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OrdersThe final record of the sale. Release it and everything downstream is created.

How a Kugamon Order is created, filled, sent, approved and released, what Approval and Release generate, how to unrelease or cancel, and every field, status and setting named the way the product names it.

A Kugamon Order is the final record that Products, Terms & Conditions and pricing have been agreed. It is a Kugamon object in the kugo2p package, every sale requires one, it needs complete data (Contact, Address), and releasing it triggers the downstream processes that complete the sale: Shipments, Invoices and, with the kuga_sub add-on, Contracts, Subscriptions and the Renewal Opportunity.

Concepts

Term	Meaning
Order vs Quote	A Quote is disposable and valid with incomplete data. An Order impacts the system, is required for every sale, and needs complete data.
Approval vs Release	Order Approval creates Assets. Order Release locks the Order and creates Shipments and Invoices, plus Contracts, Subscriptions, Renewal Opportunities and Revenue records when the add-ons are installed.
Primary	The first Order on an Opportunity is Primary automatically; one Primary Order per Opportunity. The Primary Order syncs its Net Amount to the Opportunity.
Status and Record Status	Status is a formula users see but cannot edit. Record Status is the editable, usually hidden, admin field and the one to report on.
Record Type (kuga_sub)	New, Expansion or Renewal, carried from the Opportunity through the Quote to the Order.

Creating an Order

Five starting points (5 Ways to Create an Order):

From an Account or from a Contact — [New Order].
From the Orders tab — [New], then choose the Account, Contact, Opportunity or Quote (Create an Order from the Orders Tab).
From an Opportunity — [Generate Order] at the top of the Opportunity or in the Orders related list. An Account must be associated with the Opportunity first.
From a Quote — [Generate Order] at the top of the Quote or via the Quote Status Checklist, or when the Quote is Closed/Won. This is the common route (Create an Order from a Quote).

From a Quote, the Quote Name, Account Name, Contact Buying and Contact Shipping, Address fields, whole-Quote Discount, Tax, amounts, Comments and Terms & Conditions all copy across; Contact Billing is pulled from the Additional Account Info.

Confirm Contact Buying, Contact Billing and Contact Shipping; all three are required to email the Order. Bill To fills from the Account company address (or the Contact's Mailing Address) and Ship To from the Account shipping address (or the Contact's Other Address).
Set Billing Information: Payment Method, Payment Terms, Billing Method and Invoice Schedule.
Click [Edit Lines] → [New Group] → [Add Lines]. The Order Configurator works the same way as the Quote Configurator, including Import Lines, Compare mode, Service Line Segmentation and Additional Charges/Credits; Orders do not have Optional Lines (Import Lines (Order), Add Order Lines from Purchased Assets).
Send it: [Create PDF], [Email PDF] or [Email Link] for the online Order.
[Submit] moves the Order to Sent. [Approve], or the customer accepting the online Order, moves it to Approved.
[Release] on the Status field or [Release Order] moves it to Released and creates everything downstream (Create an Order, Create an Invoice by Order Release).

Field reference

Field	What it does
Order Number, Owner	Auto-generated number; the Order owner.
Order Name	The Opportunity Name or Quote Name it was generated from; otherwise blank.
Account Name	Lookup to the Account the Order was created from.
Primary	Syncs Net Amount to the Opportunity. First Order is Primary; one per Opportunity.
Restricted	Disables Manual Email and Order Release and shows a Restricted message on the Order Template; usable in internal approval workflows.
Online Order Page Status	Click it to open the Online Order link in a new browser tab.
Status	Current state (formula); see the table below.
Customer PO Number, Customer PO Date	Purchase order details supplied by the customer.
Opportunity Name, Quote Number	Lookups to the source Opportunity and Quote.
Price Book Name	Defaults from the Price Book Name on the Account's AAI record.
Order Date, Expiration Date, Date Required, Date Available to Promise	Creation date; when the online Order stops being available (driven by Order Valid In Days); earliest and last start date across the Order lines.
Date Sent, Date Approved, Date Released, Date Cancelled	When each status change happened.
Payment Method, Payment Terms, Credit Status	How the customer will pay; when payment is expected; the credit status defaulted from the AAI record.
Billing Method, Invoice Schedule, Billing Frequency	How the customer wants to be billed; the invoicing frequency; how often the Order is invoiced.
Add Checkout to Order PDF	Adds Checkout to the Order PDF only when Online Order Acceptance Button is set to Accept & Pay.
Contact Buying, Contact Billing, Contact Shipping	The purchaser; the payer; the receiver.
Discount Percent	Discount on the entire Order; auto-filled from a Header Discount in the configurator.
Warehouse, Carrier, Delivery Terms	The fulfilling Warehouse, the delivering Carrier and the point where ownership transfers.
Tax Location; Taxable Sales, Taxable Excise, Taxable Usage, Taxable VAT/GST	Carried from the AAI record; each Taxable checkbox must be checked for that tax to be charged.
Product Amount through Net Amount	The same amount fields as the Quote, from Product Amount to Net Amount, calculated the same way.
Print Comments, Comments, Print Specific Terms & Conditions, Specific Terms & Conditions	Text that prints on the Order PDF when the matching Print checkbox is checked.
Contract, Asset, Subscription, Renewal (kuga_sub)	System-managed checkboxes in the Contract Information section showing what Release will create, based on the Order Lines and Kugamon Settings.

