Questions about the Order
Question 1: How to add notes for gift products in an order on Getfly CRM?
If your business offers gifts as part of its sales policy and the newly created order contains gift products, you can add notes to these gift items as follows:
On the Add New Order screen → Locate the Gift Product section → Enter the description of each gift item.
If there are multiple gift items in one order, each gift product will have its own note/description field.
These notes will be fully displayed in both the Order Details and the Printed Order Document.
Additionally, the Getfly mobile app also allows users to enter notes/descriptions for gift items when creating a new order via mobile.
Question 2: How to view actual revenue collected per order by employee
To track the actual amount collected per order by employee, follow the steps below:
View via Employee Report
Go to Reports → Employees → Work Report, select the relevant employee and refer to the Sales Orders section.
In the Paid column, the system shows the amount collected per order, based on the order date filtered. Orders outside of this timeframe will not be included.
View via "Collected during the period" filter
This section displays the total amount actually collected in the current month, including orders from previous months where payment was received during the current month.
Steps: Go to Sales (F4) → On the Order Management screen, choose Collected during the period → Click Filter → Select Order executor → Apply.
View via Sales Module
In the All section under Sales Management, the system lists all orders based on the filtered order date.
You can view the actual amount collected for these orders under the Paid column. Only orders with order dates matching the selected filter range are displayed.
Note: When checking under the Paid column, the system only includes fully paid orders. Partially paid orders are not counted here.
Question 3: Why can't I see the payment button in my order?
If the Payment button does not appear in the order detail, check whether your account has been granted permission to process sales/purchase order payments.
If not, please contact your system administrator for permission assistance.
To check user permissions: Click on your avatar in the top right corner → Personal Info → Permissions.
Question 4: Why can't I find products when creating an order?
If no products appear or you can't find any products when creating an order, check the following:
Lack of access permissions to products
Go to Personal Info (via your avatar in the top right corner) → Permissions.
If your account lacks product access rights, you won’t be able to select products. Please contact your admin for support.
Incorrect product name search
For example, if the product name is white cotton pants but you search for white pants, no results will appear. Ensure accurate keywords are used.
Website translation interference
If you have correctly identified the product but the screen turns blank upon selection, check if your browser is using auto-translate on the Getfly website.
You need to disable translation for the Getfly site:
Steps: On the Getfly page → Right-click → Select Translate this page to English → Click the translate icon in the upper right corner → Choose Never translate this site.
Question 5: What does enabling "Shipping Fee after VAT" and "Discount after VAT" mean when creating an order on Getfly?
When creating an order on Getfly, after calculating the order value, you’ll see two optional fields: Shipping Fee and Discount. You can input a percentage and choose whether each applies after VAT or not.
"Shipping Fee after VAT" means the shipping cost is added after the VAT has been applied to the order.
Example:
Product value: 100,000 VND
Shipping fee: 10,000 VND
VAT: 10%
Case 1 – Checked: Order value = (100,000 + 10,000 VAT) + 10,000 shipping = 120,000 VND
Case 2 – Unchecked: VAT = (100,000 + 10,000 shipping) * 10% = 11,000 → Order = 100,000 + 10,000 + 11,000 = 121,000 VND
"Discount after VAT" applies the discount after VAT is added to the product/service value.
Example:
Order: 100,000 VND
Shipping: 10,000 VND
VAT: 10% = 10,000 → Total = 110,000
Discount: 10% * 110,000 = 11,000
→ Final order total = 100,000 + 10,000 VAT + 10,000 shipping – 11,000 discount = 109,000 VND
Question 6. How to upload and overwrite order data in Getfly CRM?
The Upload & Overwrite feature allows users to upload a data file (typically Excel format) to update or supplement information for multiple existing orders in the Getfly CRM system.
Benefits of the Upload & Overwrite function:
Time-saving: Instead of editing each order individually, users can prepare a single data file and upload it in bulk.
Improved accuracy: Batch updates help minimize manual entry errors, ensuring data consistency.
Complete information: Easily fill in missing data across multiple orders in one go.
Instructions to Upload & Overwrite Orders:
Step 1: Filter and download the list of orders that require updates. Ensure your account has permission to download orders, otherwise the Download button will not be visible. Select the full version that includes all order item details.
Step 2: Download Getfly’s order upload template. Go to Upload Order List → Select Getfly Upload Template to ensure correct column headers.
Step 3: Copy the data from the downloaded file (Step 1) into Getfly’s upload template.
Complete the upload template with full details and make necessary adjustments. During upload:
Check the box Overwrite data if code matches
Optionally check Auto-process payment if needed → Click Upload
System response upon successful upload:
-Total number of orders identified
-Number of orders updated
-Information on delivery notes created or canceled as a result of the upload
You can verify the changes by reviewing the order details directly in the system.
Notes:
Before uploading, verify the accuracy of your new data to prevent data loss. Always keep a backup of the original file.
If you are uploading for the first time or handling a large number of orders, test the process with a small batch first.
Uploads are limited to 1,000 rows per Excel file.
Overwriting existing order data will:
Delete previous payment logs if Auto-process payment is selected, and create a new payment log matching the "Paid Amount" in your file.
Cancel associated delivery notes.
Automatically recalculate inventory values.
Generate a new delivery note for all products in the order.
The Customer field in the uploaded file must use Customer Code for identification.
Question 7. How can I generate a report for gifted products?
