Fields reference
This page defines every field on a sales order: the header (order-level) details, the shipping and billing addresses, the line-item fields, the calculated quantity states each line carries, and the totals footer at the bottom of the order. It uses the demo order SO-DOCS-0001 — customer Blue Bottle Retail, store Main Store, warehouse Main Warehouse, three product lines (Stainless Water Bottle 750ml, Insulated Tumbler 500ml, Reusable Straw 4-Pack) — in examples.
Three fields on a sales order are statuses — order, fulfillment, and payment status. They're calculated, not entered, and each moves on its own axis, so they have their own page: see the status reference and the concept How sales order status works. For where these fields appear as sortable columns on the list, see List columns and filters.
Header fields
These fields live in the Order Details and Shipping cards on the order page. You set them when you create an order and change them when you edit one. Fields marked required must have a value before you can save.
| Field | Required | What it holds |
|---|---|---|
| Customer | — | The customer the order is for, for example Blue Bottle Retail. Selecting a customer auto-fills the store, currency, addresses, shipping method, and sales rep from that customer's defaults. Leave it blank for a walk-in or blank order. |
| Order # | — | The order's reference number (sales_order_number). Leave it blank and SKU.io generates the next number in sequence. It must be unique within its sales channel. |
| Customer PO# | — | The customer's own purchase-order reference for this order (customer_po_number). Free text; prints on customer-facing documents. |
| Order Date | Yes | The date of the order. When set to today, it's stamped with the current time. Also the default accounting-period date for the order's transactions. |
| Store | — | The store (sales channel outlet) this order belongs to, for example Main Store. |
| Sub Channel | — | An optional sub-channel under the store, used for finer revenue and nominal-code routing. |
| Sales Rep | — | The sales representative credited with the order. Search an existing rep or create one inline. |
| Currency | Yes | The currency the order is priced and billed in. Defaults from the customer, then the site default. |
| Currency rate | — | The exchange rate from the order currency to your base (home) currency, captured for accounting so a later market move doesn't restate the order. See How order financials flow to accounting. |
| Tax Included | — | When on, line unit prices are treated as already including tax. When off, tax is added on top. |
| Tax Rate | — | The default tax rate applied to new lines. It doesn't retag existing lines. |
| Memo for customer | — | An optional note that appears on customer-facing documents such as the invoice PDF. |
| Tags | — | Labels for grouping and filtering. Organizational only — tags drive list filters and have no financial or fulfillment effect. See Add notes, tags, and custom fields. |
| Custom fields | — | Any account-defined fields configured for sales orders. |
You can create a Customer, Currency, Sales Rep, or Shipping Method inline from these fields without leaving the order — see Create a sales order.
Shipping and scheduling fields
These live in the Shipping card and drive fulfillment routing and scheduling.
| Field | What it holds |
|---|---|
| Method / Shipping Method | The carrier or service for the order. Choose a Predefined method or type a custom method name. A predefined method links to the account's shipping-method list; a custom method is free text. |
| Requested shipping method | The raw shipping method as it arrived from a sales channel, before mapping. |
| Ship To | The ship-to address (see Address fields). |
| Hold Until | A date before which the order shouldn't ship. |
| Ship By | The date the order should ship by. |
| Deliver By | The date the order should be delivered by. |
Context-specific header fields
Some header fields appear only for particular order types:
- FBA (
is_fba) — marks an order fulfilled by Amazon rather than from your own stock. FBA orders ship outside SKU.io and record no local inventory movement or COGS. See Amazon FBA, MCF, and externally fulfilled orders. - Replacement order (
is_replacement_order) — set automatically on a free-replacement resend (-R-) or an exchange (-E-) created from another order. See Resend and exchange an order. - Sales channel (
sales_channel_id) and Last synced (last_synced_from_sales_channel_at) — shown on orders imported from a marketplace, recording the source channel and when SKU.io last reconciled with it. See How channel orders sync.
