Creating orders

The Order Manager module supports four order types, each designed for a specific workflow. This guide walks you through creating and managing orders in EQUOS.

Order types overview

Creating a Send order

Send orders dispatch stock from your warehouse to customers. Customer details are used to generate delivery labels and shipping documentation.

Step 1: Start the order

1. Navigate to Order Management from the main menu.
2. Select the Send tab.
3. Click Create Order to open a new send order.

Step 2: Enter order details

Complete the order header information:

• Customer: Select from your contacts list. Customer details will appear on delivery labels.
• Warehouse: Choose the warehouse dispatching the goods.
• Reference: Enter a reference number for tracking (e.g., sales order, PO number).

Click Save Order Details to confirm before adding items.

Step 3: Select items

Open the item selector to browse available inventory:

1. Click Select Items to open the item browser.
2. Search by product name, SKU, or barcode.
3. Click items to select them—a checkmark indicates selection.
4. Press the confirm button to add selected items to your order.

Step 4: Enter quantities

For each item on the order, enter the quantity to dispatch. The system displays:

• Available: Current stock at the selected warehouse
• Ordered: Quantity you’re adding to this order
• Reserved: Stock already allocated to other orders

Review these values to ensure sufficient stock is available.

Step 5: Save and submit

Click Save Order to finalize the send order. The order is now ready for warehouse fulfillment.

Creating a Receive order

Receive orders track incoming stock from suppliers into your warehouse.

Step 1: Start the order

1. Navigate to Order Management from the main menu.
2. Select the Receive tab.
3. Click Create Order to open a new receive order.

Step 2: Enter order details

Complete the order header:

• Supplier: Select the supplier sending the goods.
• Warehouse: Choose the receiving warehouse location.
• Reference: Enter the purchase order or supplier reference number.

If the supplier is not in your system, use Add New Contact to create their profile first.

Click Save Order Details to proceed.

Step 3: Select items

1. Click Select Items to open the item browser.
2. Browse or search for expected products.
3. Select items by clicking them—selected items show a visual indicator.
4. Confirm your selection to add items to the order.

Step 4: Enter quantities

Enter the expected quantity for each item. You can adjust quantities when goods physically arrive if they differ from the expected amount.

Step 5: Save the order

Click Save Order to create the receive order. When goods arrive, warehouse staff will receipt them against this order.

Creating a Transfer order

Transfer orders move stock between your warehouse locations.

Step 1: Start the order

1. Navigate to Order Management from the main menu.
2. Select the Transfer tab.
3. Click Create Order to begin.

Step 2: Select locations

• From Warehouse: The source location dispatching stock.
• To Warehouse: The destination receiving the stock.

Step 3: Select items and quantities

1. Open the item selector.
2. Choose items available at the source warehouse.
3. Enter the quantity to transfer for each item.

The system validates that sufficient stock exists at the source location.

Step 4: Save the order

Click Save Order to create the transfer. Both warehouses will see this order in their task queues.

Creating a Return order

Return orders process goods coming back from customers.

Step 1: Start the order

1. Navigate to Order Management from the main menu.
2. Select the Return tab.
3. Click Create Order to begin.

Step 2: Enter return details

• Customer: Select the customer returning goods.
• Warehouse: Choose the warehouse receiving the return.
• Reference: Enter the original order reference or RMA number.

Step 3: Add return items

Select the items being returned and enter quantities. Link to the original send order when possible for accurate tracking.

Step 4: Save the order

Click Save Order to create the return. Warehouse staff will inspect and receipt returned goods.

Managing order items

Once items are added to an order:

• Adjust quantities: Click the quantity field and enter a new value.
• Remove items: Click the remove icon next to an item.
• Reorder items: Drag and drop to change the display sequence.

Stock visibility

The item selector shows real-time stock information:

Use this information to make informed decisions about order quantities.

Reference fields

EQUOS provides multiple reference fields for flexible tracking:

Establish a consistent format across your organization for easier searching and reporting.

Auto-save and drafts

Orders are automatically saved as drafts while you work:

• Auto-save: Changes save automatically—no manual save required.
• Draft recovery: If you navigate away, your draft is preserved.
• Resuming work: Return to Order Management to continue editing any draft.

Drafts remain until you submit the order or explicitly discard them.

Editing existing orders

To modify an order:

1. Open the order from the order list.
2. Click Edit to enter edit mode.
3. Make your changes (items, quantities, references, notes).
4. Click Save to confirm.

Editable fields:

• Item quantities
• Reference fields
• Notes and comments
• Dates (before dispatch)

Non-editable:

• Order type (Send, Receive, etc.)
• Completed or dispatched orders

Duplicating orders

Create similar orders quickly using duplication:

1. Open an existing order.
2. Click Duplicate from the actions menu.
3. A new draft is created with the same items.

Carries over: Line items, quantities, notes template

Cleared: Order dates, reference values, status

Validation rules

The system validates orders before submission:

Required fields

Validation warnings

• Stock warnings: Insufficient quantity at source location
• Date warnings: Dispatch date in the past
• Reference warnings: Missing required reference field
• Duplicate warnings: Same item added multiple times

Address warnings before submitting, or acknowledge them if proceeding intentionally.

Tips and best practices

1. Save details before adding items: Always save order header details before proceeding to item selection.
2. Clear selections between searches: When adding items in batches, clear your previous selection to avoid duplicates.
3. Verify references: Double-check reference numbers match your source documents.
4. Review stock levels: Check available and reserved quantities before confirming.
5. Add new contacts first: Create customer or supplier records before starting orders if they don’t exist.
6. Use consistent references: Establish naming conventions for reference fields across your team.

Related documentation

• Order Manager module — Module overview and configuration
• Shipping orders — Picking and dispatch workflow
• Booking freight from orders — Get carrier quotes and print labels
• Inventory module — Stock tracking and replenishment
• Warehouse module — Fulfillment operations
• Contacts module — Managing customers and suppliers