Creating and Editing Orders

Order management is at the heart of Sederly. This detailed guide will help you master all aspects of order creation and editing, including advanced features for complex business scenarios.

## Order Creation Methods ### Method 1: Standard Order Creation #### Starting a New Order: 1. Navigate to **Orders** in the sidebar 2. Click **"Create New Order"** or **"+ New Order"** 3. Select the **branch** where the order is being processed 4. Choose **order type** (Sale, Quote, Return, Exchange) #### Order Types Explained: - **Sale**: Standard customer purchase - **Quote**: Price estimate for potential customer - **Return**: Customer returning previously purchased items - **Exchange**: Customer exchanging items for different products - **Layaway**: Customer paying in installments - **Wholesale**: Bulk orders with special pricing ### Method 2: Quick Order Creation For fast-paced environments: 1. Use keyboard shortcut **Ctrl + N** 2. Start typing customer name or phone number 3. Add products using barcode scanner or quick search 4. Process payment immediately ### Method 3: Duplicate Existing Order For repeat customers or similar orders: 1. Find the original order in **Orders** list 2. Click **"Duplicate"** or **"Reorder"** 3. Modify quantities or products as needed 4. Update customer information if necessary 5. Process as new order ## Customer Information Management ### Adding Customer Details #### Existing Customer Selection: - **Search by Name**: Type customer name in search field - **Search by Phone**: Enter phone number for quick lookup - **Search by Email**: Use email address to find customer - **Recent Customers**: Select from recently served customers list #### New Customer Creation: When adding a new customer during order creation: **Required Fields:** - Customer Name (individual or business) - Phone Number (primary contact) **Optional but Recommended:** - Email Address (for receipts and communication) - Physical Address (for delivery or service calls) - Customer Type (Individual, Business, VIP) - Tax Exempt Status (if applicable) - Preferred Communication Method #### Customer Information Tips: - **Verify phone numbers** for accuracy - **Ask for email** to send digital receipts - **Note special preferences** in customer notes - **Update information** when customers provide changes ### Guest Orders For customers who prefer not to provide information: 1. Select **"Guest Customer"** option 2. Order processes without customer data 3. Optional: Convert to regular customer later 4. Receipt can still be printed or emailed ## Product and Service Management ### Adding Products to Orders #### Product Search Methods: - **Name Search**: Type product name or description - **SKU/Barcode**: Enter product code or scan barcode - **Category Browse**: Navigate through product categories - **Recent Products**: Select from recently sold items - **Favorites**: Quick access to frequently sold products #### Product Information Display: When selecting products, you'll see: - **Product Name** and description - **Current Price** and any active discounts - **Available Stock** (if inventory tracking enabled) - **Product Image** (if uploaded) - **Variants** (size, color, etc.) #### Quantity and Pricing: - **Quantity**: Enter number of items - **Unit Price**: Modify if you have permission - **Line Discount**: Apply item-specific discounts - **Tax Category**: Verify correct tax application - **Notes**: Add special instructions for this line item ### Service Items For service-based businesses: #### Service Entry: 1. Click **"Add Service"** 2. Enter **service description** 3. Set **duration** (if time-based) 4. Specify **service price** 5. Add **technician/staff** assignment 6. Include **service notes** or requirements #### Service Pricing Options: - **Fixed Price**: Set price for the service - **Hourly Rate**: Price based on time spent - **Tiered Pricing**: Different rates for different service levels - **Package Pricing**: Bundled service offerings ### Product Variants and Customization #### Handling Product Variants: - **Size Options**: Small, Medium, Large, etc. - **Color Choices**: Different color options - **Material Types**: Various material options - **Custom Specifications**: Special requirements #### Customization Options: - **Engraving**: Personal engraving requests - **Gift Wrapping**: Special packaging - **Delivery Instructions**: Specific delivery requirements - **Assembly Services**: Product assembly options ## Pricing and Discounts ### Price Management #### Price Override: - **Manager Authorization**: Some price changes require manager approval - **Reason Codes**: Select reason for price adjustment - **Audit Trail**: All price changes are logged - **Customer History**: Previous pricing for this customer #### Discount Types: - **Percentage Discount**: 10%, 20%, etc. - **Fixed Amount**: $5 off, $10 off, etc. - **Buy X Get Y**: Promotional discounts - **Volume Discounts**: Quantity-based pricing - **Customer-Specific**: VIP or loyalty discounts #### Applying Discounts: 1. **Line Item Discounts**: Apply to individual products 2. **Order-Level Discounts**: Apply to entire order 3. **Promotional Codes**: Enter coupon or promo codes 4. **Automatic Discounts**: System-applied based on rules ### Tax Calculation #### Tax Management: - **Automatic Calculation**: Based on customer location and product type - **Tax-Exempt Customers**: Special handling for exempt customers - **Multiple Tax Rates**: Different rates for different product categories - **Tax Override**: Manual tax adjustment when necessary #### Tax Display Options: - **Tax Inclusive**: Prices include tax - **Tax Exclusive**: Tax added to displayed prices - **Tax Breakdown**: Detailed tax calculation display ## Order Editing and Modifications ### Editing Active Orders #### What Can Be Edited: - **Customer Information**: Update contact details - **Product Quantities**: Increase or decrease quantities - **Product Selection**: Add or remove products - **Pricing**: Adjust prices (with proper authorization) - **Discounts**: Modify or remove discounts - **Special Instructions**: Update order notes #### Editing Process: 1. Open the order from **Orders** list 2. Click **"Edit Order"** 3. Make necessary changes 4. **Save Changes** to