Once an order is approved into Pesto, it flows through three stages: Incoming, Consolidated, and Fulfil. Each stage has specific actions you can take before moving the order forward.

You'll find all of this under Sales Orders in the left-hand menu.

Choosing the Approval Stage

When you approve an inbound order (PO upload, forwarded email, pasted email, or manual), you don't have to land it in Incoming by default. Pesto lets you approve straight to whichever stage of the flow that order's actually at:

• Incoming - the standard route. You'll still confirm dispatch quantities, batch codes, and use-by dates before moving it on.
• Consolidated - skip ahead if the order's already been prepared outside Pesto and you just need delivery notes or 3PL outputs generated.
• Fulfilled - jump straight to the invoicing stage. If you've turned on auto-invoice generation, the invoice gets created (and pushed to Xero) the moment the order lands here, and you'll be taken to that screen automatically.
• Complete without invoice - close the order off without raising an invoice. Handy for samples, marketing send-outs, or anything that's not getting billed.

This is useful when you're catching up on orders that have already shipped, or running a workflow where some stages happen elsewhere and you just need Pesto to capture the end state.

Incoming Tab

This is where your approved orders land first. Each line represents a different item on a purchase order.

In the Incoming tab you can:

• Change the dispatch quantity if you're sending a different amount to what was ordered
• Add batch codes - either by selecting from the dropdown (if you've set up batch tracking) or typing them in manually
• Add use-by dates for each line item
• Filter by PO number - copy and paste a PO number into the filter to see just that one order in isolation

If you need to update the order quantity, delivery dates, or other details, click into the PO number and you can edit everything there.

Once you've added any relevant information, select the items and click Mark as Prepared to move them through to the next stage.

Note: If you've enabled "Require batch code and use-by date" in your organisation settings, you won't be able to move past this tab until every line item has batch codes and dates filled in.

Consolidated Tab