Open wholesale orders
Each order with stockist, PO, terms, ship date, due date, amount, and status.
Templates · Wholesale receivables
A wholesale and B2B order payment tracker template
Selling wholesale means invoicing on terms — net-30 or net-60 — and waiting weeks for payment, which is a different rhythm from instant retail sales. This template records each wholesale order with its PO number, terms, ship date, and paid status, grouped by stockist, so your B2B receivables are documented separately from retail income. Cash Workspace gives you one place to record each order, attach the PO, and track which stockists still owe you.
The problem
Why wholesale receivables need their own tracking
Wholesale orders ship before they're paid and run on net terms, so they sit open for weeks. Mixed in with same-day retail sales, late net-60 invoices are easy to forget.
- A net-60 order shipped six weeks ago and you cannot tell if payment is due or already late.
- Wholesale and retail income are recorded together, so B2B receivables aren't separable.
- A stockist's PO number isn't on the invoice record, so reconciliation with them is painful.
- Several stockists are on different terms and you cannot see who owes what.
- A reorder ships before the previous order's balance was confirmed paid.
The workflow
Track each wholesale order on terms
Record every order with its PO, terms, and ship date, then mark paid as net terms come due.
- 1
Record the order
When you confirm a wholesale order, record the stockist, PO number, amount, and the agreed terms.
- 2
Note the ship date
Record when the order ships, since net terms usually count from the ship or invoice date.
- 3
Set the due date
Work the term off the ship date — net-30 or net-60 — and record the resulting due date.
- 4
Mark paid or outstanding
When payment arrives, record the date and flip the status; otherwise it surfaces as outstanding.
- 5
Group by stockist
View orders grouped by stockist so each account's open B2B balance is visible separately from retail.
Record structure
What to record for each wholesale order
Capturing the PO and terms makes every order reconcilable against the stockist's own records.
- Stockist
- The retailer or buyer the order is for, kept as a consistent account record.
- PO number
- The buyer's purchase-order number, so your record matches theirs.
- Terms
- The payment terms agreed, e.g. net-30 or net-60.
- Ship date
- When the order shipped, the usual start of the net clock.
- Due date
- The payment due date derived from the terms and ship date.
- Amount
- The order total and currency.
- Status
- Paid or outstanding for that order.
- PO & invoice PDF
- The purchase order and your invoice attached to the record.
Example setup
An example wholesale setup
One way to structure wholesale orders inside your workspace.
By stockist
Orders grouped per stockist so each account's open B2B balance is visible.
POs and invoices
The purchase order and matching invoice attached per order.
Paid orders
Orders marked paid, filed by quarter so the open list stays focused on receivables.
Common mistakes
Mistakes to avoid
- Recording wholesale income alongside retail, so B2B receivables can't be separated.
- Leaving the PO number off the record, making reconciliation with the stockist slow.
- Counting net terms from the order date instead of the ship date, so due dates are wrong.
- Shipping a reorder before confirming the prior order's balance was paid.
- Treating all stockists as one when they're on different net terms.
How it helps
How Cash Workspace helps
Orders on terms
Record each order with PO number, terms, ship date, and due date so net invoices stay visible.
Grouped by stockist
Group orders by stockist to see each account's open B2B balance separately from retail.
POs attached
Attach the purchase order and invoice to each record so reconciliation with the buyer is quick.
Related
Related wholesale and order templates
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An order tracker template for handmade and marketplace sellers.
Ecommerce expense tracker
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Handmade seller organizer
A finance organizer for makers selling online and wholesale.
Client payment tracker
One board of invoices across all accounts, grouped by client.
All finance workflows
Browse the full Cash Workspace workflow library.
FAQ
Wholesale payment tracking FAQ
- How do I keep wholesale separate from retail income?
- Record wholesale orders on their own board grouped by stockist, with PO and terms, so B2B receivables stay distinct from your same-day retail sales records.
- Does it track net-30 and net-60 due dates?
- You record the terms and ship date and enter the resulting due date; the order then surfaces as outstanding until you mark it paid. Cash Workspace does not auto-calculate or send reminders.
- Can I match orders to a stockist's purchase order?
- Yes. You record the PO number and can attach the PO document, so your order record lines up with the buyer's own records during reconciliation.
Organizing help — not tax, accounting, or legal guidance
Cash Workspace is a free workspace for organizing invoices, expenses, receipts, clients, and documents. This page is organizing guidance only — not tax, accounting, legal, or bookkeeping guidance. Cash Workspace does not connect to your bank, does not scan or read your receipts for you, and does not move or collect payments. Whether an expense is deductible depends on your situation, so confirm it with a qualified accountant or tax professional.
Keep your B2B receivables documented
Start a free workspace and track every wholesale order with its PO, terms, and status so you always know which stockists still owe you.