Statuses and transitions

Status (formula)	Record Status	Meaning	How it gets there
n/a	Draft	New Order. Editable, no Payments. Next: Sent, Approved, Released or Cancelled.	New Order; clone of an existing Order.
Sent (Submit)	Sent	Delivered to the Account. Editable, no Payments. Next: Approved, Released or Cancelled.	[Submit] on the Status field; [Email Link] or [Email PDF] sent from Salesforce.
Approved (Approve)	Approved	Accepted. Editable, accepts Payments, creates Assets, allows partial Shipments. Next: Released or Cancelled.	[Approve] on the Status field; the Online Order is approved.
Released (Release)	Released	Locked and processed. Not editable, accepts Payments, creates Shipments and Invoices. Next: Unreleased or Cancelled.	[Release] on the Status field; [Release Order].
(Unrelease)	Approved	Back to Approved; related Shipments and Invoices are deleted.	[Unrelease] on the Status field.
Cancelled (Cancel)	Cancelled	No longer needed. Not editable, no Payments; cancels Assets, Shipments and Invoices.	[Cancel] on the Status field.

All Orders not Cancelled can be Released. A Released Order cannot be Unreleased while a Shipment is Shipped or Delivered (an Unrelease Order Check error appears) or while an Invoice is Posted (Understand Order Status).

What Release generates

Record	When	Controlled by
Assets	On Order Approval, one per line or per unit of quantity	Create Asset on the Additional Product Info record
Shipments	On Order Release	Disable Shipments on the Additional Product Info record stops it
Invoices	On Order Release, split by the Invoice Schedule	Invoice Schedule on the Order; Default Invoice Schedule and Invoice Date Basis in Kugamon Settings
Contract	On Release (recommended) or Approval	Initiate Order Subscription Management (kuga_sub)
Subscriptions	On Release, from Service Lines only	Create Subscription on the Product (kuga_sub)
Renewal Opportunity	On Release, when a Service Line is Renewable	Renewable on the Product; Renewal Opportunity Stage (kuga_sub)
Revenue records	On Release or from Invoices	Revenue Management add-on
AAI Contacts	On Release, the Account's default Contacts are updated from the Order	Update Additional Account Info Contacts

Invoice Schedule options are One-Time Invoicing, Yearly Invoicing, Semi-Annual Invoicing, Quarterly Invoicing, Monthly Invoicing, Weekly Invoicing and Daily Invoicing; scheduling splits the Order Service Lines by Unit of Term over the Order's duration, and One-Time creates a single Invoice even on a 3-year term. Only Products create Assets and only Services create Subscriptions. Videos: Subscription Management (NEW Sales Process), Update Additional Account Info Contacts via Order Release.

Settings that affect Orders

Setting	Effect	Where in Kugamon Settings
Order Valid In Days	The number of days that sets the Order's Expiration Date.	Order Information
Update Additional Account Info Contacts	Default for updating the Account's Buying, Billing and Shipping Contacts on Order Release.	Order Information
Initiate Order Subscription Management; Update Contract Contacts; Allow Multiple Active Contracts; Extend Contract on Renewal; Enable Order Accepted By Contact Capture; Auto-Activate Contracts	When the Subscription infrastructure is created (Released is recommended); Contract Contacts updated on Release; multiple active Contracts; extend the Contract on Renewal instead of creating one; fill the Contract Customer Signed fields; activate Contracts automatically.	Order Information and Contract Information (kuga_sub)
Update Opportunity Amount from Order; amount basis picklist	Writes the Order Net Amount (or the chosen total) to the Opportunity Amount when the Opportunity has no products.	Opportunity Information
Opportunity Lines Sync (Order)	One-way sync of Order Product/Service Lines to Opportunity Products; Additional Charges/Credit Lines are not synced.	Opportunity Information
Close-out behavior, Orders	Draft and Sent Orders become Cancelled when the Opportunity Stage is Closed/Lost.	Opportunity Information
Prevent Multiple Orders on an Invoice; Invoice Date Basis; Default Invoice Schedule	Whether the related Order is populated on the Invoice; the Order Date control (Blank, Later, Date Required, Date Available to Promise); the default invoicing frequency.	Invoice Information
Online Order Acceptance Button; Checkout Terms & Conditions; Online Order Confirmation; Capture/Create Contact	Accept versus Accept & Pay; the Online Checkout terms; the confirmation page content; capturing the Contact who accepts.	Online Information
Document Information; Enable Document Versioning	What prints on the Order PDF; PDF versioning, defaulted to true.	Document Information

