May 22, 2023

Creating an Order

Sales orders in Erply are mainly used for managing webstore orders received from your online platform or when managing instore orders where the stock on hand is insufficient. It is possible to create new sales orders and manage the existing ones in the back office Sales → Orders menu.

Easily manage your sales orders by applying different filters – you can hide and unhide the filters using a small arrow on top of your sales orders list.
Apply status filters from the left side menu to quickly filter out any unconfirmed sales orders (drafts) or have an overview of fulfilled/unfulfilled sales orders.

When moving a cursor on the sales order number, you can have a quick overview without needing to open the sales order document.
Furthermore, see and easily open the linked sales documents by clicking on the linked document number next to the More… button.

When clicking on the printer icon, the browser printing screen will open with the standard Erply sales order template. PDF button will automatically download the PDF format of the sales order.
More button allows quickly performing different actions like copying, emailing, printing packing list, etc. However, all these options are also available on the sales order document screen when opening it.

To activate the taskbar at the bottom of the page, check any sales order(s). In case a user does not have enough user rights to delete sales orders, the red bin icon is not shown.
Note: You can manage user rights in the back office Settings → User Groups page.

Some extra possibilities:
Lay-by - With the offer it is possible to book goods by checking the "Lay-by" box. In this case, the products are reserved so that they are not available for sale in stock.
Price list - It is possible to add a price list to the offer, according to which the system will charge the prices of the product.
Payments - If you want the customer to pay before you buy the product, it is possible to add a payment to the order. Later, when you create an invoice delivery note from the order, the payment is automatically transferred to the invoice.

If you'd like to know more about orders in the POS, read this article.

Creating an Invoice-Waybill from Order

If the order has been prepared and confirmed and there are enough goods in stock, it is possible to prepare either a Waybill or an Invoice-Waybill from the Order. There are several ways how to create an invoice. 
One of them is to open an order, tick all the products you're adding to the invoice, and click on create a waybill or invoice-waybill.

Alternatively, if you are viewing all orders, select Create Invoice from the More options at the end of the order line. Then all products from the order are moved to Invoice-waybill.
It is also possible to add several orders from one customer to one summary invoice-waybill, in which case it is necessary to tick all the orders you want and select Fulfill in the bottom right. The system adds all the goods from orders to the invoice-waybill.

Frequently Asked Questions

Should I save a sale as an order if the customer is taking the items before paying?
No, you should rather save the sale as layaway in that case.

What is the difference between a layaway and an order?
Layaway: A layaway is a reservation of an item where the customer makes incremental payments towards its purchase before taking possession of the item.
Order: An order is a reservation of an item made by a customer without immediate payment, with the intention to pick up and purchase the item at a later time.