Manage Sales Orders

This section provides a detailed guide on how to effectively manage sales orders across multiple sales channels, including physical stores, e-commerce websites, and mobile applications.

Sales Order Management

O2VEND is a comprehensive sales management system that enables businesses to efficiently capture, track, and process sales orders from different platforms. By integrating various sales channels, businesses can ensure a smooth and error-free order processing experience.

Supported Sales Channels:

• Online E-commerce Store – Orders placed via the website.
• Retail POS (Point of Sale) – In-store purchases.
• Back-Office System – Manually created orders for special cases.
• O2VEND Application – Mobile sales and order management.

By consolidating orders from multiple sources, businesses can maintain a centralized view of all sales activities and improve their order fulfillment process.

Sales Order Process Flow

The sales order process is a structured workflow that ensures smooth order fulfillment, efficient payment processing, and accurate record-keeping. Below are the key steps involved:

• Create a Sales Order (SO) – Record customer details, order date, products/services, quantity, pricing, and delivery details.

• Add an Advanced Receipt (if applicable) – Generate a receipt for advance payments to track pre-paid amounts.

• Create an Invoice or Delivery Challan – Issue an Invoice for pre-billed orders or a Delivery Challan for goods shipped before invoicing.

• Issue Goods/Services – Process order dispatch, pack and ship goods, or initiate service delivery.

• Mark Sales Order as Complete – Update order status after delivery, settle invoices, and notify the customer.

This streamlined process ensures efficient order fulfillment, accurate tracking, and enhanced customer satisfaction.

Ecommerce Order Fulfillment

Order Lists

The Order List Page provides a centralized and comprehensive view of all sales orders, enabling businesses to track and manage orders efficiently. It serves as a vital dashboard for monitoring order statuses, reviewing order details, and taking necessary actions to ensure smooth order processing and fulfillment.

1. Order Number

• Each order is assigned a unique order number to facilitate easy identification and tracking.
• This number is crucial for referencing orders in customer support, reporting, and fulfillment operations.
• The system can either auto-generate order numbers based on predefined rules or allow manual assignment based on business requirements.

2. Order Status

• The Order Status column provides real-time updates on the progress of each order, allowing businesses to monitor and manage orders effectively.
• Users can filter and track orders based on their current status to streamline workflow.

Common Order Statuses

• New – The order has been placed but has not yet entered processing. It awaits further action, such as payment confirmation or stock verification.
• Complete – The order has been fully processed, fulfilled, and closed. The customer has received the correct items, and no further action is required.
• OverComplete – The order has been fulfilled with additional items or modifications beyond the original request. This could occur due to inventory adjustments, customer upgrades, or special considerations.
• In Progress – The order is actively being processed, which may include picking items, packing them, and preparing for shipping. It remains in this state until fulfillment is completed.
• Delivered – The order has been successfully shipped and received by the customer. This status confirms that the transaction is complete from the logistics perspective.
• Ready To Pick Up – The order has been processed and is available for the customer to collect from a designated location, such as a store or pickup center.
• Cancelled – The order was canceled before fulfillment due to reasons such as customer requests, payment failures, inventory shortages, or business decisions.

By providing real-time visibility into order statuses, the Order List Page enhances order tracking, simplifies management, and improves customer service, ensuring a seamless sales order process.

Payment Status

O2VEND provides a structured payment tracking system with the following pre-defined payment statuses:

1. Pending Payment

• An order remains in the Pending Payment status when the payment has not been completed.
• This can occur due to the following reasons:
  • The customer has selected bank transfer, and the transaction is still being processed.
  • A credit/debit card payment is under verification or has not yet been successfully processed.
  • The customer has placed an order but not yet made the payment (e.g., Cash on Delivery orders).

2. Payment Received

• The order status updates to Payment Received when the payment has been successfully completed.
• This includes payments made via:
  • Online transactions (credit/debit card, digital wallets, bank transfers, UPI, etc.).
  • Cash payments made at the time of delivery or in-store purchases.

Additional Order Details

1. Customer

• Displays the name of the customer who placed the order.
• Helps in identifying and managing customer-specific orders efficiently.

2. Created On

• Represents the date and time when the order was created in the system.
• Useful for tracking order history and generating reports based on order dates.

3. Order Total

• The total payable amount for the products and services included in the order.
• The Order Total is calculated after applying:
  • Product prices
  • Taxes (GST, VAT, etc.)
  • Discounts (coupons, promotional offers, or bulk purchase discounts)

This structured approach to payment status and order details ensures clear financial tracking, enhances customer service, and streamlines order management in O2VEND.

