Here are 3 available ways of putting new Orders in the system.

Order Creating on the “Orders” page

Step One. Go to “Orders” and press “+ Order”.

Each Order has a barcode labeling to quickly capture a corresponding profile. Use the {Barcode} variable to have barcodes displayed in your print document templates.

Step Two. Complete the necessary details in the Order profile.

Order type. This field is used to set up and apply different Order forms.

For instance, you can add the “Estimated price” field only for “Paid” Orders without having this field for “Warranty” Orders. Read here to find out more about Order forms and available setup. Different Order types may also impact the mode of payroll calculation for employees. For instance, you can have a percentage-based reward for regular repairs, and a custom rate for warranty repairs. Read here to learn more about payroll calculation and available setup.

Each Order profile has a default Order type, based on the previous one you put into the system. You may have different default Order types selected for each of your locations (when you have multiple ones). Read here to learn more about Location profiles and available setup. You may also have the following options for auto-selection: “Remember the last one” (to start with a default Order type based on the previous selection) and “Not specified” (to make a selection manually for each Order profile).

Build automated workflows by setting up and applying different initial Order statuses based on Order type, combined with your own status transfer rules and unique status sequences.

Filling Customer Details

Client name. Complete this field using the first and last name of a client.

Press “+ Create client” or “+” to get a dialog window for creating a new Client profile, and automatically putting it into an Order profile.

You may also complete client details directly in a given Order profile. Eventually, a new record will be automatically put into your customer base.

For already existing profiles in your customer base, just make a selection from the list to automatically apply it to a given Order.

Note: Make sure to have the following user access permission turned on: “Can view the customers”. This will help to keep your customer base clean and avoid potential duplicates.

Phone. Complete this field using a phone number of a client.

For already existing Leads in the system (match-case in the phone number), you will be automatically suggested to merge the Order with this Lead. Eventually, a corresponding Lead will have its status automatically changed to “Successful order”.

Note: A Lead can only be merged before the Order entry is completed (i.e., this can not be done afterward).

Ad campaign. Complete this Order field using a corresponding advertising campaign or marketing channel. In the case of repeated business (i.e., when a client has multiple Orders that may have different ad campaigns), the very beginning of the marketing journey will be recorded in a separate Client`s field (“How the client found us”).

Read here to learn more about ad campaigns and available setup on the “Settings > Marketing” page.

Filling Details on Asset (Device)

Complete details on Assets (device, consumer electronics, vehicle, or any other belongings of your clients), each automatically attached to a corresponding Client profile. Each of your Assets has a profile providing short-cut access to a corresponding list of relevant Orders.

Here you may also find multiple system fields available by default in the Asset form. Read here to learn more about Assets and the Forms editor, related setup, and display customization.

Asset entry. Complete a mandatory field “Serial number / IMEI / VIN”, then press “+” or “+ Create asset” to get a dialog window for creating a new Asset profile.

Note: A new Asset profile will be created automatically once your Order entry is completed. Just don’t forget to provide the necessary details on Asset.

Group-Brand-Model-Modification. This master field works together with a multi-level Asset Directory. For example, when you select Smartphones as a “Group” (1st layer), only relevant entries will be shown below. Next, when you select Apple as a “Brand” (2nd layer), a list of relevant entries will be further narrowed. Eventually, when you select iPhone X as a “Model” (3rd layer), a list will be limited to just a few entries that may be selected as a “Modification” (4th layer).

In the case of a repeated contact from the client, his Asset will be available for selection on the list in the “Serial number / IMEI / VIN” field.

Similarly, when you enter a serial number of the Asset, a corresponding Client profile (i.e. its owner) will be readily available for selection too.

Order entry may be additionally tailored to your workflow by adding just as many custom fields as necessary. Read here to learn more about Order forms and available setup.

Go to “Settings > Directories” for creating new directories for custom fields, making edits or amendments for system fields in the Order form.

Filling More Details

Manager notes. This system field is perfect for adding any crucial information to a given Order.

Estimated price. This system field is used to enter a cost estimate that can be eventually put into print document templates.

Note: The field is not an advance payment in itself.

Urgent. When enabled, this system checkbox makes a given Order featured with the red badgeUrgent”, in line with updating a corresponding entry in the Order Table with an outlined fire icon.

Due date. This system field represents deadlines. A default duration can be adjusted on the “Settings > Form editor > Order form” page or directly in the Order profile (to work properly, you need to have the following user access permission enabled: Can edit the “Order info” fields).

Upon expiration, a given Order will be featured with the “Overdue badge, in line with updating a corresponding entry in the Order Table. This additionally replaces the paled clock face icon with a full-color icon and makes a remaining time indicator in the “Order deadline” column replaced with the one showing an overdue time.

Advance payment. This field is for payments made upon Order creating. Once the value is entered, you will need to select a corresponding cash box for that payment. Advance payments are displayed in the “Payments” tab menu.

Note: The “Advance payment” field can only be edited during the Order creating (i.e., this can not be done afterward).

Manager. This system field represents an assigned employee in charge of a given Order that can be eventually put into print document templates, Order notifications, and payroll calculation.

Assigned specialist. This field represents an assigned specialist responsible for a given Order that can be eventually put into print document templates and Order notifications.

Step three. Set up the automated document print option upon the Order entry.

Press “Print a document” in the lower right corner, then select a document to print. We’ll automatically fill a corresponding document template, based on data from the Order. Read here to learn more about document template variables and available customizations.

Step four. Save changes.

Press “Create” to have an Order entry saved and displayed in the Order Table, in line with getting a dialog window closed.

Press “Create and open” to have an Order entry saved and continue work with this Order.

Note: Upon pressing “Close” your data will be lost.

For multiple devices that belong to the same client, you may press “More” and select “Create one more for this client”. We’ll save your current Order, close a dialog window, and open a new one with corresponding client details already filled in.

Done! A new Order entry has been successfully put into the system. Now you can add works and materials to the Order profile.

Pro Tip: Use Order Scheduler to put the upcoming Orders into the system well in advance.

Order Creating based on Leads

Note: This feature is available for the “Startup” user subscription plan or higher.

Step One: Go to “Leads”.

Step Two: Select a Lead profile and have its status changed to “Successful Order”. You may also use another custom status that triggers a new Order creating.

Step Three: Complete details and press “Create” or “Create and open”.

Eventually, the Order profile and Lead profile become interconnected, giving you short-cut access to quickly shift between the counterparts.

Order Creating using the API

You may also use the available API methods to speed up the process. Please visit the “Settings > API” page to learn more about available methods and find the full API documentation.

So… Now you know all about putting new Orders in the system.

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