Actions on the list of Orders

Customize, filter, segment, and perform bulk actions on your order list

Héctor Emperador avatar
Written by Héctor Emperador
Updated over a week ago

1. Customize the order list

Holded allows you to customize the view of your order list so that only the columns that are of interest to you appear:

  1. Select "Sales Orders", "Purchase Orders" or "Manufacturing Orders".

  2. Click the double column icon ( ☷ ):

  3. These are the fields you can customize:

    • Num: the order document number.

    • Date: the order issue date.

    • Delivery: the order delivery deadline.

    • Pickup: the date the order is picked up.

    • Contact: the name of the client registered with Holded.

    • Description: the concept of the first order line.

    • Tags: the tags to easily filter your orders.

    • Account: the sales account to assign the order to a sales channel and to be able to segment your sales by channels. They must always be sales or income group accounts (70, 75, 76 or 77).

    • Warehouse: the warehouse assigned to the order.

    • F. Payment: the payment method.

    • Project: the project the order is assigned to.

    • Units: the number of product units contained in the order.

    • VAT: the total amount of taxes for the order.

    • Hold: the total amount of holds for the order.

    • Rec. de eq: the equivalence surcharge, that is, the total amount of the special VAT regime that is mandatory for retailers that do not transform the products that sell.

    • Subtotal: the sales price without tax.

    • Total: the total amount of the order, including tax.

    • Billed: the total amount paid.

    • Stage : the custom logistics phase in which the order is located.

    • Submission: the progress percentage of the submission process.

    • Status: pending, Accepted, Canceled.

    • Billed: pending, Billed.

      Additionally, in manufacturing orders, you can find these filters:

    • Manufactured by: customizable field that allows you to indicate the manufacturer in the order.

    • Manufactured for: customizable field in case you want to indicate a recipient.

    • Origin warehouse: the warehouse from which the materials in the order are shipped.

    • Destination warehouse: the warehouse where the stock of the manufactured product will be added.

    • Manufactured: this is the manufacturing percentage of the product.

    • Stage (of manufacture): customizable status (manufactured 0-100). Depends on the manufacture button.

    ☝🏼 By default, the Num, Date, Contact, Tags, Account, Units, Total, Stage, Shipment, Status, Invoiced fields will appear.

2. Filter and segment orders

  1. Select "Sales Orders", "Purchase Orders", or "Manufacturing Orders".

2.1. Filter orders with the search engine

Whenever you need to find a particular order, you can use the search engine by typing the name or number of the order, or a specific word, to make it appear in the list:

2.2. Filter orders by date

If you want to get information about orders in a certain period of time, you can use the date range selector and filter the documents by year, month, quarter, or custom dates:

2.3. Filter orders with predefined filters

In the list of orders you have at your disposal predefined filters to get a more detailed view of your orders and find exactly what you are looking for at that moment:

You can filter your products by:

  • Status

    • Accepted: full amount 100% charged.

    • Pending: Total amount 0% charged.

    • Canceled: Total amount 0% collected and expiration date before today.

  • Submission: Pending / Submitted / Partial.

  • Billed: No / Yes / Partially.

  • Email: Not sent / Sent / Read.

  • Sales Channel: the distribution channel, such as an online store, that allows you to segment your sales by channels.

  • Subtotal: the sales price without tax (or tax base). Greater than / Less than / Equal to.

  • Pipeline: the stage custom logistics in which the order is located.

  • Marketplace: the e-commerce store assigned to the order.

  • Warehouse: the origin warehouse of the order.

  • Draft: the order is Yes or No in draft.

  • Document numbering: the type of numbering that you have created.

  • Payment method.

  • The payment method.

Once you have selected the filters you need, you can click "Save Segment", and your search preferences will be saved as a custom filter among the predefined segments.

2.4. Filter sales orders by segments

The option to filter by segments will allow you in this case to filter the orders by status (among the segments, the custom filters that you have saved will also appear).​

You can filter by segment "Pending" + "Not invoiced" and export your orders pending collection to keep track.

In the case of production orders, you will also be able to filter by production stage (provided you have defined them previously).

3. Perform bulk actions on orders

  1. Select "Sales Orders", "Purchase Orders", or "Manufacturing Orders".

  2. In the list, check the box of those orders on which you want to perform the action:

    ☝🏼 By checking the box in the header, next to the Num column, all the orders in the list will be selected.

  3. In the lower pop-up menu, select the action to perform from the available (this will apply to all selected orders):

    • On sales orders:

    • On purchase orders:

    • On manufacturing orders:

Bulk Actions Available

  • Drive: Send order PDFs to Google Drive.

  • F. payment: assign a new payment method to orders.

  • Project : assign the orders to a project.

  • Approve: accept the orders.

  • Status: apply a change to the order status (Pending, Accepted, Cancelled) or billing status (Not Billed, Billed).

  • Sales channel: assign a new sales account that allows you to segment your sales by channels.

  • Assign expense account: Assign a new expense ledger account to purchase orders.

  • Download PDF: download all the PDFs of the selected orders. You can download up to 50 sales orders at a time, saved in a ZIP file.

  • Send: send mass orders to the email of the contact and contact persons. Emails will only be sent for orders that have contacts with an assigned email. You can select up to 500 orders to send in bulk by mail and an email will be sent for each order. At the moment, it is not yet possible to send a single email with several orders.

  • Convert: convert to another document (Sales Invoice, Sales Ticket, Delivery Note, Purchase Order, Purchase Invoice) those orders assigned to the same contact:

    • Check "Convert to a document", and include different orders in the same PDF.

    • Check "Use order date" so that order date is used as a reference.

  • Remove: remove the orders from the listing. You can delete up to 500 orders at a time. You will be able to recover them from the trash but only during a period of time determined by your plan (between 10 and 120 days). Learn here how to restore an order from the Trash.

💎 Activate the Inventory gem in the Holded Store to enjoy Orders and other Inventory features.

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