Once an Estimate is approved, it becomes an Order. Orders are purchases from Customers that are in the creation process. Payment can be taken at this stage depending on the payment terms for the individual company or contact.
Table of Contents
Orders
To find all Orders, navigate to Sales / Orders.
The Orders list shows saved orders in a table with columns such as Number, Customer (contact and company), Description, and Salesperson.
a. The Search box allows you to find orders by number, customer, or other criteria.
b. Number – Unique ID for the order (e.g., ORD-1422). The prefix may differ for orders that have been invoiced, depending on Settings / Sales / Numbering Options.
c. Customer – The contact and company (or personal account) the order is for.
d. Description – A short summary of what the order contains.
e. Salesperson – The employee assigned to the order.
f. Click a row or the order number to open an existing order.
g. The New Order button will create a new order.
h. The Insights Panel button will open a side panel listing recently modified orders, those requiring attention, and an activity overview.
i. The Settings icon (or list settings button) near the Orders list allows you to choose which columns are displayed and to enable Include Inactive or other filters if available.
Order Information
When you open an order, the order page shows key information and tabs for line items, purchase orders, and destinations. At the top of the order, from left to right, are the following tools and actions:
a. Order number – Click to view or edit order-level details (customer, description, etc.) when the order is not locked.
b. Tasks – Opens the tasks panel for this order. Create and manage tasks that need to be completed in conjunction with the order (e.g., follow-ups, production steps).
c. Chat – Opens the order chat so you can add internal comments and conversation about the order. Comments are saved manually and can be marked important or not important.
d. Export – Exports or downloads the order (e.g., to PDF or another format) for sharing or records.
e. Email – Opens the email composer to send an email about the order, often using order email templates.
f. Files – Opens the files area for this order. View, upload, or manage documents attached to the order.
g. More actions (ellipsis or more icon) – Opens a menu with options such as Create Credit Memo, Clone, and Void. Use Create Credit Memo to create a credit memo for refunds or adjustments. Use Clone to duplicate the order. Use Void to void the order when appropriate.
The order summary (often in a side panel or below the tabs) includes:
h. Customer – Company and contact; each is a link that opens the company or contact page.
i. Description – What the order contains (customer-visible).
j. Salesperson – The employee assigned to the order.
k. Location(s) – Sales and production location when applicable.
l. Order origination – How the customer found you (from the CRM Originations list).
m. Payment method – e.g., Cash, Credit Card.
n. Status – Workflow status (e.g., WIP, Invoiced). Use the status dropdown to change it when allowed.
o. Balance and Pay – Amount due and button to enter payment. Total Payments may also be shown.
p. Order totals – Line Items, Destinations, Order Fees, Order Discount, Subtotal, Tax, and Total. Click Order Fees, Order Discount, or Tax to edit when the order is editable.
q. Roles – Employees assigned to roles for this order (e.g., Salesperson).
r. Billing address – The billing address for the order.
Note: Use the order number button or edit controls at the top to change customer, description, or other order-level details when the order is not locked (e.g., before it is invoiced or closed).
Line Items
The Line Items tab lists the products and services on the order. Each line item can be an assembly, labor, material, quick product, or other component configured in your system.
1. Open an order and ensure the Line Items tab is selected.
a. Add Line Item adds a product or service. Choose the type of item (e.g., assembly, labor, material, quick product), select the specific item, and add it to the order.
b. The Clipboard icon allows you to paste line items from the clipboard if you have copied items from another order.
c. The Bill of Materials icon allows you to view or export the bill of materials.
d. The line items list shows each item on the order. You can edit, reorder, or remove line items when the order is editable.
e. The Order Totals panel updates with the line items total, which feeds into the subtotal and total.
Purchase Orders
The Purchase Orders tab shows vendor purchase orders linked to this order. These are orders for goods or services that need to be purchased from a vendor before the customer order can be completed.
1. Open an order and select the Purchase Orders tab.
a. The list displays columns such as PO (purchase order number), Status, Vendor, and Total. If there are no vendor purchase orders yet, the list will indicate that.
b. Use the add button (e.g., plus icon) in this tab to create a new vendor purchase order for this order when the option is available.
Destinations
The Destinations tab shows how the order will move through workflow or delivery (e.g., pickup, ship). Destinations represent stages or steps for getting the order to the customer.
1. Open an order and select the Destinations tab.
a. The tab may show counts for Not Ready, Ready, and Done, and a summary such as how many destinations are done (e.g., 0/1 Done).
b. Next Destination – The next destination in the sequence (e.g., Pickup) and its due date/time may be displayed. You can edit destination dates or details when the order is editable.
c. A Total for destinations (e.g., shipping or handling cost) may appear and is included in the order totals.
Destinations are often created or driven by line items and workflow settings. Configure destination types and options in Settings / Sales (or Workflow) as applicable.