Gifted products are often recorded with a value of 0 in orders, which makes it difficult to report the total value of gifts given to customers. To better track the value of gifted products in Getfly CRM, consider the following approaches:
1. If gifted products are different from your regular inventory: → Create a separate product group for gifts.
If you haven't already, create unique product codes and assign them to a dedicated category such as Gift Products under Product Management for easier filtering and tracking. When creating an order with gift products:
Keep the actual price on each product line
Apply the gift discount at the order level → This way, the total gift value remains visible in product reports.
2. If gift products are part of your regular inventory: → Create a custom field in the order called “Total Gift Product Value.”
You can manually calculate and input the gift product value when placing the order. Reference guide for adding custom fields: https://wiki.getfly.vn/portal/post/2274
For reporting, simply refer to the Order List view or export the order list to Excel to summarize the gift values.
Question 8. How to track revenue from refunded orders in Getfly CRM?
In Getfly CRM, order returns can occur when customers return products due to various reasons (defective goods, incorrect delivery, change of mind, etc.). You can track the quantity and revenue from returned orders using the methods below:
If your account integrates with delivery carriers:
Go to Sales → Filters → Delivery Status → Select Returned
If you do not use delivery integration:
→ Create a custom field in the order form with a Select List format containing return statuses. Before finalizing the order, update this field to reflect the actual return status. Then filter for returned orders using the Advanced Filters in the order list.
Note: This guide applies to full-order returns. For partial returns, it is recommended to split the order into two:
One for returned items
One for retained items This helps simplify both reporting and data analysis.
Question 9: How can I search for sales orders by customer name (or company name)?
You can search for sales orders by customer or company name in Getfly CRM by following these steps:
Go to the Sales module.
Click on Filter.
Select the filter criterion as Customer.
Enter the customer or company name in the search box.
Press Enter, then click Apply to display the search results.
Question 10: Can I record payments for a sales order multiple times?
Yes. Getfly allows you to record multiple payments for a single sales order, which is useful when customers pay in installments.
If you are using the Finance - Accounting module:
Each payment creates a separate receipt. Once a receipt is approved, the system records the corresponding payment amount for the order. If a receipt is not yet approved, the system still allows you to continue recording further payments.
If you are not using the Finance - Accounting module:
You can manually enter partial payment amounts in the “Customer Paid” field when processing the payment. The system will allow multiple payments until the total matches the order value.
Question 11: How can I make the delivery address a required field when creating a sales order?
Currently, the "Delivery Address" field is a default system field in Getfly CRM and cannot be edited or configured as required.
However, you can create a custom field similar to the delivery address and set it as required by following these steps:
Go to Settings → Data Definition → Sales Order → Add New Field.
Create a new field with a name like “Delivery Address” or “Shipping Address” and mark it as a required field, then click Add.
After adding this field, you can guide users to fill in this required custom field when creating sales orders.
Question 12: Can I set printing permissions for specific print templates of a sales order?
Currently, Getfly CRM does not support permission settings for individual print templates. If a user has permission to view sales orders, they will be able to print all available templates.
Question 13: How do I set permissions for an Admin to create orders and assign them to specific sales staff?
The following roles have the ability to create or assign sales orders in the system:
Users with access + create/edit permissions can create and edit orders they created themselves.
Users with access + create/edit + approve order permissions can create, edit, and assign sales orders to team members within their department and sub-departments.
Users with permission to view/edit all sales orders can manage all sales orders in the system.
Question 14: Can I duplicate a sales order in Getfly?
Yes. Getfly supports the sales order duplication feature. To duplicate a sales order:
Go to the Sales Order Management section and select the order you want to copy.
Click the Duplicate icon.
The system will create a new order with the same details as the original, which you can edit as needed before finalizing.
Question 15: How can I process mass payments for multiple sales orders in Getfly?
Mass payment allows you to process multiple orders at once, saving time and effort compared to individual transactions. Here’s how to do it:
1. If you are NOT using the Finance - Accounting module:
1.1. Pay directly within Getfly:
Navigate to Sales (F4) → Unpaid Orders.
Select the orders to be paid using the checkboxes.
Click Pay, choose the payment date and method.
Note: This method applies 100% payment and the same payment method for all selected orders.
1.2. Pay using the sales order upload file:
Go to Sales (F4) → Download the sales order list and the upload template.
Copy relevant data: Order Date, Order Code, Customer Code, Customer Name, (Address, Phone, Email if needed), Salesperson, Product Code, Product Name, Quantity, Unit Price, Total Amount, Revenue, Commission, (VAT, Discount), Paid Amount, Outstanding Amount.
If fully paid: input total in "Paid Amount" and 0 in "Outstanding". If partially paid: split amounts accordingly.
Notes:
Users without edit order permission cannot upload.
Download and upload files have different formats, don’t reuse.
If Inventory module is active, re-uploading will cancel old inventory export and generate a new one.
2. If you ARE using the Finance - Accounting module:
2.1. Pay directly within Getfly:
Go to Sales (F4) → Unpaid Orders, select orders → click Pay.
Enter the amount actually paid by the customer for each order.
Choose payment date and method.
Notes:
Supports partial or full payments.
One payment method for all selected orders.
2.2. Pay using the receipt upload file:
Go to Finance - Accounting → Receipt → Download the Payment Template.
Fill in the file: Content, Request Date, Fund Code, Payment Method, Description (optional), Amount Paid, Sales Order Code.
Upload the completed file to Getfly.
Notes:
Select the correct Payment Template when uploading.
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