Order Management

Order Management in Getfly CRM Order management is a crucial process for recording and managing sales transactions. It reflects the goods and services sold, and it ensures that the revenue is properly recognized for the company.

1. Benefits of Sales Order Management

A sales order is a document recording the sale of goods or services provided by a company. It confirms the supply of goods or services and the associated revenue recognized by the company.

Proper and professional order management will help you:

Easily Track Order Status: Monitor the status of your orders and those of your team members within the same department.

Convenient Management of Quotations, Sales Contracts, and Orders: Keep all documents and data linked, reducing the chances of errors and oversight.

Track Order Status and Customer Debt: Gain a comprehensive overview of order statuses as well as the receivables of customers.

Save Time and Avoid Errors: Quickly search and avoid misplacing orders, leading to more efficient sales management.

2. Sales Order Permissions

To create and manage sales orders in the system, you need specific permissions for the Sales Orders function. These permissions include:

Access Sales: Permission to access the sales feature in the system.

Access Sales Orders: Permission to view and manage sales orders in the Sales feature.

Create New Orders: Permission to create and upload sales orders.

Edit Orders: Permission to edit the details of an order.

Delete Orders: Permission to delete sales orders.

Approve Orders: Permission to approve sales orders (if the order approval workflow is enabled).

View All Orders: Permission to view all sales orders in the system.

Download Orders: Permission to download the list of sales orders.

3. How to Create, Edit, Delete, and Approve Orders

3.1 Creating a New Order from Customer Details

Go to Customer Details → Transactions → Orders → Add Sales Order.

Fill in the order details:

The system automatically pulls customer information without requiring you to search for it.

User Information: The system auto-populates the user based on the account logged in and includes other relevant details such as order code, payment method, and warehouse information (if inventory management is used).

Order Products: Select the products, enter quantity, unit price, VAT, and discount if applicable.

Add New Products: You can add new products to the sales order if needed.

Save: Click Create Order or cancel to discard the order creation.

3.2 Creating a New Order from the Sales Section

Access Sales → Add New.

Search for the customer and input the order details such as product information, quantities, unit prices, VAT, and discounts.

Click Add New to create the order.

3.3 Editing an Order

Click on the order detail.

Choose Edit to modify the order as required.

Save the changes.

3.4 Approving an Order

If an order approval workflow is enabled:

Open the order detail.

Click on the Approve button.

Review the order information. If it's correct, confirm by clicking the checkboxes and clicking Approve.

If the order contains incorrect information, you can reject the approval and tag the sales representative for corrections before proceeding with the approval.

You can also filter the list to view orders that haven't been approved yet.

3.5 Cancelling an Order

Click on the order detail.

Choose Cancel to remove the order.

The canceled order will appear in the Cancelled Orders tab.

3.6 Customizing the Display of Data Fields

To customize which data fields to display in the order management section:

Go to Sales → Settings → Customization.

Adjust the columns as per your preferences.

Note: Some fields, such as Order Code, Status, User, Order Date, and Customer, cannot be hidden.

4. Managing Sales Orders

After creating an order, go to the Sales section, and the system will display the list of all orders.

How to Create an Order: Create each order individually or upload a bulk list of orders.

Order Statuses:

Pending Approval: Orders that are awaiting approval.

Approved: Orders that have been approved.

In Progress: Orders that have been partially shipped.

Completed: Orders that have been fully processed.

Cancelled: Orders that have been cancelled due to incorrect information.

Pending Shipping: Orders that have requested shipping but haven’t been approved yet.

Paid: Orders where full payment has been received.

Returned: Orders where items have been returned.

Collected in the Period: Amount collected from the customer within a specific period.

Order Filters:

Filter orders by order date, product sold, customer, shipping partner, or other custom fields created by your team.

Time-based filters: You can filter orders by week, month, year, or a custom date range.

Receivables: In the order management list, you can monitor customer debt through columns like Paid and Remaining. This helps to keep track of outstanding payments and improve collection efforts.

Paid: The amount the customer has already paid.

Remaining: The amount still owed by the customer.

Conclusion Order management in Getfly CRM enables businesses to effectively track, manage, and optimize their sales processes. The system provides features for creating, editing, approving, and managing orders, with detailed tracking of customer payments and receivables. Additionally, the system allows users to filter orders, track their statuses, and customize the information displayed, ensuring that businesses can operate more efficiently and reduce errors in their order processing.