Address fields
A sales order carries a full shipping address and a full billing address. Each address stores its own name, company, contact details, and postal fields, so an order keeps a stable snapshot even if the underlying customer record changes later.
| Field | What it holds |
|---|---|
| Name | The recipient (shipping) or bill-to (billing) contact name. |
| Company | The recipient or bill-to company. |
| Email / Phone / Fax | Contact details for the address. |
| Address 1 / 2 / 3 | The street address lines. |
| City | The city or town. |
| Province / Province code | The state, province, or region and its code. |
| Zip | The postal or ZIP code. |
| Country / Country code | The country and its ISO code. |
| Label | An optional label for the saved address (for example, Warehouse or Head Office). |
In the Billing card, turn on Same as shipping to keep the billing address in step with the shipping address. Turn it off to enter a separate bill-to address.
When you edit the ship-to address on a channel order, SKU.io records that it was manually overridden (shipping_overridden_at). While that override is in place, later channel resyncs (for example, from Amazon) leave your corrected shipping, billing, and customer details alone instead of overwriting them. Changing the ship-to address on an order that already has a live fulfillment also re-pushes the new address to the shipping provider — see Order events and automation.
Line-item fields
Each product or charge on the order is a line. Product lines carry a product; non-product lines carry only a description and post to a nominal code as a charge or revenue line. Edit lines while the order is in edit mode — see Manage order lines.
Identity and pricing
| Field | What it holds |
|---|---|
| SKU / Product | The product on the line. Empty on non-product lines. |
| Description | The line description. On a product line it defaults from the product; on a non-product line it's the only identifier. |
| Qty (Quantity) | The ordered quantity for the line. |
| Unit Price | The per-unit selling price (amount). |
| Discount | A per-line discount (percentage or fixed amount). Add it with Add discount on the line. See Add discounts and charges. |
| Tax Rate | The tax rate applied to the line. Taxable (is_taxable) controls whether tax applies at all. |
| Nominal code | The nominal (general-ledger / GL) code the line's revenue posts to. See How order financials flow to accounting. |
| Warehouse | The warehouse the line ships from. Each line carries its own warehouse, so one order can ship from several. See Warehouse routing and the warehouse lock. |
| Line total | Quantity × unit price, less the line's discount, before order-level discounts and tax. |
Once a line has been shipped (has an inventory movement, or is covered by an in-flight fulfillment order), its Warehouse is frozen and can't be changed by an ordinary edit. To reship from elsewhere, void the shipment first. Full detail in Warehouse routing and the warehouse lock.
Quantity states (calculated)
A sales order line has no status column. Its state is derived entirely from a set of quantities, so a single line can be part-shipped, part-allocated, and part-backordered at once. These values are calculated for you; you don't enter them.
| Quantity | What it counts |
|---|---|
| Fulfilled quantity | Units shipped from your own stock. |
| Submitted quantity | Units on an in-flight shipment that hasn't shipped yet. |
| Externally fulfilled quantity | Units shipped outside SKU.io (Amazon FBA / MCF). |
| AWD fulfilled quantity | Units fulfilled from Amazon Warehousing and Distribution. |
| Cancelled quantity | Units cancelled off the line; they reduce the effective ordered quantity. |
| Remaining to fulfill | Ordered quantity still to ship, after cancellations and everything already fulfilled. |
| Available to fulfill | Ordered units not yet committed to a shipment and not backordered — the ordered quantity less everything already on a fulfillment (submitted or shipped), less externally fulfilled and cancelled units, less backordered units. It's not the on-hand-allocated figure. |
| Allocated quantity | Units committed to the line from stock. On-hand allocated counts only the portion backed by physical on-hand inventory. |
| Unallocated quantity | Ordered units with no allocation yet. |
| Backordered quantity | Units short of stock. Active backordered is the portion that's a true shortage — demand with no incoming purchase order to cover it. |
| Returned quantity | Units returned against the line. Unreturned is the shippable remainder. |
| Dropshipped quantity | Units routed to a supplier dropship instead of your own warehouse. |
A line reads as fulfilled when its shipped, externally fulfilled, and AWD-fulfilled quantities together cover the ordered quantity minus any cancelled quantity. Non-product lines are always treated as fulfilled. Active backorders on any line block the order from closing. For how allocation and backorders move, see Inventory allocation and backorders; for how these quantities roll up into the order's fulfillment status, see the status reference.
