Vektori Orders Guide
Additional service

Getting a grip of tools that make orders move

1. Managing orders

Orders can be imported to Vektori system through an interface (API) from another system (ie. verkkokauppa), or the new order can be added manually.

This guide deals with orders handled with Vektori Stock Control (another additional service). Orders do work without Stock Control as well.

These instructions also handle the orders with Invoicing (an additional service as well). Orders work without Invoicing.

1.1. Adding a new client

In the event that the client is a new one, add the client to the system before making the new order.

2. Orders

2.1. Making a new order

Open Orders-> New order.

Add the order rows for the order by pressing the Add -button.

Fill in the Ordered date.

NOTE! Delivery status should be left in the state Uusi / New. This is the status of the order, which applies for instance when the order is being moved from one department to another (Design -> Production). If in fact the status of the order is chosen directly as Toimitettu / Delivered / Shipped, you can not form the package address card and also the products are not deducted from the warehouse. Instead of choosing the delivery status, we recommend that the shipment related to the order is added from the Shipments -tab. See section 2.2. for more information on that topic.

Fill in the Delivery information for the order by choosing the Client. In the event that the order is also under invoicing, check the Invoicing information as well. All the information is by default the information that is stored under the chosen client, but you may opt to change all the information on an order-to-order basis as well.

The minimum information that needs to be filled in for the order are:

  • Order row(s).

  • Ordered date.

  • Delivery information (Pick a Client).

The order page also has other optional, but beneficial fields related to the order in question. These fields, and more, can be added from Settings -> Client Management -> Order settings:

  • Seller.

  • Reference.

  • More information.

When all is ready, click on the Save -button to proceed.

The order is now saved into the system. As the order is saved, the products are now reserved, but not directly linked to any one specific warehouse. Product reservations are shown on the Product page at the Reserved quantity -field.

2.2. Shipping the order and stock transactions

As the products of the order are gathered and the shipment is packaged, you need to Add shipment(s) for it. During this Shipment phase, you are able to select which products are being delivered. One order can indeed have several shipments, this being the case if the warehouse is lacking some of the products for the order, but you want to deliver some of the products earlier for the client.

As the shipment is filled, one picks a warehouse for each product specifically. This way, the shipment can be filled from various warehouses. The default warehouse is the warehouse that is as default in the cloud's settings.

NOTE! The save button does have some extra choices that can be done:

In the event, that the shipment is not sent instantly and might need adjusting, choose Save.

  • Just clicking the save, does not diminsh the stock count of the product. The Products stay reserved.

If the shipment is totally ready to be shipped to the client, choose Save and confirm, or Save and confirm and create package card.

  • The confirmation of the shipment automatically does all the necessary stock transactions.

NOTE! Only the confirmed shipment does the stock transactions that diminish the stock count of the product(s).

2.3. Printing the Order shipment or sending it by email

You can print the order shipment from the shipment's menu, by clicking either Print -or PDF -button.

In order to send the order shipment by email, click on the Add -button and from there Send by email -button.

You may choose to send the order confirmation to an email(s) of your choosing and entering them in, or click the field below Recipients and choose from the list of emails available (this list includes all the email-addresses that have been added to the client whose order is being taken care of currently) - if no emails are linked to the client, type in the email(s).

2.4. Printing the Package card

In the event that you are using nShift integration (additional service) you may also print out a package card for the shipment.

3. Invoicing the Order

You can add Invoices to the order even before the shipment. This allows you to bill the customer in advance and deliver the order from stock only after you have received the client's payment.

3.1. Creating an invoice ready for invoicing for an order

Open the Order, go to Invoices -tab and click on the Invoice -button. If you want, you can also split the invoice into separate batches.

Input the desired Invoice date or Due date and press Save.

The system generates an invoice ready for invoicing for the order. NOTE! An invoice ready for invoicing does not yet have an invoice number.

The invoice number is only generated when the invoice is sent to the client.

3.2. View and send the invoice to the client

To submit an invoice, on the Invoices -tab of your order, select from the options for a Ready to send invoice: View

This directs you to the Vektori Invoice interface, directly to the details of that invoicing-ready invoice.

If necessary, you can Preview the invoice before sending.

In the upper right corner of the Invoice view, choose: Send.

You will now see a confirmation request, accept by pressing the OK -button, the system will generate an invoice number for the invoice and the invoice will be sent to the email mentioned in the order's billing information.

4. Returns

Returns are applied to the shipment of the order, not directly to the order.

4.1. Return processing and stock transactions

Open Orders -> Shipments -> Add return.

Add return -function is not available if the order has no confirmed shipments.

The return lists by default all the products of the order in question. The return should only apply to those products and quantities that the client is returning or has returned. In the event that the return is partial:

  1. Change the quantity row to reflect the amount of products returned.

  2. Remove the product rows that the client is not returning by clicking the red trash can icon.

As you save the return, that does not instantly add the products back to Stock Control. Only a confirmed return adds the products back to stock.

This way you can add return instantly to the system as the client informs you of it, but confirm it later when the products are actually returned.

From Stock Control's perspective, the next steps of return depend on the reason for the return.

4.1.1. The product that is returned by client is ok and can be returned back to stock

When the product returned by client is back, the product is checked and if ok, the return can be confirmed - this is the point when there is a stock transaction being done and the product is added back to stock.

4.1.2. The product that is returned can not be returned back to stock (broken, spoiled, etc.)

In the event that the client has returned products that can not be returned back to stock, confirm the return as normal (image above).

After that, manually do a stock adjustment for the product: Stock Control -> Stock Adjustments -> New Stock Adjustment.

If need be, see Stock Control under User guides.

5. Canceling the Order

If the client wants to return parts or all the products of a shipment, still the question remains as to what to do with order itself.

When looking at an order which has confirmed returns, you can see that the ordered Quantity and Delivered amount do not match.

Partially or totally returned order stays in the system as pending, if the order is not cancelled or a new shipment is done for the same order.

  1. If all the products are returned and confirmed, the original order changes to: Returned.

  2. In the case of partially returned and confirmed return, the status of the original order changes to: Partially returned.

5.1. Client wants a replacement for the returned product, a new shipment needs to be done for the order

In the event that the client wants a new product to replace the returns, simply add a new shipment for it, this way the shipment gets formed automatically to reflect the quantity of products missing in the order.

Proceed to handle the shipment as you would with a new shipment.

5.2. Client does not want a replacement product, the order is cancelled

If the client does not wish to receive a new product to replace the return one, the order needs to be cancelled.

Choose the Events -tab from the Order in question and press the Add event -button.

NOTE! The system does not automatically hand the processes related to return of money for the cancelled order, those have to be handled manually, depending on the payment method

If the payment method has been something else than an invoice and when the refund has been paid to the client, you can change the Invoicing status to: Compensated.

6. Making a credit note for the order

Credit note can be created for the order, if the payment method has been invoice.

6.1. Creating the credit note

Credit note can be created for the order, if the payment method has been invoice.

Go to invoices of the order and see image below: Cancel invoice.

NOTE! The pop up is just to confirm, press OK and a credit note with a negative sum is formed. Opposite to an invoice, the credit note does have an invoice number from the start and it does go to Paid status, without actually sending the invoice or in this case, the credit note, to the client.

6.2. Viewing the credit note and sending it to the client

You can view the details of the credit note by clicking the Show part, as the image below shows.

From the info -screen of the credit note you can also send the credit note to the client by clicking: Send.