1. Customize the order list
Holded allows you to customize the view of your sales order list so that only the columns that are of interest to you appear:
Go to Inventory > Orders
Select "Sales Orders" or "Purchase Orders"
Click the double column icon ( ☷ ):
These are the fields you can customize:
✨ By default, the Num, Date, Contact, Tags, Account, Units, Total, Stage, Shipment, Status, Invoiced fields will appear
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
2. Filter and segment orders
Go to Inventory > Orders
Select "Sales Orders" or "Purchase 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:
✨ Remember that between 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
3. Perform bulk actions on orders
Go to Inventory > Orders
Select "Sales Orders" or "Purchase Orders"
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
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:
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