How do I create a sales order and add or edit line items on an existing sales order?

Creating a New Sales Order

Step 1 — Open the Create Sales Order form

1. In the left navigation, go to Operations → Sales Orders.
2. Click the Actions button above the orders table, then choose Create Sales Order.
3. A dialog window opens with the title Create Sales Order.

Step 2 — Fill in the order header

At the top of the dialog, complete the header fields (all optional unless noted):

Field	Notes
Order Number	Auto-generated if left blank
Custom PO Number	Your customer's purchase order reference
Order Date	Defaults to today
Ship By Date	Latest date the order must ship
Earliest Ship Date	Earliest date this order may ship (appears on packing slips and EDI documents)
Channel	Required. The sales or end-to-end channel this order belongs to

Step 3 — Set addresses (Addresses tab)

1. Search for an existing Company in the autocomplete field, or click Create New Company to add one on the fly.
2. Fill in Name, Email, and Phone for the ship-to contact.
3. Enter the Ship To address (Address Line 1 is required for fulfillment).
4. The Bill To address defaults to the same as shipping. Uncheck Same as shipping if you need a separate billing address.
5. Optionally set Carrier Code, Service Code, and Package Code for a preferred shipping method.

Step 4 — Add line items (Line Items tab)

Click the Line Items tab. You have several ways to add products:

• Scan/type to search — Use the scan-mode search bar to type or scan a SKU. Matching products appear in a dropdown; select one to add it as a line item.
• Add Multiple Line Items — Click this button to open a searchable product picker. Select multiple products at once and click to add them all.
• Upload PDF (create mode only) — Click Upload PDF to upload a purchase order or order acknowledgement PDF. Luminous will parse the document and pre-fill the header fields and line items automatically.
• Add New SKU / Add New Variant SKU — Use these buttons to create a brand-new product SKU directly from this form if the product does not yet exist in your catalog.

For each line item you can set:

• Quantity
• Unit Price (use the Override button to unlock price editing if prices are managed by price levels)
• Price Level — Apply a pricing tier to recalculate unit prices automatically
• UOM (unit of measure), Discount, Estimated Ship Date, and other optional columns (toggle visible columns with the Columns button)

Step 5 — Configure advanced settings (optional)

Switch to the Advanced Settings tab to (the options shown depend on your account settings):

• Set a Fulfillment Priority List Override to control which warehouse fulfills this order.
• Configure Partial Order Fulfillment behavior.
• Fill in any Custom Fields defined for sales orders.

Step 6 — Add notes (optional)

The Notes tab has two text areas:

• Customer-Facing Notes — Printed on packing slips and visible to the customer.
• Internal Notes — For your operations team only.

Step 7 — Set status and save

1. On the Line Items tab, choose the order Status:
   • Allocated — Inventory is reserved immediately.
   • Unallocated — The order is saved without reserving stock.
2. Review the Order Total, Shipping, Tax, and Discount fields in the bottom summary bar. Shipping, Tax, and Discount are editable.
3. Click Save. A confirmation appears and an Open button lets you navigate directly to the new order.

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Editing an Existing Sales Order

Open the edit form

1. In Operations → Sales Orders, find the order in the table.
2. Click the row's action menu (the three-dot or dropdown icon) and choose Edit Sales Order, or click the order number to open a detail view and then click Edit.
3. The same dialog opens, now titled Edit Sales Order, pre-filled with the order's current data.

Adding a new line item to an existing order

Use the same methods described in Step 4 above — the scan-mode search, Add Multiple Line Items, or the SKU buttons. New line items are inserted above any blank rows already in the table.

Editing an existing line item

Click directly into a cell in the line items table to edit Quantity, Unit Price (when editable), Discount, Estimated Ship Date, or other columns. Use the Columns button to show or hide optional columns such as Discount or Est. Ship Date.

Saving edits

• Click Save. If the order has a linked invoice, you will be asked whether to sync the changes to that invoice.
• If the order has already shipped, a warning banner is shown at the top of the form and you will be asked to confirm before saving. Changes are recorded but will not affect existing shipments or fulfillment orders.

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When line items cannot be edited

Line items are read-only in the following situations:

Situation	What you can still do
Order status is Cancelled	Header fields and custom fields only
Order was imported from a third-party channel (e.g., Shopify, integrated OMS)	Custom fields only; line items are locked to preserve data integrity

Orders created in Luminous directly, via EDI, or via the API can have their line items edited in any non-cancelled status.

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Tips

• Price Level — Selecting a price level in the Line Items tab recalculates unit prices for all line items. Use the Override toggle if you need to set a custom price that differs from the price level.
• Multi-currency — If your account has multi-currency enabled, a Currency button appears in the order summary bar. Select a customer currency and the system will auto-fetch an exchange rate. Line item totals are always stored in your base currency.
• Columns toggle — Click the Columns (N) button on the Line Items tab to show or hide optional columns (e.g., Discount %, Est. Ship Date, Skip Auto-Fulfill).