update the order 5. **Recalculate Totals** automatically ### Editing Paid Orders For orders that have been paid: #### Limited Modifications: - **Customer Information**: Contact details can be updated - **Order Notes**: Additional information can be added - **Delivery Status**: Update fulfillment status - **Internal Notes**: Staff notes and comments #### Significant Changes: For major changes to paid orders: 1. **Create Return/Exchange**: Process return for original items 2. **Create New Order**: For replacement items 3. **Process Refund**: If customer is owed money 4. **Issue Store Credit**: Alternative to cash refund ## Advanced Order Features ### Split Payments #### Multiple Payment Methods: 1. Enter **first payment amount** and method 2. Click **"Add Payment"** for additional payments 3. Continue until **full amount is covered** 4. System tracks each payment separately #### Common Split Payment Scenarios: - **Cash + Card**: Customer pays part cash, part card - **Gift Card + Credit Card**: Using gift card balance plus additional payment - **Store Credit + Cash**: Applying existing credit plus additional payment - **Corporate + Personal**: Business expense plus personal portion ### Layaway and Installments #### Setting Up Layaway: 1. Create order as normal 2. Select **"Layaway"** as order type 3. Set **payment schedule** (weekly, monthly, etc.) 4. Collect **initial deposit** 5. **Hold items** until fully paid #### Managing Installment Payments: - **Track Payment History**: View all payments made - **Send Payment Reminders**: Automated or manual reminders - **Update Payment Schedule**: Modify dates if needed - **Release Items**: When final payment is made ### Bulk Orders and Wholesale #### Wholesale Order Features: - **Wholesale Pricing**: Automatic wholesale price application - **Minimum Quantities**: Enforce minimum order quantities - **Volume Discounts**: Tiered pricing based on quantity - **Extended Payment Terms**: Net 30, Net 60 payment options #### Bulk Order Management: - **Import from Spreadsheet**: Upload large product lists - **Duplicate Line Items**: Quickly add multiple similar items - **Bulk Price Updates**: Apply pricing changes to multiple items - **Shipping Calculations**: Automatic shipping cost calculation ## Order Validation and Error Handling ### Pre-Payment Validation #### Automatic Validations: - **Stock Availability**: Verify sufficient inventory - **Price Accuracy**: Confirm pricing is current - **Tax Calculation**: Ensure proper tax application - **Customer Information**: Validate required fields - **Payment Amount**: Verify total matches payment #### Manual Review Points: - **Customer Details**: Double-check name and contact info - **Product Selection**: Confirm correct items and quantities - **Special Instructions**: Review any special requests - **Delivery Information**: Verify address and timing - **Pricing**: Confirm all discounts and charges ### Error Resolution #### Common Order Errors: - **Insufficient Stock**: Product not available in requested quantity - **Invalid Customer**: Customer information incomplete or incorrect - **Pricing Conflicts**: Price changes since order started - **Payment Issues**: Payment method declined or insufficient funds - **System Errors**: Technical issues during order processing #### Error Resolution Steps: 1. **Identify the Issue**: Review error message details 2. **Correct the Problem**: Update information or quantities 3. **Retry the Action**: Attempt to process again 4. **Escalate if Needed**: Contact supervisor or support 5. **Document Resolution**: Note how issue was resolved ## Best Practices for Order Management ### Efficiency Tips #### Speed Optimization: - **Use Keyboard Shortcuts**: Learn and use shortcuts for common actions - **Prepare Product Lists**: Have frequently sold items easily accessible - **Customer Quick Search**: Use phone numbers for fastest customer lookup - **Barcode Scanning**: Implement barcode scanning for product entry - **Payment Terminal Integration**: Streamline payment processing #### Accuracy Improvement: - **Double-Check Quantities**: Verify quantities before finalizing - **Confirm Customer Information**: Ensure contact details are correct - **Review Special Instructions**: Don't miss special requests - **Verify Pricing**: Confirm prices and discounts are accurate - **Print Order Summary**: Review before payment processing ### Customer Service Excellence #### Communication Best Practices: - **Explain the Process**: Help customers understand the ordering process - **Confirm Details**: Repeat important information back to customer - **Offer Options**: Present alternatives when items aren't available - **Set Expectations**: Clearly communicate delivery times and policies - **Follow Up**: Check on customer satisfaction after order completion #### Problem Resolution: - **Listen Actively**: Understand customer concerns fully - **Offer Solutions**: Present multiple options when possible - **Escalate Appropriately**: Know when to involve management - **Document Issues**: Record problems for future reference - **Follow Through**: Ensure promised actions are completed ## Troubleshooting Common Issues ### Technical Problems #### Order Won't Save: - **Check Required Fields**: Ensure all mandatory fields are completed - **Verify Internet Connection**: Confirm stable connection - **Refresh Browser**: Clear cache and reload page - **Try Different Browser**: Test with alternative browser #### Products Not Found: - **Check Product Status**: Ensure products are active - **Verify Spelling**: Check product name spelling - **Search by SKU**: Try searching by product code - **Check Category**: Ensure product is in correct category #### Payment Processing Issues: - **Verify Payment Terminal**: Check terminal connection and status - **Confirm Payment Amount**: Ensure amount matches order total - **Check Payment Method**: Verify payment method is enabled - **Test with Small Amount**: Try processing a small test transaction ### Process Issues #### Customer Information Problems: - **Duplicate Customers**: Merge duplicate customer records - **Incomplete Information**: Request missing details from customer - **Privacy Concerns**: Respect customer privacy preferences - **Data Accuracy**: Verify information with customer