Sales Orders

If you are a supplier and a buyer you will see 5 tabs on the orders page.

Sales

Sales Orders your customers have placed with you.

Purchases

Purchase Orders you have placed with suppliers in Supply'd. You can read more about these in our Purchase Orders and Placing a Purchase Order documents.

Quotes

Quotes that have been generated for new business. You can read more about creating and managing Quotes in the Quotes document.

Standing

Standing Orders which are repeating orders for consistent order schedules. You can read more about creating and managing Standing Orders in the Standing Orders document.

Postponed

Postponed Orders for completion at a later date.

This document will guide you through managing Sales which are Sales Orders customers have placed with you in Supply'd, including:

• Managing Sales Orders

• Payment Methods

• Managing Statuses

• Sales Orders

• Viewing Orders By Customer

• Filtering & Searching Sales Orders

Managing Sales Orders

The Sales tab contains a list of all the orders your customers have placed with you.

To review an order click on the order in the Sales list.

Orders include information about how the customer is paying for the order, where to ship the order and who the customer is.

Clicking on the 3 dots on the top right-hand corner will show a menu for all action options on an order.

Email Invoice

Email the invoice to the customer. You can add any message you would like to include to the recipient of the email. The quote will be attached to the sent email.

Download >

• Invoice: Allows you to download the invoice and thus also print the invoice.

• Pick List: Download the pick list and thus print the pick list.

• Pack Slip: Download and thus print the packing slip for inclusion with the order.

• Product Labels: Opens the Print Label form enabling you to print product labels.

  

• Shipping Label: Allows you to print the label for shipping the order.

Mark As >

The exact menu may vary slightly depending on the order status.

• Paid: Mark the order as paid and ready for picking.

• Picked: Mark the order as picked and ready for packing.

• Packed: Mark the order as packed and ready for shipping.

• Shipped: Mark the order as shipped. Typically means the order has been dispatched from your premises.

• Completed: Mark the order as completed. Means the order is completely delivered and arrived at the destination.

Hold Order

Places the order on hold. The order will be flagged with HOLD on both the order and the order list. To take the order off hold select Unhold Order.

Modify Order

Opens the invoice and allows editing of the due date, delivery date, customer address and contact details, order quantities, pricing etc. Clicking the three dots on the top right-hand corner of the Edit Order form gives you the following options:

• Place Order: To place the order.

• Show Price Inc (or Ex) Tax: Shows the pricing including/excluding tax.

• Remove: Remove the order.

By clicking the 3 dots beside an item you will have the following options:

Edit Price

Opens the Edit Price form.

• Supply'd Price: Automatically generated from your product list.

• Customer Price: Same as the Supply'd Price unless special pricing or discounts have been applied at the customer level. See the Customer Specific Pricing document for more information.

• Discount %: Optionally set a discount percentage. This will apply from the Customer Price if different to the Supply'd Price.

• Discount $: Optionally set a discount dollar amount. This will apply from the Customer Price if different to the Supply'd Price.

• Item Price ex Tax: Price of the item before GST is applied. You also can set a new price for the item. The Item Price Inc Tax will automatically adjust.

• Item Price Inc Tax: Price of the item after GST is applied. You can also set a new price for the item here. The Item Price Ex Tax will automatically adjust.

• Tax %: The percentage of tax that applies for this item.

• Tax Type: The type of tax that applies to this item, eg. GST. Click to apply the new price.

Edit Meta Data

Meta data allows you to store additional data against an order item as a key and value pair. For example, if you wanted to specify order specific information such as specific colours, specs, flavours etc you can use Meta Data for this. Clicking Add Meta Field allows you to enter this data. Multiple Meta Fields can be added.

• Meta Key: A key for this meta data. Each key should be unique within a specific order item.

• Meta Value: The value to pair with this key. For example, you are quoting on a five pack of chocolate bonbons. Flavours can be added via the Add Meta Field as:

  • Meta Key: 1st Flavour

  • Meta Value: Raspberry

  • Meta Key - 2nd Flavour

  • Meta Value - Caramel

  and so on. This will show on the quote as pictured.

Click to save the data.

Remove Item

Will remove the item from the quote. You will be asked to confirm that you want to remove the item.

Repeat with remaining items, as required.

You can also add any desired notes in the Order Notes field and add a reason the order was edited in the Modify Reason field.

Click PLACE ORDER to save these changes. Order will show as MODIFYING until Place Order is clicked.

Cancel Order

This will cancel the order. You will be asked to confirm that you want to cancel.

Actions >

Send To

Send an order to your third party integrations like Xero and Shippit manually.

