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Orders

While many customers will use the online store to create orders, they can also come from other avenues such as phone calls, emails, contact us requests or from other sales channels. Oro application makes it easy to create an order for customers on the backend which allows users to create new customers or new customer users on the fly, configure shipping options, add discounts and more.

The Orders topic will cover the following sections:

Important

Check out the Training videos on how to create order:

Overview

Orders contain information about buyers’ shopping lists submitted for purchase and the collected information about billing and shipping addresses, payment methods, etc.

In Sales > Orders, you can view, edit and delete the already submitted orders and create new orders on behalf of the buyers.

For existing orders, you can add attachments, notes, events, or send emails to buyers.

Create Orders

You can create orders from scratch, or based on shopping lists and requests for quotes.

Create an Order from Scratch

Important

See a short demo on how to create a new order from scratch or keep reading for step-by-step guidance.

To create a new order from scratch:

  1. Navigate to Sales > Orders in the main menu.

  2. Click Create Order at the top right of the page.

  3. In the General section, fill in the following fields:

    1. Owner: The owner is prepopulated with the user creating the order but this value can be changed to another user of the system by clicking and selecting a user from the list.
    2. Customer: Use the dropdown to select a customer. Click to load the list of customers to choose from. If this is a new customer, click the plus button to open a new customer dialog.
    3. Customer User: Select a customer user, if necessary. This list will be populated with customer users associated with the customer. If this is a new customer user, click + to open a new customer dialog.
    4. Website: Select the website from which the order will be created.
  4. In the Line Items section, provide the following information:

    1. Product: Add products to the order by clicking +Add Product. Use the dropdown to select a product. Alternatively, begin typing in the name of the product to narrow down your search. To see a list of all the products, click .
    2. Quantity: Enter product quantity.
    3. Warehouse: Choose a warehouse from the dropdown, or click to see a list of all warehouses.
    4. Price: Enter the price for the product, or click to select the price from the list.
    5. Ship by: If required, choose a date that the order must be shipped by at the customer’s request.
    6. Add Notes: Click the add notes link if you would like to add a note about the item.
    7. Taxes: View taxes calculated for the product(s) (if configured).

    Note

    To add additional products to the order, click +Add Product. To remove a product, click .

  5. In the Billing Address section, fill in the billing address details when you are done adding products. Use the drop down to select an existing billing address, or select Enter Other Address to add a new one.

  1. In the Shipping Address section, fill in the shipping address details. Use the drop down to select an existing shipping address, or select Enter Other Address to add a new one.

  1. In the Shipping Information section, provide information for the following:

    1. Shipping Method: Click Calculate Shipping to display any shipping options.
    2. Shipping Options: Use the radio button to select a shipping option among the preliminary configured shipping rules.
    3. Overridden Shipping Cost Amount: If required, override the shipping cost by adding your own value.
  1. In the Additional section, enter additional details, if required (e.g. PO number, Do Not Ship Later Than date, and add notes for the customer).

  2. In the Discounts section:

    1. Add either a discounted dollar value, or a percentage to discount (use the drop down next to the discount to select one of these options).
    2. Add a description of the type of discount.
    3. To add more discounts, click +Add Discount. The discounted price will automatically be calculated for you and subtracted from the total when you are done adding discounts.
  1. In the Promotions section, review the promotions that may apply to your order. Make sure to click Save before checking out if any promotions apply to the selected item(s) in the order.
  1. In the Order Totals section, review the final amount.

  2. To save the order, click Save in the top right corner of the page.

Create an Order from a RFQ

To create an order based on a request for quote (RFQ):

  1. Navigate to Sales > Requests for Quote in the main menu.

  2. Open the selected RFQ from the grid.

  3. Click Create Order in the top right corner of the RFQ page.

    The Create Order form will open, prepopulated with the information from the RFQ:

  4. Amend or add new details to the order, if necessary, as described in the Create an Order from Scratch topic.

  5. Click Save when you have

Create an Order from a Shopping List

Any time a customer creates a new shopping list, it can be accessed in the management console. This is helpful if a customer needs assistance finding particular items or with creating an order.

Important

See a short demo on creating orders from the shopping list or keep reading for step-by-step guidance.

To create an order from a shopping list:

  1. Navigate to Sales > Shopping lists in the main menu.

  2. Open the selected shopping list from the grid.

  3. Click Create Order in the top right corner of the page.

  4. The Create Order form will open, prepopulated with the information from the shopping list:

    Amend or add new details to the order, if necessary, as described in the Create an Order from Scratch topic.

  5. Click Save when you are done.

View Orders

To view details of an order:

  1. Navigate to Sales > Orders in the main menu.
  2. Find the line with the necessary order and click on it.

The following page opens:

Within the page, the following sections are available:

  1. General is for order details, such as who created the order, who the customer and customer user are, and which website this order applies to.
  2. Line Items has the list of products added to the order, and their details.
  3. Shipping Information displays details of shipping tracking and cost.
  4. Totals shows order cost including any discounts (in all currencies, configured for the purpose).
  5. Payment History provides payment information concerning the order.
  6. Activity displays any notes, calendar events, or emails related to the order.
  7. Marketing activity shows any activity of this kind associated with the order.
  8. Additional Information includes any attachments, if available.

From the order view page, you can perform the following actions:

  1. Add Shipping Tracking: Click Shipping Tracking in the top right corner of the page.
  2. Edit the order: Click Edit in the top right corner of the page.
  3. Delete the order: Click Delete in the top right corner of the page.
  4. Under More Actions, you can add an attachment, a note, an event, or send an email.

Manage Orders

View and Filter all Orders

To view all Orders, navigate to Sales > Orders in the main menu.

The following information about orders is available:

  1. Order Number
  2. PO Number
  3. Do Not Ship Later Than
  4. Currency
  5. Subtotal
  6. Total
  7. Customer
  8. Customer User
  9. Owner
  10. Payment Status
  11. Payment Method
  12. Shipping Method
  13. Source Document
  14. Discount
  15. Created At
  16. Updated At
  17. Payment Term
  18. Warehouse

To manage the columns displayed within the grid, click on the right of the grid, and select the information you wish to be displayed.

Note

To handle big volume of data, use page switcher, increase View Per Page or use filters to narrow down the list to the information you need.

You can perform the following actions with every item of the orders list:

  • View order details: Hover over the more actions menu to the right of the item and click to open its details page.

    Alternatively, click on the item to open its details page.

  • Edit order details: Hover over the more actions menu to the right of the item and click to start editing its details.

  • Delete an order: Hover over the more actions menu to the right of the item and click to remove an order.

Edit an Order

To edit an order:

  1. Navigate to Sales > Orders in the main menu.
  2. Hover over the more actions menu to the right of the item and click to start editing its details.
  3. Update the required information. See Create an Order From Scratch and Manage Promotions in Orders topics for detailed information on the available options.
  4. Click Save on the top right of the page.

The order is updated.