Create Order

The Create Order feature in O2VEND allows businesses to place sales orders on behalf of customers efficiently. This feature is designed to streamline the order management process, ensuring accuracy in order entry, payments, and fulfillment.

To quickly access the Create Sales Order screen, use the shortcut key Ctrl + F8.

Customer Information

• Enter the customer's full name and contact information.
• Search for repeat buyers to auto-fill details.
• Verify details to avoid billing and delivery issues.
• Click the "+" symbol to open the address section.
• Enter or update billing and shipping addresses.
• Select the appropriate address if multiple exist.
• Use the search function to find existing customers.
• Selecting a customer pre-fills their details.

Tip

Click Alt+C shortcut, to Create a new customer from this screen.

Order Details

• Credit Days: Number of days allowed for payment; auto-fetched but editable.
• Transport Details: Specify delivery mode (e.g., Van, Bus, Auto, Courier) for tracking.
• Advanced Payment: Enter advance payment amount and method (Cash, Card, UPI, Bank Transfer); record balance due if partial.
• Goods Issue: Track issued products to manage stock efficiently.
• Order Notes: Add special instructions (e.g., delivery time, packaging preferences).
• Order History: Logs order updates, status changes, payment details, and modifications for transparency.

Product Details

• Product Selection: Search and select the product from the catalog; fields auto-populated but editable.
• Quantity: Default is 1; users can modify as needed.
• Units of Measurement (UOM): Default UOM pre-filled; users can switch if multiple UOMs are available.
• Price: Auto-fetched from the database; editable with automatic recalculations.
• Discount: Enter total discount (Flat Rate or Percentage-Based).
• Total Amount Calculation: Formula → (Product Price * Quantity) - Discount + Tax = Total Amount.
• Manual Adjustment: If the total amount is modified, the system adjusts the product price accordingly.

Tip

Click Alt+P shortcut to Create a product.

Finalizing the Order

Once all order details are entered, review the information and proceed with the following actions:

1. Save Order – If the order needs to be reviewed before processing.
2. Confirm Order – Finalizes the order and moves it to the processing stage.
3. Generate Invoice – Automatically creates an invoice for the order.
4. Print Order Summary – Generates a printable version of the order details for record-keeping.

Tip

Click Ctrl+S shortcut to Save the Order.

Steps to Create a Sales Order in O2VEND

Creating a Sales Order in O2VEND is a straightforward process that ensures accuracy in customer details, product selection, and order summary. Follow the step-by-step guide below to efficiently create a sales order.

• Open the Create Sales Order Screen

  • Click "Create Sales Order" or use Ctrl + F8.

• Enter Customer Details

  • Search Existing Customer: Type name → Select from dropdown.
  • Auto-Filled Info: Name, Contact, Billing & Shipping Address.
  • Manual Entry: Enter new customer details if needed.

• Enter Address Details

  • Click "+" to expand.
  • Billing Address: For invoice.
  • Shipping Address: For delivery (copy from billing if same).

• Select Products for the Order

  • Search Product: Type name → Select from dropdown.
  • Auto-Filled Info: Name, Price, Tax, Discount.
  • Enter Quantity: Default = 1 (can be adjusted).
  • Select UOM: Choose appropriate unit.
  • Adjust Price/Discount (if needed): System recalculates total.

• Review the Order Summary

  • Check total products, subtotal, discount, tax, final total.

• Save the Sales Order

  • Click "Save".
  • System generates Sales Order Number for further processing.

By following these steps, businesses can ensure a smooth, efficient, and error-free sales order creation process in O2VEND.

Generating an Invoice in O2VEND

To generate an invoice, click the "Create Invoice" button in the sales order view. The system will automatically fetch order details, including customer information, product prices, taxes, and discounts. Once the invoice is generated, the order is marked as fulfilled, and the status is updated to "Complete". The invoice can then be downloaded, printed, or emailed to the customer for record-keeping and payment processing.

Cancelling a Sales Order in O2VEND

To cancel a sales order, click the "Cancel" button in the order view. A confirmation prompt will appear – click "OK" to proceed. Once confirmed, the order status will be updated to "Cancelled", and no further actions can be taken on the order unless it is reopened.
If needed, there is an option to Reopen the cancelled order, allowing modifications or order fulfillment to continue.

Goods Issue in O2VEND

Once an order is created, open the order and click on "Goods Issue" to proceed with dispatching the items. This action opens the Goods Issue screen, where product quantities can be verified before fulfillment.
Upon issuing the goods, the stock levels are automatically reduced, ensuring accurate inventory management. You can review the updated stock levels in the Stock History and Stock Inventory sections to track changes and maintain stock accuracy.