Change Shipping Rule

Change the shipping rule for this order. Select the rule from the the drop-down menu and click To learn more about shipping rules, see the Shipping document.

Add To Pick Queue

Add to the queue for picking. You will be asked to confirm.

Schedule Picking

Select the date to schedule picking for. The order will be added to the pick queue on the selected date.

Change Pick Priority

Change the priority for picking this order. Select from the drop-down menu. Default priorities are set in Pick & Pack Settings.

Change Pick Location

If you have more than one location or warehouse to pick an order from and you would like to change the location for this order, you can change it here.

• Current Pick Location* [required]: The current location for picking orders from.

• New Pick Location* [required]: Move this order to be picked from an alternative location.

Click to save the new pick location.

Attach File

Allows you to attach a file to this order.

Options are:

• Invoice

• Receipt

• Packing List

• Photo

• Other

Re-Order

Add the same items to the sales order. Amounts can be edited and items removed from the order in the Edit Order form (as discussed earlier in this document) that will show after clicking this.

Payment Methods

Payments are automatically managed for credit card transactions. If a customer chooses to pay via credit card, a hold will be placed on the card for 7 days for the amount of the order. This ensures that the funds will be available when it needs to be fully charged. The charge will be captured only once the order has shipped. If you ship the order after 7 days the order will attempt to be charged again, provided the funds are available. If the funds are not available the order will fail to be marked as shipped. The more efficiently you ship the orders, the safer the credit card transactions will be. See Managing Statuses for more information on how orders can be marked as shipped.

Supply'd allows orders on invoice to be paid online - just like credit card payments - provided the Allow Online Invoice Payments option is enabled under Customer Settings. Once the amount is placed on hold (similar to a credit card authorisation), a dollar sign will appear next to the order on the left, indicating it's set for automatic payment.

However, if the option is not enabled, or you also accept cash on delivery, you will need to manually mark orders as paid in Supply'd. To do this open an order, click on the 3 dots in the top right-hand corner and click Mark Paid. This will mark the order as being fully paid - .

Supply'd will automatically pull payment statuses from third-party integrations such as Xero and MYOB. There may be several hours delay in payment status coming from these third-party Integrations.

Managing Statuses

Order statuses are critical to keeping on top of where an order is at. The full list of possible statuses are:

• Pending - The order is pending approval.

• Order Placed - The order has been placed.

• Picking - Products are being picked to put the order together.

• Order Picked - Products have been picked and the order is ready for packaging.

• Packing - The order is being packaged.

• Order Packed - The order has been packed and is ready for shipping.

• Shipped - The order has been shipped to the customer.

• Completed - The order has been completed.

• Cancelled - The order has been cancelled.

• Payment Failed - The customer's payment failed to go through.

• Pending Approval - Awaiting approval, either from a supplier or a manager.

• Refunded - The order has been refunded.

• Queued - A purchase order is queued for sending to the supplier.

Order statuses will appear on the Orders list in various colours for easy identification.

Orders with a red dot beside them are orders that are overdue for payment.

Most order statuses are updated automatically - especially when using the scanner for pick/pack and if integrations like Shippit are enabled. We highly recommend automating this process for greater efficiency. However, if you prefer to update statuses manually, you can do so by marking the order accordingly.

For example, once an order is ready to ship or has shipped, open up the order and click the 3 dots in the top right and select Mark As then Shipped. This will mark the order as and capture any credit card payments that may be waiting.

• To learn more about scanner-based pick and pack, see the Pick & Pack (Scanner) document.

• For details on shipping integrations, see Integrations.

• If you handle your own deliveries, statuses will also update accordingly. To learn how to set up your own delivery workflows, see Creating & Managing a Delivery.

Order Activity

At the bottom of the page there is an Order Activity section. This lists any activity there has been on the order, such as, when the order was placed, paid, picked etc.

You also have the option to add an internal note. Simply click on the Add Internal Note button. Click Add Note to add the note to the Order Activity.

Viewing Orders By Customer

It is possible to easily view all the orders a customer has placed with you on Supply'd.

Select Customers from the main menu. Click on the customer you would like to see all the orders for.

Selecting the Orders tab will show a list or all the orders that particular customer has placed with you on Supply'd.

Orders can be managed as above.

Filtering & Searching Sales Orders

With the Sales tab selected on the Orders page, the three lines next to the three dots in the top right corner allow you to filter the Sales list, while the magnifying glass lets you search for specific orders.

Clicking on the magnifying glass, you can search the sales list by customer name, order number, products etc.

Clicking the three lines opens the Filter Sales form, where you can access all available filtering options.