Orders

Guide to processing sales orders, managing invoices, and tracking payments.

Overview

The Orders module manages the complete sales order lifecycle from draft to payment. Track order status, generate invoices, manage payments, and coordinate fulfillment.

Order Workflow

Draft → Submitted → In Progress → Invoiced → Shipped → Paid → Closed

Status Meanings:

• Draft: Being prepared, not final

• Submitted: Customer confirmed, awaiting processing

• In Progress: Being fulfilled

• Invoiced: Invoice generated

• Shipped: Dispatched to customer

• Paid: Payment received

• Closed: Completed and archived

Creating Orders

Basic Order

1. Orders tab → Tap + Add

2. Customer Details:

   • Customer ID/Name (or select from Contacts)

   • Contact details

3. Order Items:

   • Tap + Add Item

   • Select inventory item or enter manually

   • Quantity and unit cost

   • Add multiple items

4. Addresses:

   • Billing address

   • Shipping address (optionally same as billing)

5. Financial:

   • Discounts (% or fixed amount)

   • Taxes (%) — auto-calculated total

   • Currency selection

6. Additional:

   • Order notes

   • Order source (web, phone, walk-in)

   • Salesperson/agent

7. Tap Save

Advanced Fields

• Order Number: Auto-generated or custom

• Order Date: Defaults to today, editable

• Due Date: Expected completion

• CRM Activity ID: Link to external systems

• ERP Fulfillment ID: Integration reference

Managing Orders

Viewing Orders

List View: All orders for selected company

• Sort by date, status, customer

• Filter by status, date range, payment status

• Search by order number, customer name

Detail View: Tap order to see full details

• Order header info

• Line items with quantities

• Financial summary (subtotal, tax, discount, total)

• Payment records

• Dispatch history

• Comments/notes

Updating Order Status

1. Tap order

2. Tap current status badge

3. Select new status from dropdown

4. Status date auto-updated

5. Tap Save

Status Dates Tracked:

• Draft Date

• Submitted Date

• In Progress Date

• Invoiced Date

• Shipped Date

• Paid Date

• Closed Date

Adding Order Comments

Collaborative commenting for team communication:

1. Tap order

2. Scroll to Comments section

3. Tap + Add Comment

4. Type message

5. Tap Post

Comments Show:

• User name and profile picture

• Comment text

• Timestamp

• "Edited" indicator if modified

Edit/Delete:

• Tap your comment → Edit or Delete

Invoice Management

Generating Invoice

Orders automatically become invoices when status changes to "Invoiced":

1. Tap order

2. Change status to Invoiced

3. Invoice record created (InvoiceItems entity)

4. Invoice ID assigned

Invoice Items:

• Separate from main inventory (allows post-sale tracking)

• Includes item code, name, quantity, unit cost

• Links to original order

Viewing Invoices

Invoices List: Settings → Invoices (or filter Orders by "Invoiced" status)

Invoice Details:

• Invoice number

• Associated order ID

• Line items

• Dispatch status per item

Payment Tracking

Recording Payment

1. Tap order

2. Tap + Add Payment

3. Payment Details:

   • Amount (supports partial payments)

   • Payment date

   • Payment method (cash, card, transfer, check, etc.)

   • Payment institution/bank

   • Reference number

   • Notes

4. Tap Save

Effect:

• Payment Record created

• Order Payment Status updates (Unpaid → Partial → Paid)

• Outstanding balance calculated

Payment Status

• Unpaid: No payments received

• Partial: Some payment received, balance remaining

• Paid: Full amount received

Outstanding Balance: Shown in order detail (Total - Payments Received)

Viewing Payment History

Per Order: Tap order → Payments section (list of all payments) All Payments: Settings → Payment Records (all payments across orders)

Dispatching Orders

Link orders to dispatch records:

1. Tap order

2. Tap Create Dispatch

3. Pre-fills dispatch form with order data

4. Complete dispatch details (see Dispatch Guide)

5. Tap Save Dispatch

Link Tracking: Order shows related dispatches, dispatch shows related order

Order Analytics

Future Feature: Built-in reporting

• Revenue by date range

• Top customers

• Average order value

• Fulfillment time metrics

Archiving Orders

Move completed orders out of active view:

1. Tap order

2. Tap Archive

3. Confirm

Effect: Order marked as archived, hidden from default list

View Archived: Filter → Show Archived Orders

Exporting Orders

Export orders for external processing:

1. Tap Export in orders list

2. Choose format (Excel, CSV, PDF)

3. Select date range or specific orders

4. Share or save to Files

Technical Details

Entity: Orders (see Core Data Model)

Key Relationships:

• Belongs to Companies (companyID)

• Has many InvoiceItems

• Has many PaymentRecords

• Related to Dispatch records (orderID field)

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Related: Inventory, Dispatch, Contacts