Wholety solutions

Sales order management for wholesale fulfillment

A wholesale sales order connects the price promised to a merchant with the stock available to ship and the cost used at settlement. Wholety carries that connection through approval, stock reservation, warehouse dispatch, delivery and returns, with an optional merchant ordering portal.

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All features included, with no product or subaccount tiers. Connect your AI Agent or discuss your workflow.

Try the pricing rule · sample data

One buyer. One eligible price.

Compare this buyer’s dedicated quotes with general quotes at or below their level. The lowest eligible price becomes the default. Select a level to see the result.

General · level 1CAD 9.00Eligible
This buyer · level 2CAD 12.00Eligible
General · level 3CAD 7.00Higher level
Another buyer · level 1CAD 1.00Another buyer

Default unit priceCAD 9.00 / SKU

Illustrative only; this does not access an account. An authorized operator can record an agreed manual price. Missing quotes remain unknown; an explicitly configured zero is a free price.

Use merchant prices and preserve the order snapshot

Maintain product prices, discounts and merchant-specific pricing. Product selection, merchant browsing and cart defaults compare the selected buyer’s general and dedicated quotes at or below their level, then choose the lowest eligible price. Product details on an existing order remain a snapshot, so later changes to catalog data do not rewrite the terms already captured on the order.

Validate stock before you promise fulfillment

After operations select warehouse stock batches, a successful product save validates and reserves that stock for the order. Insufficient stock rejects the entire product save. Available stock drops while physical stock remains until warehouse stock-out. Approval and the Ordered state are separate steps in the workflow.

Approve the version you actually reviewed

Open the complete order before approving it. A teammate’s newer product edit stops a stale approval, so you can compare the current facts first. Approval authority and price editing are separate permissions. Changing a pending line’s quantity, unit price or whole-line discount recalculates its tax for the order’s delivery region; saved totals, delivery links and stock reservations stay together. Authorized agents use the same reviewed-order checks through API or MCP.

Follow dispatch, delivery and returns

Warehouse staff record stock-out against the confirmed order and the assigned stock record. Dispatch reduces physical stock and releases the reservation. A normal status change cannot skip this warehouse step or reopen an approved order as a draft. Confirming the order and marking a dispatched order delivered each review the current order version first. Returns link to the original sale, with separate steps for return-to-stock, price confirmation and refund records.

Confirm upstream cost before sales settlement

A sales order must be stocked out and its linked supply order settled before sales settlement. Supply settlement confirms purchase costs and allocated freight; sales settlement uses that cost context for profit reporting. Recording money received is a financial operation, separate from confirming the order cost.

Choose a staff workflow or merchant self-service

Staff can create and process sales orders in the operations console. Downstream merchants can use the purchase portal to browse products, see their prices, submit a cart and inspect their own orders. Cart checkout preserves the agreed unit price and whole-line discount. Gifts become separate zero-priced lines, so rounding a blended unit price cannot change the amount owed. The portal creates a draft; operations select warehouse batches and save products to validate and reserve stock before dispatch. Roles determine the available menus and actions.

Keep each delivery with the correct buyer

Plan multiple deliveries under one sales order, each with its own reference, contact and assigned whole order lines. Active addresses must belong to the order’s merchant. Reassigning a line moves it between deliveries in one transaction; a rejected save preserves the earlier assignments. Delivery planning stays separate from physical warehouse dispatch, delivered status and money collected. Read API Keys let agents inspect the same records through HTTP or MCP.

Save products, amounts and reserved stock together

Before actual dispatch, save an order’s product list and stock selection in one operation. If stock is insufficient, none of those changes are saved and the draft remains available to adjust. A version check catches a teammate’s newer edit so you can review before replacing it. The same operation is available to authorized agents through the API or MCP; submitting for approval can be included in that save.

Follow the work · sample data

An order status should mean real work happened.

This sample order has approval and 18 cases reserved. Try each outcome to see what confirmation, a skipped step and recorded warehouse dispatch mean for stock.

SO-081 · example orderOrdered

Dispatch required

Physical stock: 80 cases
Reserved for this order: 18 cases

Order confirmed. Physical stock stays unchanged until warehouse dispatch.

Illustrative only; no account is accessed. Staff and authorized agents follow the same workflow. Preorders can be approved before stock selection; actual dispatch requires stock. Cost confirmation and payment records are separate operations.

How the workflow fits together

Maintain the merchant, products and applicable prices.
Create a sales order and submit it for approval.
Confirm the approved order after reviewing its products and selected stock.
Record stock-out and maintain delivery information.
Confirm upstream purchase cost, then settle the sale.

Common questions

When does a sales order reserve stock?

Selecting warehouse stock batches and successfully saving the order products reserves that stock. Submission, approval and order confirmation check the selected stock again; confirmation does not reserve it twice. Unassigned preorders do not promise inventory. Recorded warehouse dispatch reduces physical stock and releases the reservation.

Why can a dispatched order still be blocked from settlement?

Sales settlement also requires the linked supply-chain order to be settled, so purchase cost and allocated freight are confirmed before sales profit is calculated.

Can I split one sales order into several delivery runs?

Yes. Add delivery records under the order and assign whole sales-plan or actual outbound lines to each run. A move updates the affected deliveries together. This assignment does not split a line’s quantity or perform physical stock-out; record partial dispatch through the warehouse workflow.