Order details, owner and watchers

What it does

Around the line items are the fields that say when the order is due, what it is priced in, who answers for it and who hears about it.

Payment terms set when payment falls due. The choices run from due on receipt and due on fulfilment, through 7, 15, 30, 45, 60 and 90 days, to a fixed date. A fixed date reveals a due-date picker beside it. Currency prices the order, and an order in a currency other than your organisation’s asks for an exchange rate so the totals can also be shown in your own. Order discount takes a percentage off the whole order. The expected date records when a quote or a purchase order is expected to land, in your organisation’s timezone.

Owned by is the team the order belongs to and one person inside that team. Watchers are the people who hear about the order. Tags are free-text chips for your own grouping.

Before you start

Watchers, and the owner and team, get every update on the order: status changes, payments, notes and the reminders when its due date is close or has passed.

The Start Watching button only adds or removes yourself. To add someone else, they need to watch the order themselves, or you can add them through the MCP tools.

Once money has been recorded against an order, its currency is fixed, and you can no longer change it on the edit form. An order’s currency and its discount are fixed as soon as any line’s units have been fulfilled, cancelled, returned or refunded, so buy or sell the rest on a new order.

Ownership, watchers and tags stay editable for the life of the order, even a cancelled one, since none of them moves money or stock.

How to use it

On the order form, set the terms, the currency, the discount and the dates, either while creating the order or by editing it later.
On the order page, search the Owned by card for a team or a person and assign them.
In the Watchers card, select Start Watching to add yourself, and Stop Watching to take yourself off.
In the Tags card, select Add a tag and type one, or pick from the tags your organisation already uses.
Select the order number at the top of the page to copy it.

Moving the order to another team clears an owner who does not belong to that team.

Creating an order: The create button opens a form for the order type you are viewing and saves it as a new record.
Editing, duplicating, cancelling and deleting: Edit reopens the order form, and More Actions duplicates the order, cancels it or deletes it through Trash.
Recording payments: The payments card records money received against a sales order or paid out on a purchase order.

Changes

Guided quests and help for every feature - 2026-09-30