Create orders by hand
Phone, counter and direct sales: customer, items with GST, payment, shipping and the tax invoice.
Overview
An order made by hand is a sale you enter in O2M yourself, such as a phone, counter or direct sale. It holds stock, gets a tax invoice and ships like any other order.
Why use it
- Record sales that do not come through a connected channel.
- Keep stock right on every channel when you sell directly.
- Issue a GST tax invoice for direct sales.
Before you begin
- A company admin has switched on Create orders by hand in Settings → Orders.
- Your products have a price and GST rate, and your warehouse has its GSTIN.
Switch it on
Creating orders by hand is off until a company admin switches it on. Open Settings → Orders and turn on Create orders by hand, then confirm.
Once it is on, everyone whose role can create orders sees Create order on the Orders page. Switching it off again hides the button; orders already made can still be shipped, cancelled and invoiced.
Create an order
Click Create order at the right of the filters on the Orders page.
- 1Choose the Customer, or New customer to add one with their name, phone, e-mail, GSTIN and billing address.
- 2Under Delivery, choose the warehouse it Ships from, or Best warehouse for the address to let O2M pick the nearest one with stock. Tick Customer collects from the warehouse for a counter sale, or Deliver to another address to send it somewhere other than the customer's address.
- 3Under Items, search by product name or SKU and click a product to add it. Enter the units, and change the price or add a discount on the line if needed.
- 4Choose the Payment mode and Payment status, and add a Shipping charge, an earlier Order date or a Note if needed.
- 5Check the totals and click Create order.
The order gets the next number in your company's series, made of your SKU company code and a running number, for example IOT-000001. It appears in the list with the channel Manual.
Customers
Customers are shared with Wholesale orders: a buyer added there can be chosen here, and a customer added here is offered there too. A new customer typed with the same name and phone or GSTIN as an existing one is matched to that customer, so the list does not fill with copies.
A customer with a GSTIN is billed as a registered business (B2B), and the GSTIN is printed on the tax invoice. Without one, the sale is billed to an unregistered customer.
Prices and GST
Prices are entered before GST. Each product's GST rate is the one on the product, and the window shows the GST of every line as you type.
| Line of the totals | How it is worked out |
|---|---|
| Items | Units times the price of each line |
| Discount | The discounts on the lines, taken off before GST |
| Shipping | The shipping charge, taxed at the highest GST rate of the items |
| GST | Each line's rate on its amount after the discount, plus the GST on shipping |
| Total | What the customer pays |
The tax invoice splits GST into CGST and SGST when the customer is in the same state as the warehouse, and IGST when they are not. For an order collected from the warehouse, the warehouse's state is used.
Important A product without a GST rate shows No rate. The order can be made, but its tax invoice is issued only once the product has a rate.
Stock
The units are held as soon as the order is created, so no channel can sell them. Units not in stock are owed to the order and filled when stock arrives. Each product in the search shows how many units are free in the chosen warehouse.
Ship the order
How the order leaves depends on the warehouse it ships from:
| Ships from | How it leaves |
|---|---|
| A warehouse that ships when the channel says so, or any warehouse when your company does not have Warehouse Management | Mark shipped in the order's gear |
| A warehouse O2M dispatches from | The same way as every other order there: picklist, pack station and manifest, or Ship in the gear when your company does not use them |
Mark shipped asks for the courier, the AWB or tracking number, and the weight. Leave the courier and AWB empty for a parcel handed over in person. The units leave stock, the order becomes Shipped, and a tax invoice is issued.
Open the order to see its Parcels, with the courier, AWB and the Invoice button to download the tax invoice PDF.
Payment
- Prepaid: paid before dispatch. Starts as Paid.
- Cash on delivery: collected by the courier. Starts as Unpaid.
- Credit: the customer pays later. Starts as Unpaid.
When the money arrives, open the order and click Mark paid in the Order made in O2M card. This works until the order is cancelled, returned or lost.
Change or cancel an order
Click Change order in the Order made in O2M card to change the customer, address, warehouse, prices, discounts, shipping charge, payment or note. Items and units can change until picking starts. Once the order is packed or shipped it can no longer be changed, but Mark paid still works.
To cancel, choose Cancel order in the order's gear and confirm. The held units go back on sale. An order with a packed parcel is cancelled at the pack station first.
Good to know Creating and changing orders needs a role that can create orders. Shipping and cancelling need a role that can manage orders.