If you are a supplier and a buyer you will see 5 tabs on the orders page.

This article will talk through managing "Sales" which are Sales Orders customers have placed with you in Supply'd.

Managing Sales Orders

The "Sales" tab contains a list of all the orders your customers have placed with you.

To review an order click on the order in the Sales list. 

Orders include information about how the customer is paying for the order where to ship the order and who the customer is. 


Clicking on the 3 dots on the top right-hand corner will show a menu for all action options on an order.

* Note: Available options will vary depending on the type of Supply'd account you have.

  • Email Invoice - 


    Email the invoice to the customer. You can add any message you would like to include to the recipient of the email. The quote will be attached to the sent email.

  • Download >
    • Invoice - Allows you to download the invoice and thus also print the invoice.

    • Pick List - Download the pick list and thus print the pick list.

    • Pack Slip - Download and thus print the packing slip for inclusion with the order.

  • Mark As >
     
    • Picked - Mark the order as picked and ready for packing.

    • Packed - Mark the order as packed and ready for shipping.

    • Shipped - Mark the order as shipped. Typically means the order has been dispatched from your premises.

    • Completed - Mark the order as completed. Means the order is completely delivered and arrived at the destination.

  • Postpone Picking -


    Click this to select a date to postpone picking until. Select a new date and click "Postpone" to save the new date. This will remove the order from the pick queue until the selected date. To allow picking before the selected date, click "Release for Picking".
     
  • Change Status -


    Manually change the status of this order. Available options are as listed:

    • Pending
    • Order Placed
    • Picking
    • Order Picked
    • Packing
    • Order Packed
    • Shipped
    • Completed
    • Cancelled

        You can read more about statuses further on in this article.
 

  • Change Pick Location -
     

    If you have more than one location or warehouse to pick an order from and you would like to change the location for this order, you can change it here.

    • Current Pick Location* [Required] - The current location for picking orders from. 

    • New Pick Location* [Required] - Move this order to be picked from an alternative location.

    • Adjust Availability - As availability will have already been reduced in the originating location, selecting "Yes" will adjust the availability in the originating location and reduce inventory in the new location. Selecting "No" may result in inventory counts being out. This only applies to products that have managed stock.

      Click "UPDATE" to save the new pick location.

  • Hold Order - Places the order on hold. The order will be flagged with "HOLD" on both the order and the order list. To take the order off hold select "Unhold Order".

  • Modify Order -  

    Opens the invoice and allows editing of the due date, delivery date, customer address and contact details, order quantities, pricing etc.

    Clicking the three dots on the top right-hand corner of the "Edit Order" form gives you the following options:


    • Place Order - To place the order.

    • Show Price Inc (or Ex) Tax - Shows the pricing including/excluding tax.

    • Remove - Remove the order.

By clicking the 3 dots beside an item you will have the following options:

  • Edit Price -


    • Supply'd Price - Automatically generated from your product list.

    • Customer Price - Same as the "Supply'd Price" unless special pricing or discounts have been applied at the customer level. See How to Apply Customer Specific Pricing for more information.

    • Discount % - Optionally set a discount percentage. This will apply from the "Customer Price" if different to the "Supply'd Price".

    • Discount $ - Optionally set a discount dollar amount. This will apply from the "Customer Price"  if different to the "Supply'd Price".

    • Item Price ex Tax - Price of the item before GST is applied. You also can set a new price for the item. The "Item Price Inc Tax" will automatically adjust.

    • Item Price Inc Tax - Price of the item after GST is applied. You can also set a new price for the item here. The "Item Price Ex Tax" will automatically adjust.

    • Tax % - The percentage of tax that applies for this item.

    • Tax Type - The type of tax that applies to this item, eg. GST.

        Click "SAVE"  to apply the new price.

  • Edit Meta Data -


    Meta data allows you to store additional data against an order item as a key and value pair. For example, if you wanted to specify order specific information such as specific colours, specs, flavours etc you can use Meta Data for this.

    Clicking "Add Meta Field" allows you to enter this data. Multiple Meta Fields can be added.


    • Meta Key - A key for this meta data. Each key should be unique within a specific order item.

    • Meta Value - The value to pair with this key.

      For example, you are quoting on a five pack of chocolate bonbons.   

      Flavours can be added via the "Add Meta Field" as:

      • Meta Key: 1st Flavour
      • Meta Value: Raspberry

      • Meta Key - 2nd Flavour 
      • Meta Value - Caramel

        and so on.

        This will show on the quote as pictured.


        Click the "SAVE" to save the data.

  • Remove Item - Will remove the item from the quote. You will be asked to confirm that you want to remove the item.

Repeat with remaining items, as required. 

You can also add any desired notes in the "Order Notes" field and add a reason the order was edited in the "Modify Reason" field.

