Weighted Sales Lists¶
Overview¶
Weighted Sales Lists provide unified sales list management that combines weighted materials and reusable items into a single customer-facing list. The system supports auto-generation rules, box tracking, shipment alerts, one-click sales order and invoice creation, and shipping manifests for delivery tracking.
Sales lists move through a defined workflow: Draft, Pending, Confirmed, Sold. From a confirmed list, you can create sales orders, shipping manifests, and invoices with a single click.
Last Updated: February 2026 Target Audience: Sales Staff, Shipping Staff, Managers
Navigation¶
The Sales Lists menu appears in the main Odoo navigation. The top menu bar contains:
| Menu | What It Shows |
|---|---|
| Sales Lists | All sales lists with status and totals |
| Generation Rules | Per-customer auto-generation configuration |
| Shipping Manifests | All shipping manifests with delivery tracking |
Sales List Form¶
Click New or open an existing sales list to see the form view.
Navigation: Sales Lists → Sales Lists → New
Header Fields¶
| Field | Description | Required? |
|---|---|---|
| Customer | The customer this sales list is for | Yes |
| List Date | Date the list was created | Yes (auto-filled) |
| Status | Current workflow stage (Draft, Pending, Confirmed, Sold) | Auto |
Status Workflow¶
| Status | Meaning |
|---|---|
| Draft | List is being built -- items can be added or removed freely |
| Pending | List is complete and awaiting review or approval |
| Confirmed | List is approved -- ready for sales order creation |
| Sold | Sales order has been created and fulfilled |
Use the status bar buttons at the top of the form to advance the list through each stage.
Line Items Tab¶
The Line Items tab contains the individual items on the sales list. Sales lists support polymorphic line items -- each line can be either a weighted material or a reusable item.
Line Item Fields¶
| Field | Description |
|---|---|
| Item Type | Dropdown to select Weighted or Reusable |
| Weighted Item | Link to the weighted inventory item (when Item Type is Weighted) |
| Reusable Item | Link to the reusable inventory item (when Item Type is Reusable) |
| Product | The product record associated with the item |
| Description | Text description of the item |
| Quantity | Number of units (typically 1 for weighted items) |
| UoM | Unit of measure (lbs, each, etc.) |
| Price Unit | Price per unit |
| Subtotal | Computed: Quantity x Price Unit |
The Totals section at the bottom of the tab shows the combined value of all line items.
Adding Items¶
- Click Add a line in the Line Items tab
- Select the Item Type (Weighted or Reusable)
- Choose the specific item from the appropriate dropdown
- The Product, Description, and other fields auto-fill from the item record
- Adjust the Price Unit if needed
- The Subtotal computes automatically
Generation Rules¶
Generation Rules allow you to configure automatic sales list creation per customer based on configurable thresholds.
Navigation: Sales Lists → Generation Rules
Rule Fields¶
| Field | Description |
|---|---|
| Customer | The customer this rule applies to |
| Item Count Minimum | Create a list when this many items are available |
| Value Minimum | Create a list when total value exceeds this amount |
| Box Count | Create a list when this many boxes are ready |
| Product Category Filter | Only include items from specific product categories |
| Active | Toggle to enable or disable the rule |
When the configured thresholds are met for a customer, the system automatically generates a draft sales list with the qualifying items.
Shipping Manifests¶
Shipping Manifests track the physical shipment of sold materials to customers. Each manifest follows its own workflow and includes carrier and tracking information.
Navigation: Sales Lists → Shipping Manifests
Manifest Status Workflow¶
| Status | Meaning |
|---|---|
| Draft | Manifest is being prepared -- items and carrier can be edited |
| Confirmed | Manifest is finalized and ready for pickup by the carrier |
| Shipped | Carrier has picked up the shipment -- tracking is active |
| Delivered | Shipment has been received by the customer |
Manifest Fields¶
| Field | Description |
|---|---|
| Customer | Recipient of the shipment |
| Sales List | Link to the associated sales list |
| Carrier | Shipping carrier name |
| Tracking Number | Carrier tracking number |
| Ship Date | Date the shipment was sent |
| Delivery Date | Date the shipment was received |
| Status | Current manifest status |
Manifest Actions¶
| Button | What It Does |
|---|---|
| Confirm | Advance from Draft to Confirmed |
| Mark Shipped | Record the shipment with carrier/tracking info |
| Mark Delivered | Confirm receipt by the customer |
| Create Invoice | Generate an invoice from the manifest |
| Print Manifest | Download or print a PDF manifest document |
One-Click Workflows¶
From a confirmed sales list, several one-click actions are available:
| Action | Description |
|---|---|
| Create Sales Order | Generates an Odoo sales order from the list line items, linking products, quantities, and pricing |
| Create Manifest | Creates a shipping manifest in Draft status, pre-populated with the list's customer and items |
| Create Invoice | Generates an invoice from the shipping manifest for billing |
These buttons appear in the form view when the sales list or manifest is in the appropriate status.
