Track an order you sent

Where to find it

In the menu, under Quotes. Click the order you want to track and its page opens. The Back button, at the top, takes you back to the list.

The page shows a single order. When your purchase was split among the supplier's stores, each store has its own order page, and the overall view is on the purchase page. See Purchase: when one order becomes several.

The top of the order page: number, status and dates

At the top is the order number, and right below it how the order came in (through the site, through WhatsApp, put together by the seller) and the date it was created.

On the right, the status tag says where the order stands and whose turn it is: Draft, Waiting, Waiting for customer, Confirmed, Exported, Rejected, Cancelled or Expired. What each one means is explained here: see Where I see my orders.

A smaller line, below the title, gathers other information when it exists:

• Disc.: your company's discount applied to the order, as a percentage;
• Confirmed: the date the supplier closed the order;
• v2, v3…: the order has already gone through more than one version.

The order summary

Right below the header, the Summary strip gives the essentials on a single line: Total, Items (how many lines), Payment, Freight and Delivery (the expected delivery). A field with no information simply doesn't appear.

The order's store and the other orders of the same purchase

The Store box says which of the supplier's stores this order belongs to: that store invoices it.

If the order is part of a purchase split among stores, the same box gives its position (for example, this order, 1 of 2), lists the other orders of the purchase with each one's store and number, and has the See the full purchase link. Clicking one of the others opens that order.

The order items

Under Order Items are the lines: code, description, quantity, unit, unit price and total of each one.

An item the supplier didn't recognize stays in the list, with Code not found in place of the product name. It's a point the seller will settle with you.

Some lines may carry an amber warning: a code that didn't match, a quantity that doesn't close the box. Before the order is confirmed, these points may also appear in a box called Order review and adjustments. For you it is read-only: the seller is the one who resolves each point.

Terms, totals and notes of the order

Further down, the page shows what was agreed:

• Payment Terms: the payment method and terms;
• Freight and Delivery: the freight type, the forecast and the delivery address (Delivery addr.:);
• Totals: Items subtotal, Discounts, Taxes and Freight when there is any, and the Grand total, which is the order amount;
• Notes: what you wrote when putting the order together and what the seller recorded for you.

When the order is changed after you send it

If the seller changes the order after it has left your hands, a strip appears at the top of the page saying how many times the order was changed. It comes in two forms:

• gray, with the title Change record: the seller edited the order you sent for approval;
• amber, with no title: the seller edited it after having already sent a proposal on this order.

In both, the strip shows the total before and after, when it changed, and Last change with who made it and when. The item-by-item detail is collapsed: click View the N changes (or View the change, when there is only one) to open it:

• Removed: and Added: items that left or came in, with the code;
• a line's quantity and total, with the old value struck through and the new one beside it;
• commercial terms that changed, such as payment or address.

The X in the corner closes the strip for good on that order, in the browser where you clicked. After the order is confirmed, the strip no longer appears.

The strip's sentences are written from the supplier's point of view, but the information applies to you: the order on the screen is no longer exactly what you had. If you disagree with any change, talk to the seller before they close the order.

Download the order as a PDF

Click Export and choose PDF. The file comes out with the order number in its name, ready to file or forward.

⚠️ The Export menu shows other formats: Excel, CSV, Choose template… and, sometimes, a No permission for the shortcut line. Those formats are for the supplier's internal use: if you click them, the screen shows an error and no file is downloaded. For you, the format that works is PDF.

Send one of your drafts for approval

An order you saved and haven't sent yet shows the Draft tag. On its page there is a dark button on the right, Send for Approval; on your phone, it sits in the bottom bar, next to the Total.

1. Open the draft in Quotes.
2. Check items, terms and notes.
3. Click Send for Approval.

The order goes to the seller, the tag changes to Waiting and the button disappears. See Order sent: what happens now.

What you can't do on the order page

For the buyer, the page is for reference. There is no button for you to edit a sent order, cancel, duplicate, confirm or decline it. For any of these, talk to the seller and give the order number.

Got a proposal to review? The reply also goes to the seller. See Review the supplier's proposal, and how to accept, ask for a change or decline.

When it goes wrong

"Quote not found" or "Access denied to this quote.": the address isn't one of your orders, or the number was changed in the browser bar. Click Back to orders and open the order from the list.

"The data may be out of date — the last update failed.": the page couldn't fetch the newest version. Click Reload.

An item disappeared from the list: it didn't go into this order. In a purchase with several stores, it may be in another store's order; check through the Store box or the purchase page. If it isn't in any, talk to the seller.

The download didn't come: use Export → PDF; the other formats in the menu don't download for the buyer.