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Bulk actions on orders

Last updated: October 24, 2026

What it does

Use a bulk action to run one action on many orders at once. Ticked rows bring up a bar at the top of the list. Work boards and tasks covers ticking rows and selecting every match.

ActionWhat it does
Send Quote, Send Invoice, Send Purchase OrderEmails each order’s document with one shared message, which the send needs before it turns on. A quote or an invoice goes to the order’s customer, and a purchase order goes to its vendor
Mark as WonMarks each sent or viewed quote as won and creates its sales order
Mark as LostMarks each draft, sent or viewed quote as lost
Record Full PaymentRecords what each sales or purchase order still owes, from the source you choose
Mark as FulfilledShips every unit still to ship on each sales order from the Fulfil From location. Leave it blank to use each order’s own location, or your default location for an order with none
Mark as ReceivedReceives every unit still to arrive on each purchase order at the Receive At location. Leave it blank to use each order’s own location
CancelCancels each open or invoiced sales order, and each purchase order that is not closed
Edit FieldsSets Assignee, and the Expected Date on a sales or purchase order. Assignee takes a team, then a person from that team. Choose Set or Clear under the field’s name. Clear removes the assignee and keeps the team. You can clear the date. Its calendar doesn’t offer a day before today
TagsAdds, removes or replaces tags. Choose Add, Remove or Replace under How to Change. It starts on Add. The window’s title follows your choice
Watch, UnwatchStarts or stops you watching each order
DeleteDeletes won or lost quotes, and closed or cancelled orders

Each action follows the rules of the same action on the order page. Before anything changes, the window shows how many orders will change and why Lucrii skips the rest.

  • Lucrii groups the skipped orders by reason. The Show button beside a reason lists up to 10 of them, each linked to its page. A link such as “and 12 more” opens the rest in Bulk Activity. These links open in a new tab.
  • A button such as Select 3 Skipped Sales Orders ticks the orders with that reason. Lucrii leaves the button out when every order you selected has that reason.
  • When you select one order and Lucrii skips it, the window gives only the reason.
  • For payments and refunds, Payments to Record or Refunds to Issue shows the total for each currency.

Cancel on sales orders takes a reason and an optional staff note. These boxes start ticked.

  • Refund each order’s outstanding paid amount.
  • Restock each order’s shipped units.
  • Email a cancellation notice to each customer with an email address. The notice goes only to customers who have one.

For one order, the first two read Refund the outstanding paid amount and Restock shipped units.

Date Won, Date Lost and Date Paid are optional on Mark as Won, Mark as Lost and Record Full Payment. Leave the date empty or choose today, and Lucrii dates each change at the moment it makes it. An earlier day dates the change on that day, in your organisation’s timezone.

Before you start

  • Lucrii skips an order the action cannot change, with its reason. The rest go ahead.
  • You can’t undo a cancel or a delete. Cancelling or deleting more than 25 orders asks you to type how many.
  • Mark as Won creates a sales order for each quote. Each one counts toward your sales order limit, and Lucrii skips quotes past it.
  • A send covers at most 100 orders. Each order is one customer email. Your plan limits how many customer emails your organisation sends a day. Plan, usage and payment says what counts and gives each plan’s limit.
  • You must verify your email address before Lucrii sends customer emails for you.
  • A send needs a default template for its document.
  • Pictures in a send’s message must be uploaded to Lucrii. Lucrii refuses a picture kept anywhere else with “Pictures in Message must be uploaded to Lucrii.”
  • Date Won, Date Lost and Date Paid can be today or earlier. Leave the date empty for today. The calendar offers no later day.
  • Record Full Payment records what each order owes and never more. Record an overpayment on the order page.
  • You must refund a purchase order’s payments before you cancel it.
  • An order that moves to another team under Assignee loses its assignee unless you choose one. Changing the team on the order page does the same.
  • You can have three jobs in progress at once, counting bulk actions and exports together. Quotes, sales orders and purchase orders says how the limit works.

