Understand how order records work in Sanka, including line items, customers, conversions, fulfillment, billing, inventory, and AI checkpoints.
Last updated: May 29, 2026
The Order object stores confirmed customer demand. Use order records after a quote is accepted, when an ecommerce order is imported, or when your team needs one shared record for sales, fulfillment, inventory, and billing.This reference explains what an order should contain, how it connects to other records, and what to check before creating, importing, converting, or updating orders with AI, CSV, integrations, actions, workflows, or manual entry.
What an order record represents
An order record represents a customer request that your team intends to fulfill or bill. It is different from a quote because the customer has moved from proposal review to accepted demand.Common fields include:
Order number or record ID
Customer company or contact
Record owner
Order status
Order date, delivery date, and billing date
Billing address and delivery address
Line items, quantities, unit prices, tax, discounts, shipping, and total amount
Related quote, invoice, payment, inventory, fulfillment, or purchase records
Source details from CSV imports, integrations, actions, workflows, or AI-assisted creation
Order fields and statuses can be customized by workspace admins. If a status, required field, or option is not available in your workspace, check the object and property settings before treating it as a bug.
How orders connect to other records
Orders often sit between sales approval and downstream operations.
Companies and contacts: the customer, billing recipient, delivery recipient, or related buyer
Quotes: the approved quote that became the order
Items: products or services on the order line items
Invoices and payments: billing and payment records created from or associated with the order
Inventory and inventory transactions: stock allocation, receipt, issue, and fulfillment records
Slips and delivery records: shipping, delivery, or packing documents if your workspace uses them
Purchase orders and bills: supplier-side records when the order creates purchasing demand
Subscriptions, deals, tasks, and tickets: recurring sales, pipeline context, follow-up work, or support issues
If a related record is missing from an order view, first check whether the association exists and whether your current view includes that related record section.
Create or update orders
Order records can be created in several ways:
From an approved quote
Manually from the Order object
By CSV import
From connected ecommerce, CRM, or billing systems
From an AI-assisted draft
Through actions or workflows configured by your team
When using AI, start with a review step before creating or updating records.
Sample prompt
/sanka Review this accepted quote or incoming order before creating an order in Sanka. Show the customer, line items, quantities, unit prices, discounts, tax, shipping, delivery date, billing timing, and possible duplicate orders. Do not create or update records yet.
After the review, confirm the records to create or update, the matching key to use, whether archived records should be considered, and whether downstream invoices, inventory transactions, slips, or purchase orders should be drafted now or handled later.
Convert quotes to orders
When a quote has been accepted, create an order draft from the quote so the customer, items, quantities, amounts, and delivery details can be reviewed before confirmation.
Sample prompt
/sanka Find the approved quote for Green Salon Group and prepare an order draft from it. Before confirming anything, show the quote number, customer, items, quantities, amount, delivery date, and any fields that changed from the quote.
Review differences between the quote and order before confirming the order. Quantity changes, discount changes, delivery changes, and billing term changes may require approval depending on your team's process.For the full flow, see Quote -> Order and Quote creation and sending.
Import and match orders
For CSV or integration imports, include stable identifiers when possible. Customer name and order amount alone can create duplicates when the same customer places repeated orders.Recommended matching fields include:
Order ID or order number from the source system
External ID from the ecommerce, CRM, or billing system
Customer company or contact identifier
Order date
Line item identifiers when the import updates item details
Import customers and items before importing orders whenever possible. If an order references a company, contact, or item that does not exist yet, decide whether the import should create missing records, skip the row, or send it for manual review.For general import steps, see CSV import.
Expected behavior
When an order is created successfully:
It appears in the Order object list unless it is archived or filtered out by the current view
The customer, owner, source, status, dates, and key properties are saved on the record
Line items preserve the selected items, quantities, prices, tax, discounts, shipping, and totals
Related quotes, invoices, payments, inventory records, slips, and purchase records can be associated with it
Custom fields follow the workspace property configuration
Imports and integrations may store source details so the same order can be updated later
Creating or confirming an order does not always create an invoice, inventory transaction, slip, or purchase order automatically. Those downstream records are created when your team runs the relevant action, workflow, integration sync, or manual step.Archiving an order hides it from active views. It does not automatically delete related quotes, invoices, payments, inventory transactions, or history.
Troubleshooting
An order does not appear after import
Check whether the import completed, whether the row failed validation, whether the order was archived, and whether your current view filters it out.
A duplicate order was created
Check which matching key was used during import or integration sync. If the source did not provide a stable order ID, compare customer, order date, amount, item lines, and source details before merging, archiving, or reimporting.
The order total does not match the quote or source system
Compare line item quantities, unit prices, discounts, tax settings, shipping, rounding, and currency. If your workspace uses item-level tax or record-level tax, confirm that the same tax mode was used in both records.
An invoice, slip, or inventory transaction was not created
Check whether the required action or workflow is enabled and whether the order met its conditions. If your team expects automatic downstream records, review the workflow run or action history before treating the order itself as broken.
AI cannot decide whether to create or update
Ask the AI to list possible matching orders first. Do not create records until you confirm which existing order, if any, should be updated and which downstream records should be created.
Checkpoints
Use logs and record history to confirm who created or updated order records, which source was used, and whether downstream actions ran.
Search Sanka...
Review order changes
Logs
Search logsAll actionsAll dates
ID / ActionDateTarget / ItemChangeActor
3Reviewed order draft2026/05/10 13:10Order draftChecked customer, items, tax, shipping, and delivery dateClaude integration
2Created order2026/05/10 13:25Green Salon Group orderCreated order from approved quoteCodex integration
1Updated delivery date2026/05/10 14:05Green Salon Group orderChanged delivery date after customer confirmationSanka user
Order changes should be checked together with the customer, quote, line items, invoice, payment, inventory, and fulfillment records before sending customer-facing updates.
