Create and receive an order

From the wholesale module there is the option to create credit memo orders. A credit order is the return of a wholesale sale, or the return of a part of it.

Although in this article we explain how to do it step by step, it should be noted that the process is exactly the same as placing a sales order but entering the quantities in negative value (instead of putting a 5 in case of sending 5 items, put a -5 since we are returning it).

Ordering requirements

• It is important to have created the sale for which you want to make the credit.

Steps to create and place credit memo orders

1. Go to the side menu and click on the SALES button in the WHOLESALER section.
2. The list of sales orders will appear next to the credit orders, click on the upper right part of the screen NEW SALE.
3. Once inside the new sale screen,you must fill in the following fields:
   • Serial number*: Number that identifies the subscription, it comes as standard but can be customized from the DEFAULT SERIAL NUMBER CONFIGURATION section.
   • Delivery notes serial number*: Identifier number of the credit notes, it comes complete as standard but can be customized as in the previous case. They will be generated as you send the credit notes.
   • Shipment start date: Expected date when you commit to the customer that you will start shipping the order.
   • Cancellation date: Date after which the customer is no longer interested in receiving the order.
   • Period/Season*: Period of time in which you are making the subscription. It will be useful when analyzing the data. An example can be Spring/Summer in case of fashion, Black Friday 2021 in case of electronics and Q1 2021, referring to the first quarter of 2021, in other sectors.
   • Stock warehouse*: Warehouse from which the stock will be issued.
   • The warehouse of the sale and the warehouse of the stock are the same*: Check if yes. This field is useful if the credit memo is not being made from the same warehouse, sample or showroom from which the stock is going to come out. It will be useful to get data and sales analytics in case you have commercials.
   • Warehouse of the sale: In case the previous point is negative, you will select the warehouse, showroom or showroom from where the commercials have made the crediting.
   • Customer*: customer placing the subscription order. Customers can be added from the CONTACTS section.
   • Sale rate*: Price rate to be applied to the subscription.
   • Recommended retail price: Recommended retail price list, will be displayed when printing the catalog as extra information.
   • Language: Language of the customer, in which you want the order and catalogs to be printed.
   • Notes: Notes of the purchase, in case you want to save extra information that will be useful at some point...
   • Tags: Tags or labels that you want to link with the purchase to facilitate its search in the future.
4. Once the fields have been filled in (at least the customer, warehouse of origin and price list), click on the SAVE button.
5. You will have changed tabs and now it is time to start putting the products you want to sell, you have 4 options:
   • Scan the barcode of any product.
   • Search in the search bar for the product code.
   • Click on the magnifying glass, select multiple products at once and use filters to go faster.
6. Once you introduce the items you want to sell, a matrix will be created with all the variants (sizes, sizes, colors, tastes, etc.), with a small box for each one, where you will have to introduce the quantity in NEGATIVE for each one of the variants that are being returned to us.
7. You can see that next to the search options, there is the option VIEW PRICES. This option allows us to view the price of each of the variants. You have the option to edit the price for each one, so that if you negotiate prices with the client, you can edit them from here.
8. You also find below the sizes of each product variant the stock you currently have, to facilitate the sales order knowing the current stock.
9. You will observe that as you have been entering the amounts you will be showing the cost of the credit that have to return us, in real time, both at the product level and at the bottom of the page the total. In this price neither taxes nor discounts are still contemplated.
10. Once all the products have been entered, click on the CONFIRM button so that the order remains in a status pending preparation.
11. In order to provide the customer with the order data, click on the top right menu, with three vertical dots, and you will be able to see the following options:
    • Create labels: in case the customer needs us to send him the labels, this option will pass all the products to the label creation section so that you can print them. For more information on how to create labels see the section on how to create labels.
    • Edit order: With this option, you will have the possibility to edit the order already confirmed in order to make corrections.
    • Update products: in case of making changes in the file of one of the products that you have already introduced, these will not be reflected in the current purchase for security reasons, a change in a product should never modify old purchases or sales. In case you really need to update the product of this subscription, you can delete the product and add it again, or click on this option to update products to update all of them.
    • Create a proforma invoice: in case you want the client to sign a proforma invoice, this option will create such invoice.
    • Print sales order with prices: allows you to print the order with prices. You can send you this file via e-mail if you want to be sure that you are in line with the prices.
    • Print sales order without prices: allows you to print the credit order without the valuation.
    • Print catalog: allows you to print the subscription order with more details about the products and including images.
    • Export Excel: This option allows you to download an excel with the order information that will be useful for our customer to enter the order data into their computer system.
    • Download images: This option downloads all the images of the products in the sale in a compressed file. It is useful if the customer wants the images to put them on his computer system or web page.

Steps to prepare and send subscription orders:

1. Go to the side menu and click on the SALES button in the WHOLESALER section.
2. Search from the search bar for the credit memo you want to receive, you can use the order code, text that may be in the notes or even the code of one of the products you have just received.
3. Once inside the order you will go to the delivery notes tab. In this list you visualize the different delivery notes that have been received for this credit memo order. To create our first delivery note you click on the NEW DELIVERY NOTE button.
4. Now you are on the packing slip page, you can see that a box with several options has appeared at the top:
   • Serial number: Serial number of the autogenerated delivery note, it can be configured as mentioned above from DEFAULT SERIAL NUMBER CONFIGURATION.
   • Status: Delivery note status (draft, prepared, sent)
   • Created by: User who created the credit advice note.
   • Prepared by: User who prepared the credit advice note.
   • Sent by: User who sent the credit memo slip.
5. Now it is time to start receiving the part of the subscription order that you want to send.
6. Once you have entered all the stocks that have arrived you will click on the PREPARE button. At this moment all the stocks will be updated by adding the ones you have just marked in the order.
7. When you make the shipment you click on the SEND button to mark that they have just entered the warehouse.
8. As extra options, you can autocomplete all pending items (useful for not having to go one by one) and print the delivery note (with or without economic valuation).