Sales Orders, invoices, payments, and fulfillment
Use one sales order to price animals, feeder stock, products, or services, then keep invoicing, customer payments, refunds, and physical fulfillment as separate operational states.
Before you begin
- Business tools are enabled in Settings → Experience & Features.
- You have an owner, administrator, or manager role.
- Any customer or Relationship you want linked is already identifiable in PMA.
- Tax and discount values can be verified against the real transaction.
Interface walkthrough
These annotated interface maps describe the current PMA controls. They do not replace a real record review in your workspace.
Build one order from animals, feeder inventory, products, or services. Order status does not imply payment or fulfillment.
Issue the invoice, record deposits or partial payments, and record refunds without pretending the customer has received the order.
Physical fulfillment is the point where linked feeder inventory is deducted and linked animals are marked sold.
Step-by-step workflow
Create the order
Select the customer where available, add the actual lines, set quantity, price, discounts, shipping, and tax, then save the appropriate order status.
Issue the invoice when appropriate
Create the invoice from the saved order. The invoice preserves the transaction snapshot; issuing it does not record a payment.
Record money when it actually moves
Record deposits, partial payments, final payments, refunds, or voids against the order. PMA creates linked Income & Expenses activity from recorded cash movements.
Fulfill only after handoff
Fulfill when the customer actually receives the goods or animal. This is separate from being paid in full.
Review the Relationship and financial trail
Use Relationship Commerce, Receivables & Payables, and Income & Expenses to follow the same source records without duplicate entry.
Expected result
The order, invoice, payment history, fulfillment state, linked Relationship, inventory or animal state, and financial entries all describe the same real transaction without conflating one stage with another.
Safety boundaries
- Do not mark an order paid until money is actually received.
- Do not fulfill an animal or feeder line until physical handoff has occurred.
- Tax defaults are conveniences, not legal tax determinations; match the actual transaction.
- Voiding a payment reverses the linked operational finance entry but does not reverse unrelated physical fulfillment.
Troubleshooting
The payment badge says Partial
The dollar-icon badge is payment status. Compare Paid and Balance on the order card before recording another payment.
The order is paid but still unfulfilled
This is valid. Payment and fulfillment are deliberately independent.
A customer is not linked to the expected Relationship
Review the customer and Relationship linkage before creating additional duplicate contacts.