How to manage sales orders and trace products?
Last updated: April 15, 2026
When your customer creates a purchase order (PO) for a product they buy from you, that PO automatically appears as a sales order (SO) in your Sales Orders tab. You do not need to create sales orders manually.
For each sales order, you need to trace the products — this means linking the products your customer ordered to your own products in your catalog. Tracing is how due diligence information (origins, assessments, documents) flows back through the supply chain to your customer.
Before you start
Make sure you have added your products to Catalog > Products before you begin tracing. The product type you selected determines what happens after tracing:
Purchased — you pass the request upstream by creating a purchase order to your own supplier.
Produced — you link the product to a harvest and provide origin data.
Manufactured — you link the product to a lot, which connects to the input materials used.
How to trace a sales order
Go to the Sales Orders tab. Under Pending, you'll find all open sales orders.
Open a sales order. You'll see the products your customer ordered.
Click Trace next to a product to open the tracing window.
In the tracing window, match the product your customer ordered to a product from your own catalog. If your catalog doesn't include the right product yet, click +Add products or go to Catalog > Products to add it first.
Click Continue. What happens next depends on your product type.
Tracing as a producer
If you produce the product (Product type = Produced), the next step is to link it to a harvest:
After selecting your product, click Continue.
Select an existing harvest, or click +Add new harvest to create one. Harvests can also be managed from the Lots tab.
Click Complete to finish tracing.
The product must also be linked to an origin (plot of land with geolocation data). Without an origin, the due diligence chain is incomplete.
📄 How to add origins? 📄 How to add lots and harvests?
Tracing as a manufacturer
If you create a new product from purchased components (Product type = Manufactured), link it to a lot:
After selecting your product, click Continue.
Select an existing lot, or click +Add new lot. A lot connects your manufactured product to the input materials used.
Click Complete to finish tracing.
📄 How to add lots and harvests?
Tracing as a purchaser (intermediary)
If you buy products from other suppliers (Product type = Purchased), you pass the due diligence request upstream:
Trace the product on the sales order to your own purchased product.
Create a purchase order to your own supplier for the same product.
Your PO automatically appears as a sales order in your supplier's workspace. They then repeat the same tracing process.
This chain continues until it reaches the producer, who provides origin data.
📄 How to add purchase orders? 📄 How to add suppliers?
After tracing is complete
Once all products on a sales order are traced, and all suppliers in the chain have completed their tracing, risk assessments, and origin data, the due diligence information flows back up the chain automatically. Your customer can then generate a Due Diligence Statement (DDS) for the original purchase order.
FAQ
What does it mean to "trace" a product? Tracing connects the product your customer ordered to your own product in Coolset. This link is what allows due diligence information — origins, assessments, documents — to pass through the supply chain.
Do I need to trace every product in a sales order? Yes. All products in a sales order must be fully traced before a complete DDS can be generated.
I can't match a product from the sales order to my product list. Make sure all your products are added to Catalog > Products with the correct product type. If the product exists but doesn't appear, check that the product type matches your role (Purchased, Produced, or Manufactured). Contact support via the in-app chat if the issue persists.
Can I trace different product types within the same sales order? Yes. Each product is traced individually. Within a single sales order, you can trace one product to a harvest (produced) and another to a lot (manufactured).
Do I need to create sales orders manually? No. When your customer creates a purchase order, it automatically appears as a sales order in your workspace.
When can my customer create a DDS? Once all suppliers in the chain have completed their tracing and submitted the required data (products, origins, assessments), the customer can generate a DDS for the original purchase order.