When to use
To record what will be done or sold to a customer, control internal approval, deduct products from stock and turn the result into a sale.Before you start
- Orders module in the plan and permission in your role.
- Registered customer (see Prospects and customers).
- Registered products and services, if you want to pull them from the catalog (Products and services).
Create an order
1
Open Orders
In the Management > Orders menu, click New Order.
2
Order Data tab
Choose the Customer (required), the Type, the Status (starts at Draft), the Title / Subject and the Delivery Time.
3
Items tab
Add items. Each item has Catalog Product / Service (optional), Type (Product, Service, Labor, Fee / Charge or Other), Description, Qty, Unit, Unit Amt., Discount and Item Note. The Subtotal is calculated. If the Link (vehicle, case…) field is available, use it to link the item to a vehicle.
4
Financial tab
See Subtotal, adjust Global Discount (R$) and Additional Fees (R$) (ISS, charges or other surcharges). The Total is calculated.
5
Notes tab
Notes (visible in the PDF) appear on the document. Internal Notes (not shown in the PDF) are only for the team.
Extra workshop fields
When the company’s segment is auto repair shop, the Order Data tab also shows Vehicle (only those of the chosen customer), Distance unit, Entry Mileage and Exit Mileage. The Exit Mileage is filled in when the service is completed.Types and statuses
Flow with buttons
At the top of the order, only the buttons valid for the current status appear.1
Open Order
Available in Draft. Changes to Open.
2
Request Approval (optional)
Available in Open. Changes to Pending Approval and notifies the people in charge.
3
Approve or Reject
Whoever has approval permission sees Approve (goes to In Progress) and Reject (goes back to Open and sends the Rejection reason to the requester).
4
Start Service
Available in Open. Changes to In Progress.
5
Complete Order
Available in In Progress. Changes to Completed.
6
Generate Sale
Available in Completed, with no sale yet. Creates the sale in Financial and changes the order to Invoiced. The View Sale button takes you to it.
If the order has a checklist with pending items, the notice appears before generating the sale. The generated sale can receive the tax invoice: see Issue invoices.
Invoice several orders
In the list, select orders and use Invoice Orders. The Invoice Selected Orders window says how many will be invoiced and how many will be skipped because they are already invoiced or not completed. Fill in the billing data and click Generate Invoices.Checklist, attachments and reminders
When you open an existing order, there are relationship tabs:- Checklist: verification items. Apply template loads a template (group and item); Add item creates individual items.
- Files: upload documents and photos of the order; you can view, download and delete them.
- Reminders: register inspection notices for the customer. See Service reminders.
Inventory
Items linked to a catalog product deduct the stock balance as soon as they are added to the order. When the order is canceled, the products return to stock. Services do not move the balance.Frequently asked questions
Why can't I delete the order?
Why can't I delete the order?
Only orders in Draft can be deleted, and orders that have already generated a sale or charge are protected. Use Canceled as the status when you need to close one.
Where do I see a vehicle's orders?
Where do I see a vehicle's orders?
In the vehicle’s edit page, Orders and Sales Orders tabs. See Vehicles.
Orders board
Follow orders by stage.
Issue invoices
Tax invoice for the generated sale.