- The first thing to do when creating a new order is to select the customer record that the order will be linked to
- Next you need to select the products that will form the order
- Set the vat treatment of the order and the vat rate for each line item
- Now set the quantity and price of each item
- Now set the customer order number, factory order ref, payment terms and proposed delivery date if required
- Lastly check the Shipping Details
- What happens after the order is saved
It’s really easy to create a new order in eTail Support through the application User Interface (UI) .
First of all you need to log into your account at https://app.etailsupport.com then go to the left hand menu and select ‘Orders & Customers’ to open up the orders and customers menu, then select ‘Orders’ to see the ‘List & Search Orders’ Page
Then select the blue ‘+New’ button at the top of the page.
Pressing the ‘+ New’ button will bring up a new page – the ‘Add An Order’ page – which is essentially a blank form that you can fill out to create a new order.
– Almost all of our ‘List & Search’ pages include a ‘+New’ button and its used everywhere to add a new item of the type shown in the list.
– On most of our pages where you can enter new data the REQUIRED fields are highlighted with a red star like this Warehouse is a required field because the order status must be set based on stock levels in one warehouse or another. An order with no warehouse would always be ‘Back Ordered’.
The first thing to do when creating a new order is to select the customer record that the order will be linked to #
Like many normal actions in eTail support there are two easy ways to select the customer that your order will be for – you can either select the box at the top of the page with the label ‘Enter Customer Name or Code’ and start typing the customer name or shortcode to bring up a dropdown list filtered by the system to include only the customers that match the part of the name that you have typed.
Alternatively, you can select the green search button to the right of the ‘Enter Customer Name or Code’ box to open a pop up window where you can conduct a more detailed search.
Once you have found the customer that you want to add an order for you can select it and the system will link that customer record to your new order.
If you can’t find a record for the customer that you would like to add the order for – then you need to go to Orders & Customers > Customers to create a new customer record before adding the order.
Each customer record must have a default contact name, delivery address and invoice address, these will be used as the contact name, delivery address and invoice address for your new order.
If there are multiple contacts or addresses set up in the customer record, then you can select between them by opening up the drop down list
If the Contact Name, Delivery Address or Invoice Address that you want to use is not yet set up in the customer record, you can add it directly from the ‘Add An Order’ page by selecting the grey button next to the address field that you want to add – this will then be saved as an extra contact or address in the selected customer record.
An important note about order currency #
Each order is created in one of your trading currencies and it cannot be changed – the currency of each order is set based on the currency set up in the customer record that the order is based on.
If you sell to the same organisation in multiple currencies you nee to set up a Customer Record for each currency for example ‘IBM USD Account’ and ‘IBM GBP Account’ and add your orders to the correct account for the currency that you want to invoice in.
This allows accurate checking of customer balances without resort to currency conversion.
Next you need to select the products that will form the order #
Like the customer record the products that you want to add to the order must be set up before they can be added to the order.
Just like selecting the customer you can add products to an order in two ways.
Firstly you can just start typing the product name or SKU into the box marked ‘Enter Product Name’, this will produce a shortlist of matching items that appear below the box and updates as you type, once you have narrowed the list down far enough, simply select the one that you want to add and it will be added to the order. <insert Image of drop down>
Alternatively, you can press the green ‘Search’ button to the right of the ‘Enter Product Name’ box to search in a pop-up window.
Searching in the pop up allows you to see the stock levels for each item, the price and to filter by category. <insert image of modal pop up>
You can repeat the process as many times as you need to add all of the lines on the order.
Set the vat treatment of the order and the vat rate for each line item #
Orders in eTail Support are set up to mange the complex world of VAT and sales tax in a flexible and professional manner.
Each order has defined ‘Tax Type’, this is set using the dropdown on the right hand side at the top of the page.
– The list of usable tax types for your orders is set in the business settings<insert shot of menu>
Based on the ‘Tax Type’ that you select a number of different Tax Rates may be available for each line – this allows us to correctly handle orders for items that are taxed at different rates – such as food and children’s clothing in the UK.
You should set the Tax Type for the order before setting the prices and Tax Rate on each line of the order.
Tax Type and Tax Rates can be edited at any time until the order is shipped – when it is shipped the rates set at that time will be copied over to the Invoice that the system generates based on the data in the order.
Now set the quantity and price of each item #
setting product Quantity #
When you add each product to the order the quantity of the product in the order will be set at 1, if you click the ‘+’ button in the pop up or select an item in the on-page drop down multiple times you can add extra items that way – it’s a good choice if you want to add a handful of items.
Alternatively, you can simply highlight the quantity field and type in the number that you want.
setting product Price #
When you add each product line to the order, the price will be set based on the default product price for the order currency which is taken, either from the customer specific price list attached to the customer account, or if you have not uploaded a customer price list for the order customer, then the default currency price from the Product Record is used.
– Once you have completed all the required fields you can save the order at any time by pressing the blue ‘Save Order’ button <IMAGE> then come back and edit it later.
You can edit the price on each line by simply selecting the price and changing it.
If the tax rate on the line is more than zero, then you can also choose if the price that you set is INCLUSIVE or EXCLUSIVE of tax. The system
Now set the customer order number, factory order ref, payment terms and proposed delivery date if required #
Fill out the optional fields in the top right as you like.
The Customer Order Number and Factory Order Number can both be used to search for the order at a later date, so they are a handy way to make sure that you can find them later if you need to. They also appear in reports.
Lastly check the Shipping Details #
The shipping details <insert Inage> for the order are used to control what kind of label the system generates for the order.
eTail Support will try to generate a label for any order that has all the stock needed to be shipped.
The shipment details are set by default based on the default set up in the Warehouse Record for the warehouse that the order is allocated to and the default set up for the way that the order has been added (Added through the UI in this case)
You can check the settings for your order and change them by pressing the blue ‘+ Shipping Details> button
The couriers that you have access to can be changed by contacting eTail Support
What happens after the order is saved #
Once your new order is saved the system will update the order status based on the availability of stock, and if it can be ‘Fully Allocated’ it will then create a label based on the Shipping Details that you set and update the order to ‘Ready to Ship’.
If the order is ‘Back Ordered’ or ‘Part Allocated’ it will wait for more stock to be booked in.