CRM

Orders

Overview

When it comes to customers actually buying something from you, EasyERP system and CRM module in particular, offer features to manage goods ordering, processing, shipping and payments. Once a quote (offer) is accepted by your customer, he/she may place a sales order to you directly or via other applications/stores integrated with EasyERP. The sales order in CRM is a confirmation by customer(s) to buy your goods or services.

Sales orders (SO) can be created either manually (by ERP users) or automatically (e.g. you have e-commerce webstore integrated with EasyERP). After receiving the order, as a rule, one may allocate a product within the inventory/stock, generate an invoice to send to customer for payment, ship and deliver a product to customer. There is no strict sequence of operations here, it all depends on your sales strategy or business environment.

Note: to be able to process orders, products must be available in stock. Orders, inventory, purchases and accounting are all part of sales process, workflows are closely tied.

Oreders

New order

To create an order manually, click New button in the top part of Orders tab.

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In the opened window you may see next fields:

  • Status
  • Customer
  • Order date - automatically filled or edit date
  • Payment due date
  • Bank account
  • Price list
  • Warehouse
  • Currency
  • Assigned to
  • Product
  • Tax code (predefined for product types)
  • Quantity of product
  • Single unit price

All these fields are quite understandable, so you simply have to fill in them attentively and patiently. Nearly each field is mandatory, moreover it`s in your own interest to fill in all fields so you could have complete information about particular order.

Note: "taxes" field calculates automatically according to tax rate you`ve chosen in "tax code" field.

Orders new

 

After, all you have to do is to click Create button, and the order will be generated and appear in your Orders list in few seconds.

Note: product, quantity, unit price, customer fields are mandatory -  without them you won’t be able to create order so respective warning message will appear.

Once the order is created you may view and process it - to do so find your order in a list and click on it.

List

In Orders tab you’ll see the whole list of created sales orders, with basic information - ID reference, customer name, processing stages, status, amount (price).

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All column titles are clickable and serve as sorting options in ascending/descending order depending on entity. By default 50 records are displayed in the list, which you can change to 100 or 200 in the bottom of the page

 

This option allows you to perform quick search by existing parameters (customer name, assigned manager, status and processing stage). If you start typing in search bar, it will show matching data in dropdowns, e.g. customer name. You can expand any of them and click on the list element, if it is present the results will be shown.

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Click "down" arrow in search field to open additional options for search. You can perform advanced search using following filters:

  • Customer
  • Assigned to
  • Status
  • Allocation status
  • Fulfillment status
  • Shipping status

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So for instance, if you choose specific customer it will show all sales orders from that customer. Also, you can select multiple customers, and similarly perform the search using other filters.

You can also create a custom filters. For this you need:

  • Click on Filters tab;
  • Select filters and select parameters to build the list;
  • Click on Favorites tab;
  • Enter Filter name for filter;
  • Check Use by default if you’d like to apply this filter every time you load the Orders list;
  • Click Save button.

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Created filter will appear in the bottom of Favorites tab. You can create as many filters for your needs as you wish, there’s no limitation. To delete existing filter click "X" icon near the filter name.

Details

To open an order, find it in the list and one-click on it. Here you may see detailed information about the order itself and several options of what you can do with it. The order is placed in the center of the screen and looks like this:

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Basic sales order contains:

  1. order ID (e.g. SO_1);
  2. order status;
  3. company name;
  4. customer;
  5. date and due date;
  6. billing information (product, quantity, unit price, taxes, amount, total price).

Also, in the bottom line you’ll see a warning message about bank transfering fees.

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Ribbon which wraps top left corner of order sheet represents order status information and has 7 statuses:

crm ribbon

To the right from order, there’s a history board of all actions taken in connection to the order, where you may also add comments.

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Above the order you’ll see the following buttons:

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You can edit the order, download it in PDF format, attach files to it, make a prepayment, generate a sales invoice. By going to Edit you can change and/or update all order details, for instance if you need to change quantity or approve the order and generate an invoice. After you’ve done the changes, click Save button.

In orders there’s also one little visual tip on how the order is being processed and what stage is it on. Next to order ID you can see three small icons - for allocation, fulfillment and shipping, same as in the orders list.

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Also more items can be added to the order, using Add an item link:

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If you want to set aside products ordered with a certain order, you may use Allocate all option in the order. It will mark all items mentioned in order as those are allocated in warehouse. So everyone in the company will see the number of items in stock and the number of items on hand - a discrepancy are those allocated items.

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To save order to your PC, click Download PDF button, choose between Open and Save options, click OK in dialogue window. Now you’ll be able to print the order or forward it to other people.

To attach files to order, click Attach file button, find a file on your PC, and click Open in dialogue window. Note: file size must not be bigger than 10 megabytes, otherwise you’ll get a warning message like this:

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If your order got upfront payment, you can mark it as “partially paid”. For that click on Prepayment button, enter the prepaid amount and other details, and click Create.

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After this, you’ll be redirected to Payments tab and see that payment was made and created in your database. This would also update the status of the order automatically.

To get an invoice upon an order, use Go to edit to receive invoice button, or just go to Edit. There you need to click Receive invoice button, and it only takes one click to create an invoice this way. After that the order will also be automatically updated to “Invoiced”.

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Order processing

In Go to Edit to Receive Invoice you will be transferred to Order edit window, where button Receive invoice is accessible. After pressing it, you will pass to Invoice section of Purchases module, where your newly created invoice is kept. To read more about dealing with invoice, please, follow this link.

order buttons

Hovering over Payments button will show you 2 options Create preorder and Refund. Pressing each button will open up respective window where order can be partially paid (in case of Create preorder), or return customers` money back to him and your goods back to you (in case of Refund).

crm order refund

Note: Go to Edit to Receive Invoice and Payments buttons are not accessable after Invoice received stage.

Edit - is where major part of the job gets done, because here you may change nearly any option: set your order status manually, select assignee and payment dues, change payable account, price list, warehouse and currency. Also here are present previously described Payments and Receive invoice buttons.

crm order fulfill

You may also add new items to order if there will be such need.

order +

Order statuses

You can track status and stock/inventory of your products and/or services ordered and bought by your customers. You may also encounter data about products in invoices and inventory menus.

Allocation status - allocation means products set aside under a certain orders. Allocating items will automatically correct the stock, e.g. when you have 1000 items in stock and allocate 50 - 950 products would be marked “on hand”. This data is always at hand, to avoid errors and enable right decisions, for example when you edit the order:

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Represented as a circled sign icon - green for positive, red - for negative option.

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For more information, see Inventory user guide.

Fulfillment status - fulfillment starts when a product(s) is allocated and is ready for shipment. Then you may send directives to your warehouse (pick, pack, ship, etc.) and see fulfillment status in Orders and Invoices.

Represented as a box icon - green for positive, red for negative option.

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For more information, see Inventory user guide on Goods-out notes.

Shipping status - shipping, obviously, that`s a delivery process of ordered products to your customers. Represented as a truck icon - green for positive, red for negative option.

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For further information, see Goods-out notes page in Inventory user guide.