How to use it

  1. Open Orders and choose Quotes, Sales Orders or Purchase Orders.
  2. Tick the box beside each order you want, or the box at the top of the list for every order on the page.
  3. Select an action in the bar, or More Actions (⋯) for the rest.
  4. If the action has settings, fill them in. The window checks the orders as you go.
  5. Read how many orders will change and why Lucrii skips the rest. Then select the button that counts them, such as Mark 2 Quotes as Won.
  6. Read the message, as in 12 sales orders paid in full, 3 skipped. When Lucrii skips every order, it reads “No sales orders paid in full. 3 skipped”.

The message shows wherever you are in Lucrii, and one with skips or failures stays until you close it.

  • View Job opens the job in Bulk Activity.
  • Select Skipped ticks the skipped orders again, and Select Failed ticks any that failed. Lucrii offers these two buttons only while you stay on the list the job came from.

A large selection keeps going while you use the rest of Lucrii. Bulk Activity under Settings lists it until it finishes and for 30 days after.

Before a send runs, the window shows how many customer emails are available, as in “You can send 47 more customer emails today.” A send’s progress moves on after each order. Cancel Job in Bulk Activity stops the job at the next order. Orders already sent stay sent.

Troubleshooting

Lucrii skipped an order you expected to change. Open the job in Bulk Activity to read the reason beside each skipped order. These are the reasons Lucrii gives most often.

ReasonWhat to do
“There is no default invoice template. Set one as the default in Settings, under Templates.”Set a default template for the document. The message says which of the quote, invoice or purchase order templates it means.
“This order has nothing left to pay.”Nothing. Record Full Payment skips an order paid in full, one refunded in full, and a cancelled order paid in full.
“Choose an assignee from this order’s team.”The chosen assignee is not a member of the order’s team. Choose someone in it. The order page refuses that assignee with the same words.
“Choose today or a later expected date.”The new Expected Date is before today in your organisation’s timezone. Choose a later day.
“The date cannot be in the future.”Through Hermes or an MCP client, a later day skips each order with this reason. Give today or earlier.

The check warns that quotes will be skipped. It reads “Only 3 of these quotes fit within your sales order limit. The rest will be skipped.” or “Your sales order limit is full, so each of these quotes will be skipped.” You ticked more quotes than your sales order limit has room for.

A send stops before anything is sent and says when you can try again. The orders need more customer emails than are available. If they need more than your plan’s whole daily limit, Lucrii asks you to send fewer at once.

A cancel stops before any order is cancelled. The cancellation notice counts one customer email for each order whose customer has an email address, and the orders need more than are available.

A cancelled order’s customer did not get the cancellation notice. Another send used the available customer emails while the job ran. The message at the end counts these orders, and the job page shows the reason beside each one.

A send reports “This may have been sent already. Check it before sending again.” The job stopped partway through that order. Lucrii never sends it a second time by itself. Check the order’s timeline before you send it again.

A send failed with “Lucrii is busy generating documents. Try again in a moment.” Lucrii was busy making PDFs. It tried that order twice more, then failed it and went on with the rest of the job.

The payment total shows two amounts. The ticked orders are in two currencies, and each currency has its own total.

A customer or vendor didn’t get an email from a send. A send goes only to orders whose customer or vendor has an email address. In a demo organisation, Lucrii doesn’t send the email.

An order you closed by hand reopened. It was closed before it was fully paid and fulfilled or received. Editing it, on the order page or through Edit Fields, reopens it.

  • Quotes, sales orders and purchase orders: Find your quotes, sales orders and purchase orders, filter each list by status and read its figures.
  • Recording payments: Record money received against a sales order, or paid out on a purchase order, in the payments card.
  • Fulfilling and receiving: Record a fulfilment, mark an order fulfilled or receive a purchase order, and update stock.
  • Emailing and downloading documents: Email a quote, invoice or purchase order to the order’s contact, or download it as a PDF.
  • Exporting orders: Download quotes, sales orders or purchase orders, or their lines, as a CSV file.
  • Bulk Activity: Follow the imports, exports and bulk changes your organisation runs, and see what happened to each record.

Changes