Orders Tutorial

To create an order, navigate to the Sales – Orders section and click on the “New Order” button. First, you can add an order title. The assigned title will be visible both in the orders list and in the workflow, under the customer's name. This title facilitates the quick identification of orders in an extensive list, being particularly useful when you have multiple ongoing orders for the same customer.

Next, select the customer. It is necessary to add the customer before entering products, as their price may vary depending on the customer category, especially if you use a markup structure instead of fixed prices. If the customer has an outstanding balance, this information will be displayed next to their name, accessible only to you.

The order type, internal or external, indicates how you will manage the order fulfillment. An internal order means that all stages of the process, from production to delivery, will be performed by your company. An external order means you will outsource some or all stages of the process to external suppliers or partners. This is useful in situations where your company does not have the necessary resources or capacity to complete the order internally.

The next step is entering the products, which can be done manually or via import. Importing is frequently used by companies that use third-party software to generate the bill of materials required to create a product. To import, click the "Import from file" button and upload the file containing the desired products, ensuring you include the name, quantity, and dimensions (length or width, if applicable).

If you enter a product that is not already registered in iflows, the system will notify you that the product cannot be added to the order because it is not registered.

To add products manually, enter their name on the product line. If you add a superproduct, i.e., a product with a recipe, you will notice that the “Add line” button is available both under the superproduct and further down. This allows you to add products both as components of the superproduct and separately.

You can also add equipment to products if they have equipment defined in the product page.

The “Product description” box allows you to either complete the product name or replace it for that specific offer.

Next, we can add discounts both at the product level in the order and at a global level. Discounts can be applied as a percentage or a fixed value.

We can also enter additional details for your team's internal use and upload relevant files.

We will provide a delivery date for the order, information that will be visible both in the workflow and in the delivery calendar. Also, we can set the order value to 0, for example, when creating a sample.

At the bottom of the page, all stages of the workflow will be listed, except for the last stage, which is mandatory. You can deactivate certain stages for this order if they do not apply.

In the “Export options” section, you will see a series of options that allow restricting certain elements displayed in the order.

Explanations for each option are available in the corresponding tool-tip.

Finally, you can set the order as recurring. There is a dedicated tutorial for this process, which you can access by clicking the “play” symbol next to that row.