A Sales Order is a document created when a customer wants to buy something from your company. It is a record used to manage and track the sale of goods or services to a customer.

Sales Orders in the Wello Portal can serve two main purposes:

The Wello Portal allows the creation, updating, and cancellation of sales orders, as well as management of order details and permissions.

The Sales Order Search page allows a user to look for a specific sales order.

When you open the Sales Order Search page, you’ll see a set of search filters at the top. These filters help you narrow down the list of orders so you can find exactly what you’re looking for. You can use one filter or combine several to make your search more precise.

Just below the filters is the main grid section, where sales orders are displayed in rows. Each row is divided into columns with headers such as Order Number, Account Name, Order Status, Delivery date, Order Amount, Service Area, and more. Each column shows a specific piece of information related to the sales order.

At the top of the page, powerful filters help you narrow your search. Each one serves a unique purpose:

Fill in one or more filters and click Apply Filters. The system will display orders matching your criteria.

Tips: If you don’t get any results, try removing some filters or checking your spelling. You can also start with just one filter and add more if you get too many results. At least one filter must be specified to start the search.

Click the Clear button to reset all filters to their default state. It removes any filter criteria you have entered or selected.

To create a sales order in the Wello portal:

After creating a sales order, you are taken by default to the Sales Order Basket Tab, to add your product

The Sales Order Details page has two tabs:

The Sales Order Overview page provides a structured summary of key order information. At the top, the header displays the unique reference number and the customer name.

Below is an explanation of each section on the sales order overview page:

This section shows who is responsible for payment. It includes the billing account name, billing address, billing contact, and VAT number.
If you have the required permissions, you can edit the billing account or contact by clicking the three-dot (⋯) icon in the section header.

It also shows the current order status which is displayed in a colored button (e.g., Open, Waiting for Customer, Ready for Invoice). Clicking the status button reveals available status options. Learn more about sales order statuses below.

The delivery information section explains where the products or services in the order will be delivered. It shows the delivery account, which is the company or person receiving the order, as well as the delivery address and the contact person at that location. It includes options to edit or change the delivery address and company account by clicking the three dots (…) icon in the section header, and a pen icon on the contact field when you hover on it to edit.

This section shows how pricing and discounts are determined. It includes the price list, discount group, payment method, and invoice email address.

Defaults are taken from the billing account. You can manually override the discount group or enter a discount value if set to Manual. All fields are editable using the pen icon when you hover on each field.

This section displays the source, created date, created by, minimum order amount required, and the order amount, which is the total order amount before tax. The freight cost will also be display, showing how much will be charged for shipping or delivery. The delivery date tells you when the order is expected to arrive at its destination.

The sales place indicates which branch or location is handling the sale, and the customer reference is any special number or purchase order number provided by the customer. You will also see financial details such as gross margin.

The memo field is used to add additional notes to the sales order, often for legal text or internal instructions. These notes appear at the bottom of the final sales order PDF.

To avoid writing a memo every time for an invoice. Wello allows you to create custom memo buttons, which allows to add pre-saved text to the memo field automatically.

The Feed section acts as a central activity table and is divided into multiple tabs — All, Comments, Activities, Email, Change Logs, and Attachments — each showing different types of actions related to the sales order.

Move between these tabs by clicking on their headers.

This tab shows a timeline view of everything happening within the sales order — including creation events, status, emails, comments, and activities — in one place.

This tab is for adding internal notes that are visible only to your team — not to the customer.

To add a comment:

Use the three-dot (…) menu on a comment to Edit or Delete it.

The Activities tab helps you track follow-up actions related to the sales order — like reminder calls, or meetings.

To add an activity:

Once the activity has been completed, tick the checkbox to mark the activity as done.

Use the three-dot (…) menu on an activity to Edit or Delete.

The Email tab allows sales order related communication to be managed directly within Wello. It allows you to sends an email, a finalized Order PDF and any other attached document to the customer. The system will also assign it a final Order number, and locks the sales order from further edits.

Once an email is sent, it will appear as a log entry in the Email tab with the following details:

This makes it easy to track communication history related to the sales order.

The Change Logs tab shows a full history of any changes made to the sales order

Each entry includes:

This is useful for tracking internal tracking and audit purposes.

This section contains all documents related to the sales order. It includes system-generated documents Sales order PDF as well as files uploaded manually.

To add attachments to a sales order:

After uploading, use the three-dot (⋮) menu next to each file to View, Edit, Rename, Download, or Delete it. When sending the order to a customer, you can choose which attachments should be included in the email.

To help organize information in the Feed section, a Sort option is available in the top-right corner of the tab header to switch between:

This sorting applies across all tabs in the Feed — All, Comments, Activities, Emails, and Change Logs, Attachments — helping you track activity in the order that best supports your workflow.

The Basket tab is where you manage order items. You can add, edit, or remove products before finalizing the order.

You can easily add new products by clicking “Add Product”, located just below the product header.

Each row represents an item and for each item, you can view and edit important details. Clicking the pen icon on an item or on a row puts it in edit mode to modify fields such as the part name, quantity, unit price, any discounts, and the VAT applied. When editing, pressing TAB move to the next editable field and pressing enter will confirm the editing for that item. The basket automatically calculates the total price for each item and the overall total for the order.

Click the bin icon on any product or item to remove it from the basket instantly.

The Product Memos icon on an item in the basket let you add specific notes or remarks to individual products in the basket. This can be useful for internal communication.

At the bottom of the basket, you’ll see a summary of the order totals, including the total before tax, the total tax amount, and the Gross amount. This section helps you review and confirm that everything in the order is correct before you proceed to the next step.

Sales order status management defines the stages a sales order passes through, helping users track and manage orders efficiently. The purpose is to allow users to follow the order process, either through ERP execution or local parts shipment, and to monitor order progress and closure status.

The sales order status will allow user to follow 2 paths

Status set up is done via the portal or ERP, depending on the path.

The main statuses and their meanings are:

Each status indicates the current step in the order process and whether the order is considered closed or still active.