Channel, mapping, and routing
These fields appear on lines that came from a sales channel or that you have restructured.
| Field | What it holds |
|---|---|
| Sales channel line id | The line's id on the originating channel order. Ties the SKU.io line back to the channel so fulfillment writes back correctly. |
| Product mapping overridden | Set when you map or replace a channel line's product by hand; a later channel resync then won't revert your mapping. Unmapped channel lines block fulfillment until you map them to a product. |
Out of sync (sales_channel_fulfillment_out_of_sync) | Flags a line whose fulfillment in SKU.io no longer matches what the channel shows. See How channel orders sync. |
| Split from line | Points a line back to the line it was split from — when you split a line across warehouses or otherwise divide it. |
| Warehouse routing method | Records how the line's warehouse was chosen (for example, a routing suggestion versus a manual pick). |
Bundle and subscription lines
| Field | What it holds |
|---|---|
| Bundle | Present on lines that are part of a bundle or kit. The bundle caches (component and quantity) and proration basis let SKU.io split the bundle's price and stock across its components. |
| Subscription edition | The subscription edition a line was generated for. Edition override (with an optional reason) marks that you swapped the edition or product by hand for this order. |
Physical attributes
| Field | What it holds |
|---|---|
| Extended weight | The line's total weight (unit weight × quantity), used for the order's combined weight. |
| Extended volume | The line's total volume, used for the order's combined volume. |
| Decorations | Artwork and decoration instructions on the line, with an estimated and actual decoration cost that can re-price it. Niche to branded / decorated products — see Manage order lines. |
Discounts and charges
Beyond per-line discounts, an order carries order-level discounts and financial (charge) lines. Both are calculated into the totals footer.
| Field | What it holds |
|---|---|
| Order discount | A discount applied to the whole order rather than one line, as a percentage or a fixed amount, before or after tax. |
| Apply order discount on | Whether the order-level discount is taken before or after tax. |
| Financial (charge) line | A shipping, handling, or miscellaneous charge with its own type, tax allocation, and proration across lines. |
Full instructions are in Add discounts and charges.
Totals footer
The footer at the bottom of the order rolls up the current totals in the order's own currency.
| Item | Meaning |
|---|---|
| Subtotal | The product subtotal before discounts and tax. |
| Line Item Discounts | Total of the per-line discounts. |
| Order Discounts | Total of the order-level discounts. |
| Discounts | Combined discount total (line plus order), when a single line is shown. |
| Tax | Total tax. Open the Tax Breakdown to see tax per rate. |
| Revenue Lines Breakdown | The contribution of non-product charge / revenue lines, when present. |
| Total | The order total. Open the Total Breakdown for the full build-up. |
| Paid | Total payments recorded against the order. See Record payments and apply store credit. |
| Sales Credits Applied / Credits | Total sales credits (credit notes) applied to the order. See Process returns: RMAs and credits. |
| Balance Due | Order total minus payments and applied credits — what the customer still owes. |
Lifecycle timestamps
A sales order stamps several dates as it moves through its lifecycle. These are set for you by the actions that trigger them.
| Timestamp | Set when |
|---|---|
| Approved at | The order is approved to Open. |
| Reserved at | The order is approved with reserve on, committing stock without shipping. |
| Fulfilled at | Every line has shipped and the order closes as fulfilled. |
| Fully paid at | Payments cover the order total in full. |
| Cancelled at | The order is cancelled. The order's stored status stays closed; the cancelled-at stamp is what surfaces it as cancelled. |
| Archived at | The order is archived off the working list. |
| Packing slip printed at | A packing slip is printed or the order is marked as printed. Drives a list column and filter. |