Order Settings

Order Settings

Order Settings in EquiBillBook allow you to configure how sales orders are created, numbered, tracked, and converted to invoices. This guide covers all order-related settings in Sales Settings.

Accessing Order Settings

To configure order settings:

1. Navigate to Settings → Sales Settings → Order Settings
2. Configure order numbering, workflow, and management options
3. Click "Update" or "Save" to apply changes

Order Numbering Configuration

Configure how orders are numbered:

Order Prefix

• Set a prefix for order numbers (e.g., "SO", "ORD", "SORD")
• Helps distinguish orders from invoices and quotations
• Can include branch codes for multi-branch setups

Order Number Format

• Sequential: Simple sequential numbering (SO-001, SO-002)
• Year-based: Resets each year (SO-2024-001)
• Month-based: Resets each month (SO-2024-01-001)
• Financial Year: Resets with financial year

Starting Number

• Set the starting number for new order series
• Useful when migrating from another system

Order Template Settings

Configure order appearance and layout:

Default Order Template

• Select the default template for new orders
• Templates control layout, fields, and branding
• Can be different from invoice templates

Order Fields

• Show Delivery Date: Display expected delivery date
• Show Shipping Address: Display shipping information
• Show Terms & Conditions: Display terms on orders
• Show Item Details: Display detailed item information

Order Status Workflow

Configure order status tracking and workflow:

Status Options

• Pending: Order placed but not yet processed
• Confirmed: Order confirmed and ready for fulfillment
• Processing: Order being prepared/processed
• Ready for Delivery: Order ready for dispatch
• Shipped: Order dispatched to customer
• Delivered: Order delivered to customer
• Cancelled: Order cancelled
• Completed: Order fulfilled and invoiced

Status Transitions

• Define allowed status changes
• Control who can change status
• Set automatic status updates
• Configure status-based notifications

Stock Reservation Settings

Configure how stock is reserved for orders:

Stock Reservation Options

• Auto Reserve Stock: Automatically reserve stock when order is created
• Manual Reservation: Manually reserve stock for orders
• Reserve on Confirmation: Reserve stock only when order is confirmed
• No Reservation: Don't reserve stock (for made-to-order items)

Reservation Rules

• Reserve Available Stock: Only reserve if stock is available
• Allow Backorders: Allow orders even when stock is insufficient
• Reservation Expiry: Set expiry for stock reservations

Conversion Settings

Configure how orders are converted to invoices:

Conversion Options

• Convert to Invoice: Allow converting order to sales invoice
• Partial Conversion: Allow converting partial orders
• Copy Items: Copy all items when converting
• Preserve Pricing: Keep original prices during conversion
• Update Stock: Update stock when converting to invoice

Auto-Print on Conversion

• Print Invoice: Automatically print when converting to invoice
• Email on Conversion: Automatically email converted invoice

Delivery Settings

Configure order delivery and tracking:

Delivery Date Settings

• Default Delivery Days: Set default days from order to delivery
• Delivery Date Required: Make delivery date mandatory
• Delivery Reminders: Send reminders before delivery date

Shipping Settings

• Shipping Address: Allow separate shipping address
• Shipping Charges: Configure shipping charge calculation
• Delivery Tracking: Enable delivery tracking

Order Approval Settings

Configure order approval workflow (if applicable):

• Require Approval: Require approval before confirming orders
• Approval Amount: Set minimum amount requiring approval
• Approval Users: Define who can approve orders
• Credit Limit Check: Check customer credit limit before approval

Notification Settings

Configure order-related notifications:

• Order Confirmation: Send confirmation when order is placed
• Status Updates: Notify on order status changes
• Delivery Reminders: Send reminders before delivery
• Pending Orders: Notify about pending orders

Best Practices

• Clear Numbering: Use distinct prefix to differentiate from invoices
• Status Tracking: Regularly update order status
• Stock Management: Use stock reservation for better inventory control
• Delivery Tracking: Track delivery dates and status
• Follow-up: Follow up on pending and overdue orders

Common Scenarios

Inventory-based Business

• Enable stock reservation
• Track order status carefully
• Convert to invoice on delivery

Made-to-Order Business

• Disable stock reservation
• Set longer delivery periods
• Track production status

What's Next?

After configuring Order Settings, you should:

1. Configure Invoice Settings
2. Set up Stock Management (if applicable)
3. Configure Payment Settings
4. Test creating a sample order
5. Test converting order to invoice

Proper Order Settings help you manage customer orders effectively and fulfill them efficiently.