Orders are placed when a Customer or Client wants to purchase a product.
The ID, Type, Target Date, and [Active] Pricing Agreement are required to create an Order, although to operate as intended it is recommended that you fill out all fields as accurately as possible. Specifically, ensure Order Lines are created as they detail what product you wish to purchase, as well as how many units of that product.
An Order can be defined under Customers or Clients, which must exist before an Order can be created. See Customers or Clients for details.
IDs are automatically generated, to differentiate unique orders.
Order Type and Pricing Agreement detail what it is that will be included in the order, and what the pricing is based off.
The Target Date is the date for when the Order needs to be delivered by.
Consult the trellispark User Roles document for more information on these types of actions, and which user roles are responsible for these actions.
Delivery Lines are created under Order Lines, and are used to when shipments for an Order have been delivered, and how much of the order had been delivered. It is possible to have many Delivery Lines for one Order Line, in a case where delivery of all items at once is not feasible.
The Units Ordered, and Billable are required to create a Delivery Line. All other fields are populated automatically using corresponding details from the Order Line.
The Product is automatically populated as the Delivery Line describes delivery of the item in an Order Line. See Order Lines for details.
The Billable selection details whether the delivery is billable or not.
Invoices are created under Customers, and are used to bill the Customer for Orders and Service Requests after they have been completed.
The ID, Invoice Date, Due Date, and Pricing Agreement are required to create an Invoice, although to operate as intended it is recommended that you fill out all fields as accurately as possible. Specifically, ensure that all necessary Invoice Lines are created as they outline the products and services being charged for, and how much.
The ID is automatically populated, and is used to distinguish unique requests.
Invoice Date describes when the Invoice was created or sent to the Customer, whereas the Due Date describes when the Invoice must be paid by.
The [Active] Pricing Agreement is used to populate Invoice Lines with costs for products and services, so that the Customer can be billed properly. See Active Pricing Agreements for details.
Invoice lines are used to keep track of the charges, products, and services that are included in the invoice. Businesses should record the order lines to make sure they are paid for the products and services.
The invoice line number, and the invoice line’s status, should be recorded. The invoice line number lets the business check each invoice line. The status tells whether or not the invoice has been paid for, or if it needs other attention.
The business should record whether the invoice line is for a charge, product, or service. They should also record which charge, product, or service was invoiced.
The number of units on the invoice should be recorded. This information, and the price per unit, will enable the business to calculate the cost. The applicable taxes should also be noted, which lets the business determine how much tax must be paid.
Recording information about invoice lines lets the business ensure it is paid for all the products and services that were ordered.
Businesses may fulfil orders in several shipments. They should track each shipment to ensure that it arrives.
The business should give the shipment an identification number, to help track its status. The status should proceed from packing, to sent, to received. Some shipments may be lost or returned.
The courier’s name should be recorded, along with any provided tracking references. This information helps the business track where the shipment is, and allows the business to provide the same information to its customers.
The business should record who the shipment was sent to. This will tell the business who give the tracking reference to, and who to notify if there is a problem.
The date that the shipment should arrive, the date that the shipment was sent on, and the date the shipment arrived should be recorded. These dates let the business check the efficiency and effectiveness of their shipping service, and their couriers.
Tracking information about shipments will help the business reduce shipping problems. Keeping the information on hand will reassure customers that their products will arrive on time.
Businesses send out invoices to their customers, to let them know how much they need to pay, or have paid. Storing information about invoices lets the business know which ones have been paid.
The business should record the invoice identification number and invoice status. The identification number will allow the business to determine which invoice is being referenced or paid. The status will track what stage the invoice is at. Invoices should be prepared, authorized, submitted, then paid by the customer. Invoices may also become overdue, and be investigated or adjusted.
If the invoice is for a duration of time, the start and end dates of the invoice should be noted. The date that the invoice was created, and the date that it will be due, should be recorded. This will tell the customer and the business when the invoice will be overdue.
The pricing agreement for the invoice should be recorded. The pricing agreement determines what currency will be used for the invoice.
The name of the person who created the invoice, and the date it was created, allows the business to contact them if there are any questions. The invoice should be authorized before it is sent out, and the authorizer and authorized date should be noted. The person who authorized the invoice should be contacted if there are any problems with it.
Recording information about invoices tells the business when the invoice should be paid by, and who was responsible for its creation. This information can be used to answer questions about the invoice, and ensure that it is paid on time.
Customers may order various items from the business. The business must record information about the order, to ensure that it is delivered on time.
The order should have an identification number. This will allow the business and the customer to determine what order it is. An identification number also helps the business to track the order’s status.
The status and priority of the order should be recorded. The status lets the business and customer know what stage the order is at, and thus, how soon it will be completed. The priority lets the business know how urgently the order needs to be completed.
The person who took the order, and the date that the order was taken on, should be recorded. This information lets the business know who to contact if it as any questions about the order. The customer’s contact for the order should also be recorded, to facilitate communication.
The business should note the pricing agreement used for the order, and the order type. The pricing agreement will let the business know how it will charge the order to the customer. The order type records what kind of things are included in the order. The business should also note what area the order should be delivered to. This information helps the business organize shipments.
The start date, estimated end date, and actual end date of the order should be filled in. The estimated end date gives the customer an idea of when the order will be completed by. The actual end date lets the business know how good the estimate was, and confirms that the order has been completed.
Each order may have various order lines, shipments, or service deliveries. These should be recorded within the order, so that the business can ensure each section of the order is filled.
Properly managing orders will help the business deliver its products and services on time. Filling orders quickly and efficiently will help the business to build a good relationship with its customers.
Order lines are used to keep track of the charges, products, and services included in an order. Businesses should record the order lines to make sure they deliver all the ordered products and services.
The order line number, and the order line’s status, should be recorded. The order line number lets the business check each order line. The status tells whether or not the order has been filled, or if it needs other attention.
The business should record whether the order line is for a charge, product, or service. If a service is being ordered, the business should note if the workers get paid breaks, or can work on statutory holidays. They should also record which charge, product, or service was ordered.
The number of units ordered should be recorded. This information, and the price per unit, will enable the business to calculate the cost. The applicable taxes should also be noted, which lets the business determine how much tax must be paid on the order line.
The team responsible for delivering the product or service should be recorded, along with the code that will appear on the invoice.
Recording information about order lines lets the business ensure it delivers all ordered products and services.
Customers may order services from the business. In this case, the business will have an employee go and perform the service. Information about the service should be recorded to confirm that the service was performed, and for invoicing.
The business should record the start and end times of the service. This information will determine how long the service took, and can be used for invoicing on an hourly basis.
The name of the service, and the person performing it, should be recorded. Recording the name of the service lets the business know how much they should charge the customer per service or per hour. Recording the name of the person performing the service tells the business who to ask if it has questions about the service.
Information about the service can be used to invoice the customer. The information can also be used to contact the person who performed the service, if the business or the customer has any concerns.