Enhance your sales order workflow for Retail Trade

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this video will demonstrate how to create a new sales order so firstly in merchant we go to sales and then from the order drop down we'll click on the order list from here we can search for existing orders or to create a new one we just click create on the right hand side so this will firstly pop up and ask us to select a customer so we can enter the name of someone and then click on their name we're then presented with a list of any companies that they're associated with so we select the company that the orders for and we can then choose a shipping address which we can either retrieve and address from the crm or say pick up and then we're prompted for a billing address as well and then we have a number of other optional fields that we can fill out here so we can capture a customer's po number we can add a referral code and a sales order reference we can select a sales rep so by default the sales rep is associated to the company and or the customer so that default will automatically be picked up otherwise if we do want to override it to somebody else we can we can select a preferred warehouse if it's for inventory and we can also add a courier and a connote and some delivery instructions there so once we're happy with those details we click save and we've now created an empty order shell so the next thing to do from here is to add some new line items to the order so underneath the order line items table here we just click on new line item so from here we can do a search for a product we can filter by a range of different filters here so we'll just hit search and we'll select a product so it's then automatically populated a customer buy price here based on our pricing structures we can add a heading to the product if we wish to we can also set a quantity so that's added a new product to the page here and we can continue to do that as many times as necessary so once we're happy with what's in the order we can get this ready for payment so you see the status here is pending payment and from our order processing workflow drop-down box we have an option to select payment so this takes us through the standard checkout and uh the payment methods will be dependent on how your portal has been set up but if we just select cash payment just to demonstrate an instant payment here and click continue we can now see that the order's been paid so looking at this screen here underneath the line items we can see transaction information here so we can see date times that a payment was made and then in the workflow journal we can see the order moving through the different stages of the workflow what times it's occurred and and who's done the action we can also add comments to the order and we can see any notifications that have been sent to different people about the order and then at the bottom here we can also attach documents into the document management system so once the order's been paid for out of the box we then typically have an admin approval stage but this can be tailored to your needs so from our order processing workflow here we select admin approve and click go so this has now approved the order if we scroll down to our workflow journal we can see it's moved from pending admin authorization now to pending shipment and after that action has been completed we can actually see a purchase order has been generated so each supplier can be configured differently so you may have some suppliers configured as a drop shipper which would then raise a purchase order otherwise if there are a self warehoused supplier we can allocate the request for stock to the warehouse by creating a stock reservation now in a separate video we'll cover the process of fulfilling that order if it is a stock reservation to a warehouse but in this instance here where we've got a purchase order we've got a couple of different ways of marking this order now as completed we do have an overriding ship order transition that we can run which will automatically mark the order is shipped and all the line items will be shipped with it as well if it's going to be a partial shipment and something needs to go on back order that can be achieved through the back order screen by clicking on this button here and this will give us a list of all the different products on the order we then have a status that we can set on each of those as well as putting in an eta if we want and there is a separate video on the back ordering system to cover that in a little bit more detail so if we do just mark this order as shipped now we can see that it's been shipped and then it's automatically been completed from that point