This module lets you manage the orders received from your customers, that is the Customer orders — regardless of whether you entered them manually, they arrived from the webshop, or they were imported from a PDF. An order records what the customer ordered, and fulfillment starts from here: stock reservation, warehouse issue, shipping and invoicing. This guide presents the list of orders: how to search among them, what you can do with the selected order, and what you see in the preview panel.
The possible statuses of an order are: Draft, Closed, Cancelled, Fulfilled, Partially fulfilled, Ready to ship — a new order always starts in Draft status; the meaning and restrictions of the statuses are explained in the Step by step and Frequently asked questions sections.
Clicking the Main menu / Sales / Customer orders / List menu item shows all orders. Above the table, the Actions tab gives you the buttons for working with the selected order (some of them are only active for an order in the appropriate status):
At the right end of the tab row, the Analytics link takes you to the statistics page of customer orders, and the clipboard icon copies the contents of the table to the clipboard.
A new order starts in Draft status. The life of an order goes as follows:
An order in Draft, Closed, Partially fulfilled or Fulfilled status can be deleted. If a warehouse issue task linked to the order has already been picked, deletion is not allowed — you must delete that task manually first.
The Document management menu carries the items of the selected (closed or later-stage) order over into the new document, so you do not have to enter them again:
From the Issue for fulfillment menu you can send the selected order(s) off from the warehouse:
Please note: these functions do not check the payment status or the stock, so you must filter the appropriate orders in the list first. If you want to see which orders can be fulfilled from stock right away, use the Fulfillable orders page.
Clicking the Search tab above the table reveals the filtering options. The most commonly used fields (partner company name, partner contact person, document number, customer order number, external/webshop status, status, shipping method) are shown right away. Clicking “Expand” opens further filters (e.g. search by date, by employee, by item number, by project, by job number, whether an invoice or delivery note has been issued, payment status, comments, parcel courier status). Use the Search button to apply the conditions; the icons next to it let you save the current search or delete the saved search.
The View and layout tab lets you set how the list is displayed to you:
These settings are saved per user, so they are kept the next time you log in as well.
The panel shown below the list lets you quickly check the details of a selected order without having to open it. The panel contains several tabs:
The panel can be pinned (fixed to a set size) using the icon in its top-right corner, and its size can be adjusted by dragging the divider line at the top of the panel.
The Additional functions tab offers extra options for the selected order that support your daily work:
Right-clicking an order row gives you the same quick actions (open, close, delete, clone, etc.) from a context menu as the Actions tab.
If the order has to be invoiced or shipped, do not enter the items again: select the closed order and choose the document you need from the Document management menu — the system carries the items over. If you need the file of the order right after closing, choose Close and download from the arrow next to the Close button.
The filter fields of the list (on the Search tab) and their meaning. All filters are optional:
| Field / Element | Required | Description |
|---|---|---|
| Partner company name, Partner contact person | The name of the partner who placed the order and the contact person assigned to it. | |
| Document number | The identifier of the order (e.g. REND000316/2026), assigned by the system when the order is first saved. | |
| Customer order number | The order number given by the customer or by the webshop. | |
| Status | The status of the order (Draft, Closed, Cancelled, Fulfilled, Partially fulfilled, Ready to ship); several can be selected at once. | |
| External/webshop status | The external status assigned to the order, which may also be visible towards the webshop. | |
| Shipping method, Payment method | Filter by the shipping and payment method chosen by the customer. | |
| Document date, Performance date | A period (from-to) matching the date of the order or its fulfillment date. | |
| Employee, Currency, Item number | Filter by the employee who recorded the order, the currency of the order, or the item number of a product on the order. | |
| Project, Job number, Department number | Filter by classification data. | |
| Proforma invoice issued, Advance invoice issued, Invoice issued, Delivery note issued | Filter by whether the given document has already been created for the order. | |
| Payment status | The payment status of the order (OK, Warning, Error). In the list of orders this does not show whether the invoice has been paid, it supports fulfillment. | |
| Case manager email, Case manager phone number | Search by the contact details of the case manager on the order. | |
| Direct shipping | Filter for orders marked as direct shipping. | |
| Customer comment, Internal comment | Filter by the comments of the order (whether there is a comment, or by a text fragment). | |
| No warehouse issue | Orders for which no warehouse issue has been created yet. | |
| Parcel courier status | Filter by the courier status of the parcel belonging to the order. |
The columns of the Items tab in the preview panel and their meaning:
| Field / Column | Required | Description |
|---|---|---|
| Name, Item number | The name and item number of the ordered product. | |
| Gross weight | The gross weight of the item. | |
| Quantity | The ordered quantity. | |
| Net unit price | The net unit price of the product on the order. | |
| Action | A quick action related to the item at the end of the row. |
The columns of the list (e.g. Document number, Document date, Partner company name, Net value, Gross value, Status) can be customized under View and layout > Columns — the list above shows the default view.
The Close button is only active if you have selected exactly one order in Draft status. An order that is already closed, partially fulfilled or fulfilled cannot be closed again.
Only an order in Draft, Closed, Partially fulfilled or Fulfilled status can be deleted. If a warehouse issue task linked to the order has already been picked, the order cannot be deleted: you must delete that task manually first.
The Document management menu and the download of the final PDF are only available for an order in Closed status (or beyond). For a draft you can only create a PDF preview. Close the order and try again.
In the list of orders the payment status does not show whether the invoice has been paid, it supports fulfillment: the OK value shows that the order can move on from a payment point of view. You can set the status with the Payment status button and also filter by it on the Search tab.
The Main menu / Sales / Customer orders / Fulfillable orders page lists the orders for which the stock is available. You can find a detailed description in the Fulfillable orders guide.
Use the Main menu / Sales / Customer orders / New menu item or the New button of the list. For an order received as a PDF you can also choose New based on PDF from the arrow next to the New button. You can read about the edit page of the order in the Customer order document guide.
Select the closed order, then use Document management / Warehouse issue and the system creates the issue by carrying over the items. You can read about handling warehouse issues in the Warehouse issue list guide.
The module is only shown in the menu if it is assigned to your user. If it is missing, ask the administrator of your company to check the module assignment of your user.
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