Orders

Open customer orders, track their fulfillment stages, and record files and payments. The system handles the due date, stock reservation and credit check automatically.

The “📦 Orders” section is the heart of sales. The cards at the top show the number of active orders, overdue orders, orders waiting for a file and the total outstanding debt. Click a card to open the list with that filter. Orders with no file attached or that are overdue are highlighted in red. This module is available on the Business and Enterprise plans.

After a partial delivery a “new” order becomes “in progress” automatically and shows a “partly delivered” badge; there are “📦 Partly delivered” and “💳 Partly paid” filters. In a retail order, when the quantity reaches the wholesale minimum, the line offers “Apply wholesale price”.

Creating a new order

Click “+ New order”.

Select the “Customer” and “Order type”. The form calculates and shows the due date: how many working days it is and within how many hours the file must be uploaded.

If you have permission (the “Due date” field is visible), you can change the due date manually when creating the order. If it differs from the automatic date, enter a reason — the change goes into the history.

If needed, select the “Responsible employee” and “VAT” (0% or 18%). The product price includes VAT: in an order with VAT the line gets the net price and VAT is added on top, so the total equals the shelf price.

In the “Goods and services” table, select a “Product (from stock)”, or enter a “Description” for a service that is not in stock. Then enter the “Quantity”, “Price” and “Discount %”.

When you select a stock product, a warehouse list appears below it: “Any warehouse” (the system takes stock from warehouses with free stock) or a specific warehouse. Free stock is shown next to each warehouse, and the unit of measure is shown next to the quantity.

Orders above free stock are accepted too: the form shows a “Short: N” warning. The available part is reserved, and the missing part is reserved automatically when stock arrives or is transferred.

To give an item for free, tick “Bonus” on the line. The price of a bonus item becomes 0, but it is still deducted from stock.

If you need another line, click “Add line”, then click “Save”.

Fulfilling an order

Open the order from the list.

Change the status in sequence: “▶ Start work” (new → in progress), “✔ Ready”, “🚚 Delivered”. With the “🚚 Deliver” button, you can deliver the order directly from any active stage.

Clicking “🚚 Deliver” opens the delivery window: it shows how much of each product leaves which warehouse (reserved warehouses first). Change the quantities if needed — the total must equal the ordered quantity — and click “Deliver and issue from stock”.

If a file is required, add it in the “📎 Files” section with “+ Upload file”. The warning stops as soon as the file is uploaded.

Change the contents of an active order with “✏️ Edit”, or click “Cancel” if it is no longer needed.

To open a new order with the same customer and items, click “Repeat”. Stock items are priced at today's price.

Recording a payment

In the order's “💰 Payments” section, click “+ Record payment”.

Enter the “Amount” and “Date”, select the “Method” (cash, transfer, card) and, if you like, add a “Note”.

Click “Save”. The “Outstanding balance” is recalculated automatically.

Rules and automatic actions

The due date is set by order type: working days are added to the order date, weekends and holidays are not counted. An admin can change the date; if allowed in Settings → “Sales rules”, so can employees who can edit orders. A reason is required and a past date cannot be chosen. The old date stays in the “📅 Due date change history” section.

If a file is required and has not been uploaded within the set number of hours, the order turns red. The responsible employee and managers are notified, and the notification repeats until the file arrives. An order without a file cannot be delivered.

When the number of working days set in the order type remains before the due date, the responsible employee is warned. When the date passes, the order is marked “Overdue” and the manager is notified.

The order card shows “📦 Stock coverage”: for each product, the required, reserved (by warehouse) and missing quantity. When a line’s warehouse changes, the old reservation is released and the new one is taken at the same time. The reservation of a cancelled or delivered order is released and passes to older orders with shortages (oldest first). Physical stock never goes negative.

If the customer's current debt plus this order's total exceeds the credit limit, or the customer is blocked, the order is created but placed on “⏸ credit” hold. Such an order does not move into fulfillment until an employee with the “Finance — Edit” permission clicks “✅ Approve on credit”. When 80% of the limit is used, a yellow warning appears on the form.

When an order moves into fulfillment and this option is enabled in “Sales rules”, a waybill document is created automatically from the “Individual invoice” template.

Debt = order amount − payments. A payment cannot exceed the outstanding debt, and payments cannot be recorded on a cancelled order. An order can have up to 200 lines.

A closed (delivered or cancelled) order cannot be changed. Only an admin can delete an order. A delivered order cannot be deleted.

On the order card, “🧾 Create invoice” creates a draft invoice with the order lines and links it to the order. Such an invoice is not counted separately in debt or sales — the obligation is on the order, and payments are recorded on the order. An order has one active invoice; if it is cancelled, a new one can be created.

A payment date cannot be in the future: an actual payment is recorded only after the money arrives, otherwise debt and receipts would drop too early.

Partial delivery: reduce the quantity in the delivery window — “Deliver partially”. The delivered part leaves stock, the rest stays reserved and the order lines show “delivered: N”; when the last part is delivered, the order becomes “Delivered”. After a partial delivery the order lines cannot be changed.

Payment due date: N days after delivery (default 7, Settings → Sales rules). Overdue debt is counted from this date. A user with finance rights can change it on the order with a reason. Orders and invoices can have a “Payment schedule” (installments); payments are applied to installments by date and shown in Finance → “Expected payments”.

If “Order stages must be passed in sequence” is on in Settings → Sales rules, the direct delivery button is hidden: new → in progress → ready → delivered. In KPI a sale is credited to the person responsible when it was created — changing the responsible person later does not change past figures.

In the list, the remaining debt shows what it means: “not due yet” (not delivered yet), “payment: date” or “payment N days overdue”.

You choose what a mandatory file does in the order type (Settings → Order types): warning only, block going to work, or block delivery (default). In every case a reminder is sent when the time is up.

In the order type you set how often the “no file” reminder is sent (hours), how many times at most and whether managers get it. Type rules apply only to new orders; hours are calendar hours and the form shows the exact file deadline. A number out of range is not saved (it is not silently changed).

The “File overdue” card counts only orders without a file whose waiting time has ended; those still within time are shown below as “still within time”. In the order form the credit block is: debt on other orders and invoices + this order = total, compared with the limit. In the documents section the latest version of each type is marked “latest”; older ones open with “Older versions”.

Use the filters at the top of the list: “Active”, “⚠️ Late”, “📎 No file”, “💰 With debt”, “Delivered”, “All”. Click the “Outstanding balance” card to open the “💰 Customers with debt” list.