In this article, you will learn how to create orders using the Module Menu's Order Management or the Create Order menu in the Quicklinks Toolbar. The process as shown in this article is simplified to make it straightforward for all user levels. A Summary of steps is also available wherein you can click the links to know more about each step.
- On the Module Menu, click Order Management and select Create Order.
- You will be directed to the Create Order page. In this page, you can specify the order details and define the delivery settings.
- TIP! easily access the Create Order page using the Quicklinks Toolbar's Create Order menu. Select Regular for regular orders.
- After opening the Create Order page, you can now start creating the order using the steps below. These steps are summarized to make it easier and straightforward for all level of users.
The first step when creating an order is selecting the client who is initiating the order. There are three (3) methods to do this. Choose one of the methods that work best for you:
Using the Client Name field, you can enter the client's name or keyword which then the field automatically displays the relevant results in a list. Select the client by clicking its name.
Using the button, search a client by one or more client parameters (e.g. Client No., Name, Address, etc.). After finding the client, click the Select Client icon.
Using the Client No field, enter the client number or click the drop down arrow to select the client number from the list.
Once you selected a client, the Delivery Address field automatically generates the selected client's preferred delivery address if it is already configured.
To view the Client Information, click the Plus icon beside the Client Name field.
The expanded Client Information section displays more client details and default settings.:
- Client Def. Location
- Client Def. Sales Rep
- Client Pricing Tier
- Taxable Client
- Address 1
- Address 2
- Zip Code
- SMS Phone
- Receive SMS
- Credit Limit
- Client Notes
You can edit the existing information and the client will be updated once you save the order. After selecting the client, proceed to the next step; Specifying the Delivery Address.
After selecting a client, you can now proceed specifying the client delivery address. If the selected client's details are complete, the delivery address section will just generate the required information. Otherwise, you may need to enter the required information manually.
Manually entering the address in the Delivery Address field will automatically display relevant results in a list. Select the client's preferred delivery address from the expanded list.
Using the button, you can select the listed delivery address or use the Select Address window's fields to filter the preferred delivery address. Once you found the address, click its Select Address icon.
The selected delivery address can be updated on the order creation page. To do this, click the Plus icon beside the Delivery Address field.
The expanded Delivery Address section contains the details of the selected address which includes the following:
- Business Name
- Delivery Contact
- Delivery Email
- Address 1
- Address 2
- State Code
- Zip Code
- SMS Phone
- Curb Approach
- Shipping Zone
- Same Address
- Save Address
- Harmony Home Delivery
You can edit the existing information and the delivery address will be updated once you save the order. After specifying the address, proceed to the next step; Selecting the Pricing Tier.
Note: you can also specify the client's sales rep using the Sales Rep field. You can skip adding a sales rep and proceed to the next step.
The Sales Rep field indicates the assigned sales representative for this client. This field will automatically generate a sales rep who is pre-assigned to the selected client. If there is no sales rep indicated or change the current sales rep, click the field's drop down arrow to select. See Sales Rep Management.
After specifying the delivery address, choose the preferred pricing tier for this order. In the Pricing Tier field, click the drop down arrow to select the client's pricing tier preference.
To view more details of the selected pricing tier, click the Plus icon beside the Pricing Tier field. This display more pricing tier details including:
- Billing Status
- Payment Method
- Is Flagged
- Send Email
- Send Delivery Email
- Harmony ID
- Sale Credit
In the expanded Pricing Tier section, you can update existing settings using the available field. After selecting the pricing tier preference, proceed to the next step; Specifying Delivery Preference and Harvest Details.
Note: you can also add a Purchase Order Number for this order using the PO# field.
The PO# field is empty by default. You can add a unique Purchase Order number to organize client orders or for tracking client purchase.
Simply add a value that is composed of alpha-numeric values or use your company's method of classifying purchase orders.
Specifying the Delivery Preference
Specify the client's delivery preference by selecting the checkbox of the appropriate delivery method that includes the following:
- Customer Pick Up
- Drop Ship
Note: selecting the Customer Pick Up method will change the Delivery Address field to Business Name field at the same time removing the button. This is because it is no longer for delivery but for client pick up.
Specifying Harvest Details
The Harvest Details section of the order creation screen enables you to specify the order's harvest details. In this section, you can choose the harvest and pick up locations, delivery date and time, and cut date and time.
The following fields are available for you to specify the order's harvest details:
- Harvest Location: click the drop down arrow to select the preferred harvest location.
- Pickup Location: click the drop down arrow to select the preferred pickup location.
- Delivery Date: click the field to enable the Calendar and select the delivery date.
- Delivery Time: click the drop down arrow to select delivery time.
- Custom Delivery Time: for custom delivery time, click the field to set the preferred delivery time.
- Cut Date: click the field to enable the Calendar and select the cut date.
- Default: select this checkbox to choose the default cut date.
- Cut Time: click the drop down arrow to select the cut time.
Note: to view the schedule delivery time, click the View Scheduled Delivery Times link.
After specifying the Delivery Preference and Harvest Details, proceed to the next step; Adding Products.
After specifying the delivery preference and harvest details, you can now start adding products to the order.
In the Product section, click the Product drop down arrow to select from the list or click the Plus icon to add a new product. Once you selected the product, the Unit Type field will generate the appropriate unit type of the selected product.
Note: to change the unit type, click the Unit Type drop down arrow to select from the list or click the Plus icon to add a new one.
In the Units field, enter the number of units that the client wants to order and click the button to calculate the order totals. It is worth noting to use the recalculate button first before making any changes on the remaining fields (i.e. Size, $/Size, $/Unit, Shipping ($)) as it may result to calculation errors.
Note: to view the list of product pricing, click the View All Product Pricing link.
To view more of the product details, click the Plus icon beside the Product field. This will expand the Product section and display the selected product details, harvest location, delivery details, and other information relevant to the order.
To delete the selected product, click the Negative icon inline with the product. This will remove the existing product.
To add more products to the order, click the Plus icon on the right to add another line of Product fields and start specifying the product details again.
To add nested products, use the button to enable the Add Nested Product window and choose the product.
After adding the products, you can enter delivery instructions, notes, and invoice notes to the order. You can use the following fields to enter your notes:
- Delivery Instructions
- Invoice Notes
Note: the Delivery Instructions field is disabled if the Delivery Preference is Customer Pickup. See Delivery Preference.
Reviewing Order Total and Saving Options
Review the order details by expanding the Order Total section. Click the Plusicon beside the Order Total ($) field, this will expand the section and displays the order total breakdown.
Now you are all set to save and create the order. Choose the appropriate saving option as describe in the table below:
|>SAVE||Selecting this option will save and create the order for processing. |
|>INCOMPLETE||Selecting this option will save the order but will be labeled as incomplete. You will be required to update the order and save it using the >SAVE option to start the processing. Orders with incomplete status will not be processed unless they are updated.|
|>DUPLICATE||Selecting this option will save the order and creates a duplicate one. A new order with the same order details except the delivery address will be generated. The original order will be saved as a separate from the duplicated one that requires saving to create.|
|>HOLD||Selecting this option will save and create the order but will be put on hold status. To proceed with the order, change the status to Ready.|