Create orders manually

Use this to enter an order that reached you by phone, WhatsApp or on a sales visit, and to modify an order that already came in.

Step by step

1. In the side menu, go to Sales → Create order.
2. Find the customer with the Search customer by name, company or tax ID… box and select them.
3. Add products from the catalog on the left. Tapping a product opens the variant and quantity picker.
4. Choose Payment Method and Shipping Method. If the order is being collected, tick Pick up at the company.
5. If there is shipping, choose the Shipping Address from the customer's addresses, or tick New Shipping Address and enter it.
6. Check the total on the card at the right and write the Observations if needed.
7. Leave Notify the customer by email ticked if you want them to get the confirmation, or untick it.
8. Tap Create order.

The order lands in Sales → Orders like any other.

What the New order screen gives you

• Searchable catalog — search by name or code. Products already loaded show the In order badge.
• Live price list and discounts — the customer's list and whatever discounts apply to them are applied, exactly as if they were buying from the store themselves.
• Stock control — when stock control is on, the quantity is capped at available stock, and if the variant sells by pack the counter steps in full packs.
• Totals — the same totals card as checkout, with surcharges and tax.
• Import — loads the order from an Excel file (see below).
• Cancel order — discards the draft. It asks for confirmation because the loaded products are lost.

Payment method and shipping surcharges are not entered here: they are settings of your business, and they appear written into each option's label in the selector.

Importing the order from an Excel file

1. In the New order header, tap Import.
2. Tap Download example template to get the file with the right columns.
3. Fill in the CODIGO and CANTIDAD columns. Optionally OPCION and OBSERVACIONES.
4. For a product with variants, repeat the code across several rows, one per variant, with its quantity on each row.
5. Tap Select file and choose your .xls or .xlsx.
6. The system validates the file and shows you two lists: Valid items and Errors found, with the row number and the reason for each error.
7. Tap Confirm import. The products are added to the order you are building.

The file takes up to 1000 rows. The most common errors are product code not found, option not found, product out of stock and invalid quantity.

Picking up a half-built order

If you left an order unconfirmed, the button in Sales → Orders changes from New order to Resume order (customer name). Tap it and you are back in the draft with everything you had loaded.

The customer must exist and have an email

You cannot enter an order without a customer. The customer has to be created first, and the email is required: it is the field the buyer signs in with and where confirmations are sent. There is no way to create an order for someone without registering them.

If entering the order shows you "Email is required" even though the customer appears to have one, open their record in Sales → Customers and check that the Email field is actually filled in and saved.

Who can create orders for a customer

• An administrator can build an order for any customer.
• A manager needs the Customers permission.
• A seller can only build orders for the customers assigned to them, and never for themselves.

A blocked customer or one pending approval can receive an order entered from the dashboard: the block stops the buyer in the store, not the manager taking their order.

Minimum purchase

If the order falls below your store's minimum purchase, the notice "This order is below the minimum purchase. As a manager you can proceed anyway" appears. It is a notice, not a block: you can confirm the order regardless.

Editing an order that already exists

Where Edit order is: open the order from Sales → Orders and look at the button bar at the bottom of the detail. Edit order is there. It does not appear if the order is cancelled.

What you can change by editing: quantities, adding or removing products, discount, the payment and shipping surcharges, observations and internal notes.

What you cannot change by editing: the Delivery Address. It is set when the order is created and stays fixed after that.

What happens to prices. Lines already in the order keep the frozen price they were sold at. Discounts are recalculated over the edited cart. A product you add comes in at today's price.

On save, a confirmation appears with the Send notification email to customer checkbox, ticked by default. Untick it if you do not want to notify them.

Three different things with similar names

• New order (Sales → Create order) — the screen for entering an order.
• Order Assembly (Sales → Order Assembly) — the screen where the warehouse ticks off what actually goes in the box. Covered in the tracking and statuses article.
• Order Assembly Instructions — the printable document downloaded from the order detail. Covered in the documents and receipts article.

If you cannot find it

• You cannot see Sales → Create order. You need the Orders permission.
• You cannot select a customer. If you are a seller, you only see the customers assigned to you. Customers with no name and no company name do not appear in the selector.
• The button says "Resume order" instead of "New order". You have an unconfirmed draft. Go in and either confirm it or cancel it.
• You cannot see Edit order on an order. It is cancelled. You have to reactivate it first.
• You cannot find where to change the shipping address on an existing order. You cannot. The alternative is to cancel the order and enter it again with the right address.