Order views
There are three display modes, within an order tab. You can click on the icons at the bottom left to navigate between them:
Inventory View: here you can view fields not included in the 'PDF View'. It is useful, for example, to view additional information such as location, barcode, factory code, variants, etc. (location or variants must be created beforehand). You can use the column filters to include the desired fields before exporting the order:
PDF view: displays the order with the fields, as you have created it, in PDF format.
Details view: displays the order without any specific formatting.
Actions from the order tab
1. Convert (invoice an order)
For you to manage your invoicing as easily as possible, Holded allows you to convert your sales orders and purchase orders into invoices, sales tickets, proformas or purchase orders. You can also convert your production orders into purchase orders. Learn how to do it here.
2. Link to the document in the Customer Portal
From here you can share this link with your customers so they can view this document in their Customer Portal:
Go to Inventory > Orders, and select Sales Orders or Purchase Orders.
From the list, click on an order of your choice.
On the order tab, click the Share icon.
Select an option between:
Copy link: click here to copy the document link to the client portal.
View portal: click here to access the portal directly.
3. 'Three-dot' menu
From the three-point menu at the top right, you can perform various actions on your orders and delivery notes. To do this:
Go to Inventory > Orders, and select Sales Orders, Purchase Orders, or Manufacturing Orders.
From the list, click on an order of your choice.
On the order tab, click the three-dot button ( ⋮ ).
Select one of the available options:
4. Send (by email)
You can send your orders by email directly from their tab. Learn more about this feature here.
General
Go to Inventory > Orders, and select either Sales orders, Purchase orders or Manufacturing orders.
From the list, click on an order of your choice
On the order chart, in the right side menu, click the General button:
From there, you will have access to several options.
1. Out of stock
This panel appears only if there has been a stock shortage, and to be able to manage new orders to make up for it.
☝🏼 Please note that clicking Create Purchase Order will create as many orders as there are suppliers assigned to the missing products.
2. Total
In this panel you will find generic information about the order: total, status, document number, contact, date, expiration, total units, warehouse, shipping address, and stage:
Additionally, from here you can edit:
Status: choose between Pending, Accepted, or Canceled.
Stage: if you have previously created them, you can select the logistic stage in which the order is (for example, warehouse, customs, delivery, etc.).
3. Payments on account (add payment advance)
A "payment on account" or "advance payment" is a partial payment that is made in advance before the final delivery of the good or service. This advance payment will automatically be taken to your Journal and, even if it has a payment assigned, your order will not have yet become an invoice. Once you convert it to an invoice, it will appear as paid automatically:
Go to Inventory > Orders, and select Sales orders or purchase orders.
From the list, click on an order of your choice.
Press the Add payment button, on the right side menu.
Enter the amount and date, and assign it, if you haven't already, to one of your banks or payment methods:
Click Save.
4. Shipping (sending or receiving units of an order)
You can record in the system the number of units sent or received after placing a sales or purchase order. Learn how to do it here.
5. Manufacturing (only in manufacturing orders)
If you work with manufactured products, you can register in the system, directly from a production order, the number of units produced.
This operation discounts, in turn, the number of material units consumed in the process. This stock adjustment in Holded is done using the "manufacture" function. Learn how to do it here.
6. Tracking
Enter here the information of the carrier responsible for shipping the items associated with the order: company, tracking number, pickup and delivery dates, notes, etc. Press "Save" to save the changes:
7. Send (send an order by email)
You can also send your orders by email from their file. Learn more about this functionality here.
8. Invoices
From here, you can convert your order into an invoice. Click the New Invoice button.
Once here, you can choose between:
Create a quick invoice: in this case, an invoice is created only for the outstanding amount.
Create manual invoice: this involves converting the order into an invoice in the same way as from the convert button.
9. Categorization
It is used to add an internal description to the order or delivery note, add tags, assign it to a sales channel, or a project. It is useful for analytical purposes. Click Edit, and use the drop-down menus and the Save button to save your changes.
You can check the "By item" box to break down the list of items included in the order, and assign specific categorizations to each of them.
10. Files
To add a file to a sales or purchase order, follow these steps:
Go to Inventory > Orders, and in the list, click on an order.
In the General section, on the right side menu, locate the Files area.
Click Upload file, or drag a file from your device.
If you want to delete the file, hover over the file, and use the Trash icon.
11. Related documents
The source documents (from where it has been converted) or destination documents (into which the order or delivery note has been converted) are shown here:
Messages (and internal notes)
Go to Inventory > Orders, and select Sales Orders, Purchase Orders, or Manufacturing Orders.
From the listing, click on an order of your choice.
On the right side menu, click on the Messages button.
Use the available field to include your message on the order or delivery note.
☝🏼 Activate the "Internal note" button to leave a message visible only to users of your company account (they appear in yellow). Leave the button unchecked instead to send your customer your comment with the reply link from their customer portal
Click Send.
History
In this section, you can consult the users who have created or edited the order, and the date and time in which the actions were carried out.
Go to Inventory > Orders, and select Sales Orders, Purchase Orders, or Manufacturing Orders.
From the listing, click on an order of your choice.
In the right side menu, press the History button to consult the action history.
💎 Activate the Inventory gem to use Orders, and for comprehensive management of your products.