Create and fulfil orders

Open Orders to record what a customer wants. You need order-creation permission, an existing customer and access to the selling warehouse. Available actions also depend on the order’s status and your permissions.

Create an order

1. Select New order and choose the customer in Who is buying.
2. Check Sell from, Status and Order date.
3. Search for products in What they are buying. Check the unit, quantity, unit price and any line discount. Enter a positive quantity; change an existing line rather than adding the same product/unit twice.
4. Review Delivery, Payment, Expected delivery, Pre-order when available, and Notes. Expected delivery cannot be before the order date. Selecting a payment method does not record a payment.
5. Check the order discount, Shipping and total. Percentage discounts cannot exceed 100; a fixed line discount cannot exceed its line value. Selling below the product’s minimum price requires override permission.
6. Select Create order and check the saved order and totals. Applicable promotions may change the final totals.

Deliver and invoice

A confirmed order with quantities still to invoice can offer Deliver / Invoice when you can create invoices.

1. Open that action and check Invoice date.
2. Enter quantities going out now. Leave other quantities at zero; do not exceed the remaining order quantity. Already delivered but uninvoiced goods may set a minimum quantity.
3. Check Take out of stock when offered. Off creates an accounts-only invoice; it is not a way to record stock leaving the shop.
4. Select the required serials for serial-tracked lines when requested.
5. Select Raise invoice, then review the invoice status and stock state. An invoice can be raised but fail to issue; read the warning and resolve it before raising another.

Online orders, pickup and delivery

For a new online order, Accept online order lets you choose Fill from store, expected date and note. Where offered, Start a draft delivery now includes Van and Rep or driver. Select Accept order after reviewing.

For a confirmed store-pickup order, Send stock to pickup store creates a draft transfer from Send from store. Check and post that transfer separately. Mark ready for pickup → Mark ready means the goods are at the pickup store; Confirm customer pickup → Confirm pickup marks collection complete.

Create delivery starts a draft delivery note. Prepare van stock load → Prepare load starts a draft stock load from delivery quantities. These draft actions do not by themselves prove the goods have moved; check and post the stock movement.

Cancel an order

Choose Cancel order, enter Reason and review Put posted stock back if shown before confirming. Cancellation can affect linked invoices and stock; read the result and resolve any reported restrictions. Use invoice returns for goods already supplied when that workflow applies.