Click "PLACE ORDER" to save these changes. Order will show as "MODIFYING" until "Place Order" is clicked.

  • Cancel Order - This will cancel the order. You will be asked to confirm that you want to cancel.

  • Actions >
    • Send To - Send an order to your third party integrations like Xero and Shippit manually.




    • Print Product Labels - Print or generate a product label for each item on this order.



      Print barcode labels, product labels, food labels and more for each item on the order. 
      Print Qty is used to define whether you need 1 label per carton, or 1 label for each unit that may be contained in a carton.

    • Attach File -


      Allows you to attach a file to this order. Options are:

      - Invoice
      - Receipt
      - Packing List
      - Photo
      - Other

    • Re-Order - Order the same items again. Amounts can be edited and items removed from the order in the "Edit Order" form (as discussed earlier in this article) that will show after clicking this.

  • View >
    • Show Prices Inc Tax - Show the pricing including tax. Menu will change to the "Show Prices Ex Tax" when this is selected.

    • Show Stock Status - Selecting this will place a coloured dot beside the Item Qty to help you easily ascertain whether or not you have enough of this item to fulfill the order.

      - Blue = sufficient stock
      - Orange = in stock, but not enough available stock to fulfil this order
      - Red = out of stock
      - Grey = stock not tracked

      By hovering the cursor over the dot, a pop-up will show Required, Available, and On Hand stock levels.

Note: The available actions will vary depending on the type of Supply'd account you have and also the order status:

  • Completed Orders -
    • Download
    • Change Status
    • Actions
    • View

  • Cancelled Orders -
    • Change Status
    • Actions
    • View

  • Orders flagged as "PAYMENT FAILED" will also have "Retry Payment".

  • Orders on "HOLD" will have "Unhold" in place of "Hold".

  • Orders that have postponed picking will have "Release for Picking" in the menu.

 

Payment Methods

If the customer chose to pay via credit card, a hold will have been placed on the card for 7 days for the amount of the order. This ensures that the funds will be available when it needs to be fully charged. The charge will be captured only once the order has shipped. If you ship the order after 7 days the order will attempt to be charged again, provided the funds are available. If the funds are not available the order will fail to be marked as shipped. The more efficiently you ship the orders, the safer the credit card transactions will be. See Managing Statuses for more information on how to mark an order as shipped.

Invoice and Cash on Delivery payments will need to be managed by you directly. Supply'd does not manage these transactions. 

Managing Statuses

Order statuses are critical to keeping on top of where an order is at. The full list of possible statuses are:

  • Pending - The order is pending approval.
  • Order Placed - The order has been placed.
  • Picking - Products are being picked to put the order together.
  • Order Picked - Products have been picked and the order is ready for packaging.
  • Packing - The order is being packaged.
  • Order Packed - The order has been packed and is ready for shipping.
  • Shipped - The order has been shipped to the customer.
  • Completed - The order has been completed.
  • Cancelled - The order has been cancelled.
  • Payment Failed - The customer's payment failed to go through.
  • Pending Approval - Awaiting approval, either from a supplier or a manager. 
  • Refunded - The order has been refunded.
  • Queued - A purchase order is queued for sending to the supplier. 


Order statuses will appear on the "Orders" list in various colours for easy identification.

Orders with a red dot beside them are orders that are overdue for payment.

Most of the statuses will maintain themselves in the app, such as Pending Approval and Refunded. The main status you will need to manage is whether or not the order has shipped. Third party integrations such as Shippit will also maintain the statuses for you.


Once an order is ready to ship or has shipped, open up the order and click the 3 dots in the top right and select "Mark As" then Shipped". This will mark the order as shipped and capture any credit card payments that may be waiting. 

You can manually change the status of an order. Select the order, click in the 3 dots on the top right-hand corner and select "Change Status". This action should be avoided as it can cause inventory and other actions not to be updated as a result. 


Available options are:

  • Pending
  • Order Placed
  • Picking
  • Order Picked
  • Packing
  • Order Packed
  • Shipped
  • Completed
  • Cancelled

Click "UPDATE" to save.

Please note: specific actions linked to status may not be applied when doing a manual change of status.

 

Payments

Payments are automatically managed for credit card transactions. If, however, you accept invoice and cash on delivery you will need to manually mark orders as paid in Supply'd. To do this open an order, click on the 3 dots in the top right-hand corner and click "Mark Paid". This will mark the order as being fully paid.

We will automatically pull payment statuses from third-party integrations such as Xero and MYOB. There may be several hours delay in payment status coming from these third-party integrations. 

 

How to View Orders By Customer

It is possible to easily view all the orders a customer has placed with you on Supply'd.

Select "Customers" from the main menu. Click on the customer you would like to see all the orders for.


Selecting the "Orders" tab will show a list or all the orders that particular customer has placed with you on Supply'd.

Orders can be managed as above.