Related orders, notes, attachments, and activity

The sales order workspace has a main pane where you edit the order lines and a side pane that collects the supporting records for the order. This article covers four of those supporting areas: the linked orders shown in Related Orders, the two notes fields, the Attachments panel, and the Activity history.

Use these records when you need the full context around an order before you change it, for example during a customer query, a channel-sync question, a dropship order, or a change made after the original sale was created. Several of these panels only appear after the order has been saved at least once, so a brand-new, unsaved order will not show them yet.

Where these panels appear

Open a sales order from the sales list to reach the order workspace. The screen is split into two parts:

• The main pane on the left holds the order lines and, below them, the Notes to Customer and Private Notes tabs.
• The side pane on the right holds the summary cards, including Related Orders, Attachments, and Activity.

Related Orders, Attachments, and Activity are hidden until the order is saved. When you are creating a new order, save it first and these cards appear in the side pane.

Related orders

The Related Orders card shows other orders that are linked to this sale order and the direction of each link. Its description reads Link this order to other purchases, sale orders or production orders.

Each linked row shows:

• A direction arrow. A right arrow points to an order this sale order links out to; a left arrow points to an order that links back to this one.
• The linked order number, as a link. Select it to open the connected order in a new tab.
• The linked order’s status.
• A remove icon to delete the link.

A sale order most commonly gains a linked purchase order through the Create Purchase Order action. When you generate a back-order purchase order from a sale order, Qoblex records a Back order link between the sale order and the new purchase order, so the purchase order appears here automatically. See Create purchase orders from a sales order for that workflow.

Link an order manually

1. Open the saved sales order.
2. In Related Orders, select Link an order.
3. In the Add / Edit Link dialog, type in the search box to find the order to link. Results list the Order No, Type, Contact, Created On, and Link Type.
4. Select one or more orders using the row checkboxes.
5. For each selected row, choose the link type. For a sale order the available link type is Back order.
6. Select the orders selected button to review your selection, then save and close the dialog.

The new link then appears in the Related Orders card.

If you have unsaved changes on a new order, Qoblex asks you to save the order before you can add a relationship. Save first, then link.

Remove a related order

1. In Related Orders, find the row for the link you no longer want.
2. Select the remove icon on that row.

Removing a link disconnects the two orders. It does not delete either order.

Notes to customer and private notes

Notes are edited in the main pane of the order, below the order lines, on two tabs.

• Notes to Customer holds text intended for the customer. Type your order comments here. Depending on your document templates, this text can appear on customer-facing documents.
• Private Notes holds internal staff context. The tab is labelled with the reminder Only you and other staff can see private notes, so it is the right place for warehouse instructions, customer-service context, or internal reminders that the customer should not see.

Both fields are rich-text and are saved with the order when you save it.

Anything you type under Notes to Customer can be printed or emailed to the customer through your document templates. Before saving, confirm that internal-only details are in Private Notes, not in Notes to Customer.

Attachments

The Attachments card keeps files together with the order, such as customer documents, approvals, or shipping paperwork.

The card shows each attached file with its name, a download link, and a remove icon. If nothing is attached yet, it shows the prompt Keep all related documents together by attaching them to the order.

Add an attachment

1. Open the saved sales order.
2. In Attachments, select Attach File.
3. Choose the file to upload. Upload starts automatically.

Each file must be 5MB or smaller. Larger files are rejected with a message that the maximum allowed size is 5MB.

You can only attach files to a saved order. If the order has not been saved yet, Qoblex asks you to save the order before uploading.

Download or remove an attachment

• Select the download icon on the file row to open or download it.
• Select the remove icon on the file row to detach the file. The file is removed from the order when you save.

Activity

The Activity card is the history log for the order. Each entry shows the staff member’s email, the time, and a short message describing what happened. Use it to see who changed an order and when, and to trace when it was created, edited, shipped, invoiced, returned, refunded, or canceled.

To reload the list with the latest entries, select the refresh icon in the top-right of the Activity card.

For support investigations, review Activity together with the order’s private notes, attachments, related orders, and the downstream shipment, invoice, return, and refund cards before changing the order. See Create and edit sales orders for editing the order itself.

Troubleshooting