Adding a line item to an existing sales order
You can add products to a sales order that is still open (not yet shipped or cancelled) and was originally created inside Luminous. The steps below cover the most common ways to do it.
Before you start: check if your order is editable
Line items can only be added when both of the following are true:
| Condition | Allowed values |
|---|---|
| Order status | Pending or On Hold |
| Order source | Created in Luminous, via EDI, or via API |
If the order was imported from an external platform (Shopify, Amazon, ShipStation, QuickBooks, TrackStar, NuOrder, WooCommerce, etc.) the line-item section will be locked. A banner will explain the restriction. Custom fields on those line items can still be edited.
If the order status is Shipped or Cancelled, line items cannot be modified regardless of source.
Step 1 — Open the sales order
- Navigate to Operations → Sales Orders from the main menu.
- Locate the order you want to update, click the ⋮ menu on its row, and choose Edit Sales Order to open the edit dialog (or open the order and click Edit).
Step 2 — Go to the Line Items tab
Inside the order dialog, click the Line Items tab. If the order is editable, you will see the following add options above the table.
Step 3 — Add the product(s)
Choose whichever method fits your workflow:
Option A — Add New SKU
Click Add New SKU to search for a single product by SKU or product name. Select the result to insert a new line with a quantity of 1. Adjust the quantity, price, and other fields directly in the table.
Option B — Add New Variant SKU
Click Add New Variant SKU to search for a variant product. This works the same as Add New SKU but filters to variant SKUs specifically.
Option C — Add Multiple Line Items
Click Add Multiple Line Items (solid button, top right of the line items section) to open a picker that lets you search and select several products at once before inserting them all.
Option D — Scan mode
If you are working at a receiving station with a barcode scanner, use the scan input field below the add buttons. Scan or type a SKU and it will be appended automatically.
Option E — Add blank rows
Use the Add Row(s) menu in the table to insert 1, 5, 10, 25, or 50 blank rows at once, then type or search for the product in each row's Product field.
Step 4 — Fill in line details
For each newly added line you can edit:
- Product / SKU — type to search and select
- Quantity — enter the ordered amount
- UOM — unit of measure (if applicable)
- Estimated Ship Date — per-line ship date
- Line Item Description — free-text override of the product description
- Unit Price / Discount — available when Override mode is on (click Override in the toolbar)
Step 5 — Save the order
Click Save at the bottom of the dialog. All new line items are saved in a single request. If any required fields (such as Order Date, Ship By Date, or Company) are missing, the form will highlight them before saving.
Common issues
| Symptom | Likely cause |
|---|---|
| Add buttons are not visible | Order is from an external source (Shopify, Amazon, etc.) or has already shipped/been cancelled |
| Fields on a line are greyed out | That specific line has already been partially or fully fulfilled; only the quantity field remains editable |
| Cannot change price | Override mode is off — click the Override button to unlock price and discount fields |