Tip

Tracking url is a link that redirects customers to the tracking webpage when they click 'Track Shipment' from their Order history page in eCommerce.

How to Issue Goods in O2VEND

Issuing goods is a crucial step in fulfilling a sales order and updating inventory records. Follow these steps to complete the process efficiently.

• Open Goods Issue Screen: Navigate to the sales order and click "Goods Issue" to access product details such as UOM, SKU, and order quantity.
• Enter Tracking Number: Input a tracking number to enable shipment monitoring and estimated delivery updates.
• Select Shipping Location: Choose the warehouse or dispatch point; create a new location in inventory settings if unavailable.
• Enter Quantity to Ship: Specify the exact quantity for dispatch, ensuring it does not exceed the ordered amount.
• Choose Delivery Method: Opt for "Deliver & Create Delivery Challan" for a challan or "Deliver & Create Sales Invoice" for an invoice.
• Enter Serial & Lot Numbers: Assign unique serial numbers for individual tracking or lot numbers for batch identification.
• Print Goods Issue Document: Generate and print the delivery challan as a physical record of the goods issued.
• Update Order Status & Inventory: Mark the order as "Complete" and automatically update stock levels in the system.

By following this process, businesses can ensure smooth order fulfillment, accurate inventory management, and better customer experience.

Tip

After made changes in shipping method should change the status of the order in an Order history box. This will help to manage orders.

How to Add a Lot in Goods Issue

In order to efficiently manage inventory and ensure traceability of stock, adding a lot while issuing goods is a crucial step. Below is a detailed, step-by-step guide on how to add a lot in Goods Issue.

Step 1: Click the Goods Issue Button

• Open the inventory management system and navigate to the Goods Issue section.
• This step initiates the process of issuing stock for sales, production, or internal use.

Step 2: Click the Allot Lot Button

• After opening the Goods Issue screen, click the Allot Lot button.
• This ensures that a specific lot is assigned to the products being issued.
• Lot allocation is essential for batch tracking, expiration management, and regulatory compliance.

Step 3: Enter Lot Details

• Enter or select an existing Lot Number along with the following details:
  • Manufacturer Batch Number – Assigned by the manufacturer.
  • Manufacturing Date – Date when the product was produced.
  • Expiration Date – Last date for safe or effective use.
  • Quantity Adjustment – Modify the quantity issued from the selected lot.
• If a lot already exists in the system, select it instead of entering new details.
• Press Enter to confirm and store the lot information.

Step 4: Click the Save Button

• Click Save to finalize the lot allocation process.
• The system updates inventory records, ensuring accurate stock deductions from the warehouse.

Step 5: Print the Challan

• If required, generate a Challan (delivery note) by clicking Print Challan.
• This document serves as proof of goods issued and includes:
  • Product names and descriptions
  • Assigned lot numbers and batch details
  • Issued quantities
  • Destination or recipient details
• Printing a challan helps maintain proper documentation and transparency in the goods issuance process.

Following these steps ensures accurate inventory tracking, prevents errors in stock allocation, and helps comply with regulatory and quality control standards. By properly assigning a lot to each issued product, businesses can maintain efficient stock management, improve traceability, and minimize risks related to expired or defective items.

Order Details

This section contains general information of the order like Order and customer information, address information, Payment and shipment method, order note, order status and order total.

How to View Order Details

Follow these steps to easily track and manage customer orders:

• Open Back Office: Log in to the system with valid credentials.
• Go to Sales Menu: Navigate to the Sales section on the dashboard.
• Open Sales Order: Click on Sales Order to view all recorded orders.
• View Order List: Check order details like order number, customer name, date, status, and total amount.
• Select an Order: Click on an Order Number to open detailed order information.
• Review Order Details: View product details, payment method, delivery status, discounts, and taxes.
• Close and Return: Click Close to go back to the order list and manage other orders.

Following these steps guarantees fast get to order elements, empowering effective following, preparing, and administration of client orders.

Edit Order Detail

Update order details by modifying customer information and adding products.

Steps to Edit Order Details

1. Log in to the Back Office system.
2. Go to Sales Menu in the main navigation panel.
3. Open the Sales Order section to view all orders.
4. Find the order and double-click on the Order Number to open details.
5. Edit customer information, update name, billing, and shipping address.
6. Add products by searching and selecting from the product list.
7. Save changes to update the order.
8. Click Download to generate and save the order as a PDF.

Tip

If click Print Sales Order to download the PDF Order. It includes the details of company name, company logo, Address, customer order details.

Tip

Use Export Orders and Export Orders With Order Lines options to export the report details into a comma-separated CSV file.