Common Tasks¶
Creating a Sales List¶
- Navigate to Sales Lists → Sales Lists
- Click New
- Select the Customer
- The List Date auto-fills with today's date
- Save to create the list in Draft status
Adding Items to a Sales List¶
- Open the sales list
- Go to the Line Items tab
- Click Add a line
- Select Weighted or Reusable as the Item Type
- Choose the specific item from the dropdown
- Adjust the Price Unit as needed
- Repeat for additional items
- Save the list
Confirming and Creating a Sales Order¶
- Open a sales list in Pending status
- Review all line items and pricing
- Click Confirm to advance to Confirmed status
- Click Create Sales Order
- The system generates a sales order linked to the list
- The sales order opens automatically for review
Creating a Shipping Manifest¶
- Open a confirmed or sold sales list
- Click Create Manifest
- A new shipping manifest is created in Draft status
- Enter the Carrier and Tracking Number
- Click Confirm when the manifest is ready
- Click Mark Shipped when the carrier picks up the shipment
- Click Mark Delivered when the customer confirms receipt
Printing a Manifest¶
- Open the shipping manifest
- Click Print Manifest
- A PDF document downloads with all shipment details, line items, and weights
- Include the printed manifest with the physical shipment
Tips¶
Use Generation Rules for Automation
Set up generation rules for your regular customers. When enough items accumulate to meet the configured thresholds, the system automatically creates a draft sales list -- no manual work required.
Check Box Counts Before Shipping
Before creating a manifest, verify the box count and total weight on the sales list. This helps ensure the manifest matches the physical shipment and avoids discrepancies at the customer's dock.
Mixed Lists Work Seamlessly
Sales lists support both weighted materials and reusable items on the same list. Use the Item Type dropdown to switch between them. The totals calculate correctly regardless of the mix.
Track Everything from One Place
Use the stat buttons on the sales list form to navigate between the sales list, its sales order, shipping manifest, and invoice. Everything is linked so you can trace the full lifecycle from a single record.
Troubleshooting¶
Issue: Cannot add a weighted item to the sales list -- item not found in dropdown
Symptom: You click Add a line, select Weighted as the Item Type, but the item you want to add does not appear in the Weighted Item dropdown. Cause: The item may not be in Available or Reserved status (only Available and Reserved items can be added to lists), the item may already be on another sales list, or the item may be reserved for a different customer. Fix: 1. Search for the item in Weighted Receiving → All Inventory and check its current status 2. If the item is in Received status, it must be marked Available first (click Mark Available on the item detail) 3. If the item is Reserved for a different customer, it cannot be added to this customer's list. Either change the reservation or create a separate list for the other customer. 4. If the item is already In Sales on another list, it cannot be added to a second list. Find and remove it from the other list first if it was added in error.
Issue: Create Sales Order button is missing or greyed out
Symptom: The sales list is confirmed but the Create Sales Order button does not appear or is not clickable. Cause: The list must be in Confirmed status for the button to appear. If the list is still in Draft or Pending, the button is hidden. Additionally, if a sales order has already been created for this list, the button will not appear again. Fix: 1. Check the list status in the status bar at the top of the form. Advance to Confirmed if it is still in Draft or Pending. 2. Check if a sales order already exists -- look for a Sale Order smart button or link on the form. If it exists, the order was already created. 3. If the status is Confirmed and no order exists but the button is still missing, try refreshing the page (Ctrl+R) 4. If the button still does not appear, contact a manager -- there may be a permissions issue with your user account
Issue: Sales list totals do not match expected values
Symptom: The Totals section at the bottom of the Line Items tab shows a total that does not match what you calculated manually or what the customer expects. Cause: One or more line items may have an incorrect Price Unit, the wrong Quantity, or the UoM (unit of measure) may not match expectations (e.g., price per pound vs. price per item). Fix: 1. Review each line item's Price Unit, Quantity, and UoM fields 2. Recalculate manually: Subtotal = Quantity x Price Unit for each line 3. Check that the UoM is correct -- weighted items should typically be priced per pound (lbs); reusable items should be priced per each 4. If a line item's price or quantity is wrong, edit it directly in the Line Items tab and save 5. The Totals section will recalculate automatically after saving
Issue: Auto-generation rule is not creating sales lists when thresholds are met
Symptom: You have a generation rule configured for a customer, and the thresholds (item count, value, box count) are met, but no draft sales list was auto-generated. Cause: The generation rule may be inactive, the items may not match the Product Category Filter on the rule, or the automatic generation job may not have run recently. Fix: 1. Navigate to Sales Lists → Generation Rules and find the rule for this customer 2. Verify the rule's Active toggle is enabled 3. Check the Product Category Filter -- if set, only items in matching categories count toward the threshold 4. Verify the threshold values are realistic (e.g., if Item Count Minimum is 100 but only 50 items are available, the threshold is not met) 5. The auto-generation runs periodically via a scheduled job. If you need a list now, create it manually instead of waiting.
Issue: Shipping manifest shows wrong items or wrong customer
Symptom: You click Create Manifest from a sales list, but the resulting manifest has incorrect items, quantities, or customer information. Cause: The manifest is generated from the sales list's current data. If the sales list was edited after confirmation (items added/removed, customer changed), the manifest may reflect outdated or inconsistent information. Fix: 1. If the manifest is still in Draft status, you can edit it directly -- update the items, customer, or other fields as needed 2. If the manifest has already been confirmed or shipped, you may need to cancel it and create a new one 3. To prevent this, always review the sales list thoroughly before clicking Create Manifest 4. If the wrong customer appears, check the sales list's Customer field -- the manifest inherits the customer from the list
Issue: Cannot advance manifest from Draft to Confirmed
Symptom: You click the Confirm button on a shipping manifest but nothing happens, or you get an error message. Cause: Required fields may be missing (carrier information is often required at confirmation), or there may be a validation error on one of the manifest lines. Fix: 1. Check that the Carrier field is filled in -- some configurations require a carrier before confirmation 2. Review each line item on the manifest for any error indicators (red text, warning icons) 3. Check the error banner at the top of the form for a specific error message 4. If the error message references a specific field, fill in or correct that field and try confirming again
Questions? Contact your supervisor or refer to the Getting Started guide.