Create orders manually

You can create wholesale orders directly from the VentasxMayor admin panel, ideal for phone sales, field visits by your sales reps, restock orders, or any channel outside the online store.

How it works

When creating a manual order, you select an approved wholesale customer and add products one by one. For each product, you can choose available options (size, color, packaging, etc.), set the quantity, and add individual observations per item. Quantities can be large in wholesale operations, and the system allows high-volume entries without restriction.

The system automatically applies the price list and discounts corresponding to the selected wholesale customer. If the customer has differentiated pricing, volume discounts, or a specific discount tier, these are reflected in the order.

Once the order is assembled, you configure the shipping method and payment method. Each method can include a surcharge that is automatically added to the total. You can also apply an additional general discount, either as a percentage or a fixed amount.

The order includes two observation fields: public observations that the wholesale customer can see, and internal notes visible only to the admin team. Internal notes are useful for recording commercial agreements, special delivery conditions, or references to conversations with the sales rep.

Form fields

Wholesale customer

• Wholesale customer (select/search): Select from approved customers. The system automatically loads their price list and commercial conditions.

Order items

• Search product (select/search): Search and add products to the order. Allows searching by product name or code.
• For each added item the following is displayed:
• Image: Product photo for visual reference.
• Product name (Code): Name and identifier code of the product.
• Quantity (number): Number of units to order. Allows large volumes for wholesale operations.
• Unit price: Price per unit according to the customer's price list.
• Observations per item (text): Special instructions for that product line (e.g., "wrap separately", "prioritize this item").
• Actions: Edit quantity or remove the item from the order.

Discounts and surcharges

• Discount (percent): Discount applied to the entire order total, in addition to the customer's own discounts.
• Shipping surcharge (toggle + amount): Surcharge for the selected shipping method. When enabled, shows the surcharge amount that is added to the total.
• Payment method surcharge (toggle + amount): Surcharge for the selected payment method. Shows the additional amount when active.

Shipping and payment

• Shipping method (select): Choose from configured shipping methods (freight, warehouse pickup, courier, etc.).
• Payment method (select): Choose the payment method (bank transfer, check, MercadoPago, trade account, etc.).

Observations and notes

• Observations (textarea): Public observations visible to the wholesale buyer. Included in order notification emails.
• Internal notes (textarea): Private notes visible only to administrators and managers. Never sent to the buyer. Ideal for recording commercial agreements, delivery conditions, or sales context.

Tracking

• Tracking (select): Order tracking status, from configured workflow stages (e.g., Pending, In preparation, Shipped, Delivered).
• Tracking information (textarea, conditional): Additional tracking info such as tracking number or carrier name. Shown when the selected stage has buyer notifications enabled.
• Send via WhatsApp (button, conditional): Send tracking information to the buyer via WhatsApp. Appears when the stage has notifications enabled.

Available options

• Wholesale customer: Select from approved customers. The system automatically loads their price list and conditions.
• Products: Add or remove items, select options and wholesale quantities.
• Discount: Apply a percentage or fixed amount discount on the total, in addition to the customer's existing discounts.
• Shipping method: Choose from configured methods (freight, warehouse pickup, etc.), with an optional surcharge.
• Payment method: Choose the payment method (bank transfer, MercadoPago, trade account, etc.), with an optional surcharge.
• Public observations: Text visible to the wholesale customer on their order.
• Internal notes: Private text, visible only to administrators. Ideal for recording commercial agreements.
• Manual order: The order is flagged as manually created, distinguishing it from orders placed by the customer through the online store.

Tips

• Review the final total before confirming, as shipping and payment surcharges are applied on top of the discounted subtotal.
• Use internal notes to record the sales context: which sales rep managed it, what pricing agreements were made, or if there are special delivery conditions.
• Manual orders are especially useful when a sales rep visits the wholesale customer in person and takes the order on the spot.
• Verify that the customer has active approval before creating the order. Orders cannot be created for blocked or pending-approval customers.

Load an order taken via WhatsApp or phone

If a customer placed the order via WhatsApp, phone, or outside the portal, you can load it from Store mode instead of building a full manual order:

1. From the admin, switch to Store mode.
2. Below the search bar you will see a selector to choose the customer. Find them and select them, then click Start.
3. Add the products and quantities as if you were the customer. Their price list, discounts, and terms apply automatically.
4. Confirm the order. The customer receives the confirmation email and the order shows up in the Orders section of the admin.

This path is ideal for sales reps taking orders during visits, calls, or WhatsApp conversations who want to mirror exactly what the buyer would see in their cart.

Order picking sheet

From the order detail you can download the Order Picking Sheet (also called order note), a print-optimized PDF your warehouse team uses to assemble the order. Customize how it is generated from Settings > Wholesale > Products:

• With images: include each product's image in the sheet.
• With prices: show product prices on the sheet.
• With customer data: add the buyer's data to the sheet.
• Group product options: group variants of the same product into a single row.
• Sort by: code or name.
• Ascending/descending order: defines the listing direction.

The order picking sheet is not emailed to the customer: it is for internal use, and confirmation emails do not include images due to spam policies. If you want to send the customer a version with photos, download this sheet and send it manually via WhatsApp or email.