Customer orders are for items that are specifically ordered for the customer through an invoice, sales order or job card.
You are able to customer order items from your stock file, price file or manually enter the details.
There are 2 types of Customer Order
- Special Order
- For Retail customers
- Can be Invoiced, added to a Sales Order or Booked to a Job
- Customer Order is added to Purchase Order
- Ideal for ordering non stocked items for customers/job cards
- Back Order
- For Trade / Distribution
- Can only be Invoiced
- Item is ordered in to stock
- Back Order is released from stock into Sales screen or a Sales Order
- Ideal for distribution where multiple orders are placed and high quantities are ordered
Stages of a Special Order
- Create the initial transaction - A transaction is produced with items marked as Special Ordered
- Create the Purchase Order - Purchase Order is created and Customer Orders are added
- Receiving from the Supplier - Items are received through the purchase order and costs are updated
- Picking-Up - Customer collects the item and customer order is updated to Completed
Stages of a Back Order
- Create the initial transaction - Produce a Invoice for all items and Back Order where not in stock
- Create Purchase Order - Purchase Order is created and items are ordered for stock, items could already be on order when back order is created
- Receiving from the Supplier - Items are received into Stock
- Release Back Orders - Releasing satisfiable Back Orders and invoice items to customer
Customer Order Statuses
- Provisional (Created but not yet ordered)
- Ordered (Ordered from supplier)
- Received (Received from supplier)
- Completed (Released Back-order - or - Picked up Special-order)
- Cancelled (No longer required)
Drop Ship / Deliver Direct
There is an option when Customer Ordering an Item, to select Deliver Direct. This is also known as Drop Shipping. When Deliver Direct is selected the system will automatically generate a purchase order with the delivery address set to the customers address. For more info click here
Creating Customer Orders
Customer orders are created through the Sales Transaction form.
- Enter the item into the sales screen
- You will be presented with the Sales Line Edit form if the item is not in stock, otherwise click the Edit option
- Click the Customer Order option on the side menu
- You will be presented with the Customer Order form
- Confirm the supplier you want to order through
- Confirm Order types and other options
- Click OK
- This will add the customer order line to the sales transaction, you can tell what items have been customer ordered by the location (*S-ORDER)
- When saving the transaction as an invoice, sales order or booking items to a job, this will create the provisional customer order, this is then ready to add to a purchase order which you can place with your supplier
Customer Orders should always have a Supplier set. The supplier is automatically set if a stock item has the Primary supplier set, or if a primary Supplier has been set for the Category. For Price Files you would set the Default Category in Settings / System / Stores.
Purchase Order Type
This allows you to set what type of purchase order you wish to order on, manufacturers generally have two order types with stock orders having a bigger discount. Setting this allows the operator creating the purchase order to know whether to add the customer order.
Add to Held Purchase Order
This allows you to automatically add the customer order to a held purchase order, this will only work if you have a held purchase order.
Allows you to flag the customer order as urgent, this can be used when adding the item to the purchase order as you might want to order the item separately.
Fulfil from Purchase Order
This feature allows you to replace the item you have on stock order with the customer order.
Adding Customer Orders to a Purchase Order
To order our customer order we need to add it to a purchase order.
- Navigate to Items\Orders
- Create a New Purchase Order or Edit an existing HELD order
- EVOPOS will display a message to let you know that there are PROVISIONAL customer orders
- Click the Auto Add option on the side menu
- Confirm what you want to add to the Purchase Order
- EVOPOS will show you a list of the Customer Orders allowing you to decide which ones to add
- Items are added to the Purchase Order
Receiving the Special Order
When the purchase order is received from the supplier, we would mark the lines that have been received (Manually or selecting 'Auto Rcvd') and then set the cost as per the invoice from the supplier.
The cost is then updated on the transaction it was ordered on, for sales orders and job cards you have the option to update the selling price.
Completing a Special Order
The final stage of the customer order is COMPLETED, this lets us know the customer has picked up the item or it has been shipped.
EVOPOS will update the status to COMPLETED when converting the Sales Order or Job Card into a Tax Invoice.
If the customer order was created on an invoice, then we can manually mark the customer order as COMPLETED through Contacts\Customer Orders or Sales\Options\Customer Orders.
Releasing a Back Order
The system can release Back Orders that meet one of the following conditions:
- The Back-order line for that Customer has been marked as Received (e.g. When receiving a purchase order)
- There is stock of the item that was back ordered
When a Back Order is Released the status is changed to COMPLETED.
After entering a Customer on a Sales transaction, the system will automatically check to see if there are any satisfiable Back-Orders.
You can also release back-orders in bulk or individually by selecting Sales / Options / Release Back-Orders