How To Enter Orders

Once you have orders from your customers, you can enter them into the system. You can do this in multiple ways:

1: Go to Sales > Orders and click Create Order in the bottom right.
2: Go to Contacts > Outlets and click the three-dot menu next to a customer and click Create Order.
3: Use the Search function at the top of the screen to find a customer, click to open the customer and then click Create Order in the bottom right.

For web orders, go to Integrations and click Sync to download new orders into the system. These will then appear in Sales > Orders.

Order Setup
If all your default information is correct, simply select the Outlet the order is for and click Create Order.

If not, you can make changes to these fields. Any field marked with an asterisk (*) is mandatory and must be filled before proceeding further.

  • * Outlet - Select the Outlet using the dropdown list. If you are entering an order for a new customer, you can click Create New Outlet + to add the customer without leaving the ordering page.
  • Customer Reference (Optional) - If your customer requires their reference on the order, you can enter it here.
  • * Distribution Type - This will automatically select the default Distribution Type associated with the customer. However, you can change it if needed by using the dropdown list.
  • (* Delivery Area) - This will only show if the Distribution Type is set to Delivery. As with the Distribution Type , this will automatically select the default for the customer.
  • (* Courier) - This will only show if the Distribution Type is set to Courier. As with the Distribution Type , this will automatically select the default for the customer.
  • Delivery Date - The date you expect delivery to be made for this order. If the Distribution Type is Courier or Delivery , the next standard delivery date appropriate for the Courier or Delivery Area will be selected automatically but can be altered using the calendar.
  • Under the More ∨ option, you can enter the following information
    • Despatch Date - Using the calendar, select the date the order will be despatched.
    • Order Type - This is automatically set to the Outlet’s default option. However, you can change it using the dropdown list. Select from the following:
    • Export - Duty Suspended
    • Full Price - Duty Paid
    • Full Price - Duty Paid Elsewhere
    • Price Excluding Duty - Duty Suspended
    • * Price List - This is automatically set to the Outlet’s default. However, you can change it using the dropdown list.

Once this information has been entered, click Create Order in the bottom right.

Order

In the top left, the Order Number and the Outlet will be displayed. The top right will show the Order Status.

The top card is where you enter the Products for the order. 

Find Products

  • Using the dropdown list, select the Product. You can also type in part of the Product Name , such as “IPA” to display only Products with IPA in the name. Please note that this list will only display Products that are available on the selected Price List and the Stock Location.
  • Qty Available - The quantity available for sale. This will account for all incoming and outgoing Stock Transfers , Stock Adjustments and other Orders.
  • Qty - The amount the customer is purchasing.
  • Click Add to add this item to the order.

If you want to find a specific product you can click Advanced Search and filter by:

  • Stock Location
  • Product Brand
  • Package Type
  • Supplier

If you want to view a list of all Products and their available Stock, click All Stock.

  • Stock Location - You can select the Stock Location from the top left using the dropdown list.
  • Search - allows you to find a particular Product.
  • Filter/Sort - Using these filters, you can display only certain information. An example is Available set to Greater Than 0. This will display everything that has available stock in the selected Stock Location.
  • The Products are displayed in the table. You can enter the Qty required and click Add to add the Product to the Order. You can add multiple Products this way.

Below, in the second card, you will see all items on the order. Click the three dots on the Product Line to remove it, adjust the price or discount, or view alternative products.

As soon as Products are added, the Order is automatically saved in the system and ready to deliver. If you need to add more information, you can enter it in Order Details below . These fields are automatically filled in with default information where possible.

Order Details:

  • Invoice Number - This will only be generated once the invoice is viewed or sent to the Outlet.
  • Order Created - The date the Order was entered into BrewMan. This cannot be edited.
  • Created By - The User who entered this Order. This cannot be edited.
  • * Distribution Status - The current status.
  • * Distribution Type - Set in the first Order Creation screen. You can amend by using the dropdown list.
  • Delivery Recipient - Here, you can enter the name of whom the Order should be delivered to.
  • Delivery Telephone - The contact phone number for the Delivery Recipient
  • * Courier/Delivery/Collection Information - Depending on the Distribution Type (see above), this will show the relevant information.

Order:

  • Customer Reference (Optional) - If your customer requires their reference on the order, you can enter it here.
  • Our Reference - Your own internal reference for the Order.
  • Order Type - Set in the first Order Creation screen. You can amend by using the dropdown list.
  • * VAT Code - This will be automatically set to the Outlet’s default. You can amend it using the dropdown list.
  • Price List - Set in the first Order Creation screen. You can amend by using the dropdown list.
  • Invoice Recipient - Enter the name of the invoice recipient, if applicable.
  • Invoice Email Address - Enter the email address the invoice would be sent to.
  • Order Notes - Enter any relevant notes for the Order here.

Addresses ∨

  • Invoice Address - The billing address for the customer.
  • (Delivery Address) - This will only be displayed if the Distribution Type is set to Delivery or Courier. This is the address the order will be sent to.

Once your order is entered, you can now distribute it. Go to our Distribution Guide for more instructions.

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Page Created: 01/02/2021
Last Edited: 18/10/2021