate any sale order in your company and shape the list into a working queue. Open it from the main navigation to see every sale order in one table, then use the search box, the filter panel, and saved views to narrow the list down to the orders you care about, such as orders awaiting stock, orders ready to ship, or unpaid orders.

This article covers the sale order list itself: the columns it shows, the search box, the filters, sorting, paging, and saved views. Selecting one or more rows enables bulk operations (allocate, invoice, ship, export, and more); those are covered in Bulk actions on sales orders.

Open the list

Open Sales from the navigation to load the sale order list. Each row is one sale order, and the Order value is a link: click it to open that order in the sale order workspace.

The list loads 50 orders per page and updates automatically as you type in the search box or change filters.

Columns in the list

The table shows the following columns:

The Invoiced, Paid, Picked, Packed, Dispatched, and Refunded columns each render as a single status icon (empty, partial, or complete) rather than text, so they read as a quick progress row across each order.

The Private Notes and Customer Notes columns are hidden by default. The COGS column only appears when your user role has permission to access inventory.

Status column

The Status column shows one of:

• Quote for orders that are still quotes and have not been opened as active sale orders.
• Open for active orders.
• Closed for completed orders.
• Canceled for canceled orders.
• Deleted when a deleted order is included in the list (see the deleted-orders filter below).

Stock Status column

The Stock Status column reflects allocation and fulfillment:

• Not Applicable for Quotes and Canceled orders, where the flag does not apply.
• On Hold when the order has been placed on hold.
• Awaiting Stock when the order still needs stock allocated.
• Ready To Ship when stock is allocated and the order can move into picking, packing, or dispatch.
• Fulfilled when the order is already shipped or fulfilled.

Use Stock Status to decide the next step: check allocations or replenishment for Awaiting Stock, review the hold reason for On Hold, and move Ready To Ship orders into your fulfillment workflow.

Search the list

The search box at the top of the page is labeled Filter by order number or customer name. Type into it to narrow the list; matching runs against the order number, reference, and customer as you type. Search is the fastest way to find a single order when a customer gives you an order number, a reference, or their name.

Filter the list

For a targeted queue, click Filters to open the filter panel. The panel offers these filters:

• Filter by order status (Order status): Quote, Open, Closed, Canceled.
• Filter by stock status (Stock status): On Hold, Awaiting Stock, Ready To Ship.
• Filter by invoicing status (Invoicing status): Draft, Partially Invoiced, Invoiced.
• Filter by payment status (Payment status): Unpaid, Partially paid, Fully paid.
• Filter by shipping status (Shipping status): Picked, Packed, Dispatched.
• Filter by assignee (Assignee): the users the order can be assigned to.
• Select a location (Location): the order’s location.
• Order creation date: a date range for when orders were created.
• Order shipping date: a date range for when orders shipped.
• Tagged with: filter by an order tag.
• Filter by a specific product: show only orders that contain a chosen product.
• Deleted Orders: a Would you like to show deleted orders? toggle that includes deleted orders in the list.

Most of these filters accept more than one value at once; selecting several values in a single filter matches orders that have any of those values. The Shipping status filter is the exception: it combines its selected values, so choosing more than one requires the order to satisfy all of them.

After choosing your filter values, click Apply Filters to update the list. Click Close to dismiss the panel without applying further changes. Active filters appear as chips next to the Filters link, and each chip has a clear (×) button to remove that one condition.

If an order you expect is missing, clear the search box, widen the Order creation date and Order shipping date ranges, and turn on Would you like to show deleted orders? in case the order was deleted.

Sort the list

Click a column header to sort by that column. Only the Order, Date, and Delivery Date columns can be sorted; the other columns are not sortable. The list is sorted by Order in descending order by default, so the newest orders appear first.

Paging

The list shows 50 orders per page. Use the pager below the table to move through additional pages. The page size is fixed at 50 and cannot be changed from the list.

Saved views

When your company has saved views for the sales list, they appear as tabs above the table. Click a tab to switch to that view’s saved filter set. An All view is always available and shows the unfiltered list.

To save the current filters as a reusable view, apply the filters you want, then click Save View (shown next to the filter chips once at least one filter is active). When you are on a saved view, the same link reads Edit View so you can update it. Saved views let each team keep its own queue, for example a warehouse view for Ready To Ship orders and a finance view for uninvoiced or unpaid orders.

Selecting orders for bulk actions

Each row has a checkbox in the first column. Select one or more orders to enable the Bulk Actions menu, which runs operations such as allocate, invoice, pick, pack, ship, export, and sync across the selected orders. Selection supports click, shift-click, and multi-select.

Apply your filters first, then select rows, so the action runs on exactly the orders you intend. If you change the filters after selecting, review the selection again. For the full list of bulk operations and their rules, see Bulk actions on sales orders.

Import progress indicator

While a sale order import is running, a banner appears above the list reading Order import operation in progress, along with Queued Orders and an Updated time, and a Cancel link to stop the import. Wait for the import to finish before editing, allocating, shipping, or invoicing the imported orders, because product matching, customer data, addresses, and fulfillment details may still be processing. Starting an import is covered in Sales imports and channel sync.

Troubleshooting