A guide to creating order cards

For each order that is created, an order card will be created.

The order card is an overview of details related to the sale and potential tasks related to the delivery. Here you will find many of the same functions as on the customer card.

At the very top of the side menu you will see the company name of the customer the order belongs to, the reference number and the status of the order.

💡 Tip: To go straight to the customer card, tap on the customer name.

When an order is created, it will automatically get the status "Not started".

To change the status of the order, tap the box that says "Not started", then select the status you want to use from the drop-down menu.

There are six different statuses to choose from.

💡 Tip: The statuses on orders are predetermined and cannot be changed.

When you change the status of the order card, this will be registered in the activity field on the order card and on the customer card.

You can change the tracking number, shipping provider and custom fields.

To change the order card, tap Change at the very top of the card. Fill in the changes you want to make. Tap Save.

About the customer gives you information about the customer's address and organization number. The system retrieves this information from the customer card.

In addition, you also get information about when the order card was created and the last time it was updated.

The contact person who signs the contract automatically becomes the contact point for orders.

You cannot add a new contact point for the sale, but you can change the contact point for orders. To do this, tap Change, which will display a list of the contact persons registered on the customer card.

Tap on the person you want as a contact point, if you want to add a new contact person, tap + Create new person.

You can edit the contact information of the contact point for orders.

Tap the Pencil, make the changes and tap Save.

💡 Tip: When you make changes to the contact information on the order card,

the same changes will be updated on the customer card.

A contact person must not be registered for the order and you can delete the registered contact person. The field will then be left empty.

Tap Change, then Delete current person.

The contact person who signs the contract automatically becomes the contact point for orders.

You can edit the contact information of the sales contact point. Even if you edit the sales contact on the order card, the contact information that the person was registered with when signing the contract will still be visible in the contract.

Tap the Pencil, make the changes and tap Save.

💡 Tip: When you make changes to the contact information on the order card,

the same changes will be updated on the customer card.

A sales contact must not be registered and you can delete the registered contact. The field will then be left empty.

Even if you delete the sales contact from the order card, the person will still be registered as a signing party in the contract.

To change, click Change.

Then click on Rubbish bin.

All custom fields that you have created under Orders on [Settings] will be displayed here.

To fill in or change a custom field, tap Change, at the top of the order card.

Fill in or change the information, then tap Save.

💡Tip: There are several different types of custom fields you can create.

An overview of all the different fields can be found here.

Tracking gives you information about the tracking number and shipping provider.

To add or change the tracking number or shipping provider, click Change at the top of the order card.

Fill in or change the information, tap Save.

Here you will find tasks associated with the order. If you have created any automatic tasks, they will be visible here. You can also create new tasks, which can be assigned to you or your colleagues. Press + New task to create a new task.

By tapping the three dots next to + New task, you can choose which fields to display on the tasks and how to section them. You can filter the tasks by clicking the cogwheel.

Read more about fields and sectioning here, and about filters in the task list here.

All tasks created via the order card will also be visible on the customer card of the customer in question. The tasks will also be visible in the task overview in the menu, and will have a link to the relevant order card.

Activity provides an overview of all activities associated with the order. Press 9 selected to choose which activities to log. All history is highlighted with date and user.

The activity logged on the order card will also be visible in the activity log for the relevant customer. The log on the customer card will be marked with which order the log belongs to, and you can click directly on the order via this link.

Under the details tab, you will find details related to the sale and the delivery address.

Under Products you will get an overview of what has been sold. The number of products is next to Products. You will get a detailed overview of the price and quantity sold, as well as the subtotal.

Sales details gives you information about the contract. Here we can see the payment frequency of the sale, when the sale was created, which contract has been used and who created the sale.

💡Tips: Tap on the contract to see a PDF of the signed contract or

Tap #76 to go directly to the sales card.

Here you can add a delivery address to the order. You can add as many delivery addresses as you wish. All addresses will be visible on the order card and on the customer card.

If you want to set one of the addresses as the default delivery address, this must be done from the customer card. The address marked Use in orders is your default delivery address.

If you want to use a different address, you can do this from the order card.

Tap Change and tap the address you want to use from the list of registered addresses.

If you have added a delivery address to your customer card, this field will be filled in automatically. If the field is not filled in, you can do it from the order card.

Tap Change, then + Create new address to add a delivery address.

Fill in the information and press Save.

If a delivery address is registered on the customer card and you want to create a new delivery address, tap Change, then + Create new address.

The new address will then replace the default delivery address.

💡 Tip: When you add a new delivery address, it will automatically add you to the customer card, under the Details tab.

To change a delivery address, tap Change, then Change current address.

Make the changes you want, then tap Save.

You cannot delete a delivery address from the order card. A delivery address must be deleted from the customer card.

To delete a delivery address, tap Trash bin, then Delete.

The Invoicing tab contains information about invoices and the invoicing address.

You can only register one billing address.

If you have registered a billing address on your customer card, this field will be filled in automatically.

When you create a billing address, you must also select a billing channel. There are four different billing channels to choose from.

Description

EHF > Invoice should be sent to the customer as an electronic invoice.

E-mail > Invoice shall be sent to the customer by e-mail.

Paper invoice > Invoice shall be sent to the customer by post.

To register an address, press the Pencil button in the box that says Billing address.

To change the billing address, tap the Pencil.

Make the changes you want, then tap Save.

💡 Tip: If Update customer is checked, the changes you make will also be updated on the customer card.

You cannot delete a billing address from the order card. A billing address must be deleted from the customer card.

To delete a billing address, tap the Trash can, then Delete.

Under Invoices, you will find information about how many invoice bases have been registered for the sale in question.

You will also get an overview of the period to which the invoice applies, the subtotal and the price for the entire agreement.

By clicking Export to .xlsx, you can export the invoice basis to an Excel file.

💡 Tip: Since this is a contract with a half-yearly invoicing interval, two invoice bases will be created for the same sale.

Here you can register how much time has been spent on each task associated with this order. Here you get a complete overview of the registered time spent. By clicking the three dots, you can also export the hours in a report. Read more about time reporting here.

💡 Tip: Time registered on the order card will also be visible under the tab, Time, on the relevant customer card. It will also be logged under Activity.

Here you can upload files related to the order. There are no restrictions on file type or file size.

The files uploaded to the order card will also be available under the Files tab on the customer card of the customer in question. The file upload will also be uploaded under Activity.