Common tasks

Send and accept the online Order

[Email Link] emails the Online Order (Email Link (Order)); [Preview] opens the live customer view (Online Order Preview). When the customer clicks [Accept Order] and e-signs, the Contact who accepted is captured or created and the Order moves to Approved. After the Expiration Date the [Preview] link is gone and the customer sees an error (Online Order Expiration). Accept & Pay lets the customer pay at acceptance (Order Approval & Checkout).

Online Ordering, Invoicing and Payments require the Site Guest User: Setup → Users → [Manage Assignments], move the Site Guest User permission set to Enabled Permission Sets, [Save] (Assign Kugamon Site Guest User Permission Set).

Unrelease an Order

Click [Unrelease] on the Status field. The Order returns to Approved and its Shipments and Invoices are deleted. It is refused while a Shipment is Shipped or Delivered or an Invoice is Posted; an Additional Charge/Credit on a Posted Invoice can note a partial cancellation instead.

Cancel or restrict an Order

[Cancel] on the Status field stops further changes, cancels the Assets, Shipments and Invoices, and [Create PDF] then produces a Cancelled PDF (Cancel Check on Quotes, Orders, and Invoices). Restricted disables Manual Email and Order Release and watermarks the PDF; the record stays editable unless a Validation Rule narrowed to specific User Profiles blocks it (Quote, Order, and Invoice Restriction).

Order documents

[Create PDF] shows Products, Services, Additional Charges/Credits and Additional Terms, plus Comments and Specific Terms & Conditions when their Print checkboxes are checked (Create PDF (Order)). [Attach PDF] stores a versioned copy under Notes & Attachments; [Email PDF] sends it (Email PDF (Order)).

Troubleshooting

Cannot email the Order — Contact Buying, Contact Billing and Contact Shipping must all be filled.
No Shipment on Release — Disable Shipments is checked on the Product's Additional Product Info record, or the line is a Service.
No Contract or Renewal Opportunity on Release — check the Contract, Subscription and Renewal checkboxes in the Contract Information section, the Renewable and Create Subscription fields on the Products, and Initiate Order Subscription Management.
Order went Cancelled by itself — the Opportunity Stage was set to Closed/Lost, which cancels every Draft and Sent Order.
Lines not reaching Opportunity Products — only the Primary Order syncs and Opportunity Lines Sync must be enabled. To mass sync from the Orders tab, pick a List View, select the Primary Orders, click [Sync Orders] and confirm (Mass Sync Opportunity Lines).

Quotes — the record most Orders start from.
Products and pricing — Create Asset, Disable Shipments and the renewal fields behind what Release generates.
Kugamon Quote to Cash, Subscription Management, co-terming, the video catalog, the help center and Submit a case.

SourcesKugamon help center Kugamon on the Salesforce AppExchange

Common questions

Orders — questions

All questions →

What is the difference between approving and releasing an Order?+

Approve records that the Account accepted the Order: the Order stays editable, can accept Payments, creates Assets and allows partial Shipments. Release locks the Order and processes it: Shipments and Invoices are created, and with the Subscription Management add-on the Contract, Subscriptions and Renewal Opportunity are created too. All Orders not Cancelled can be Released.

Can I unrelease an Order?+

Yes, with two conditions. Click Unrelease on the Status field and the Order goes back to Approved and its Shipments and Invoices are deleted. It is blocked if any Shipment is Shipped or Delivered, or if any Invoice is Posted, because a Posted Invoice has been recorded in the accounting system.

The customer opens the online Order link and sees an error. Why?+

Check the Expiration Date first: once it has passed, the Preview link disappears and the customer sees an error. If the link never worked, the Site Guest User permission set has probably not been assigned, which is required for online Ordering, Invoicing and Payments.

What copies from the Quote when I generate an Order?+

Quote Name becomes Order Name; Account Name, Contact Buying and Contact Shipping, the Address fields, any whole-Quote Discount, the Tax applied, the amount breakdown, Comments and Terms & Conditions all carry over. Contact Billing is pulled from the Additional Account Info record instead of the Quote.

Do Orders have Optional Lines?+

No. Optional Lines are a Quote feature. The Order Configurator otherwise works the same way as the Quote Configurator, including Import Lines, Compare mode, Service Line Segmentation and Additional Charges/Credits.