Orders

An order is a quote the client said yes to and your team booked. It holds the stock for the event, makes the delivery and pickup tasks on Dispatch, and keeps track of what has been paid and what is still owed.

Where orders come from

You do not start an order from nothing. You build a quote, the client signs it (or tells you yes some other way), and you press Convert to order on the quote. See Book a quote. The quote stays as the record of what was accepted, and the order opens with the payment link email ready, so asking for the deposit is the next tap.

Open Sales, Orders to see them all. The list has ready-made views: Active, Returned, Closed, Cancelled and All. The Payment status column tells you at a glance who owes a deposit or a balance.

An order's status

• Confirmed: booked, not gone out yet.
• Out: the delivery is done and the items are at the event.
• Returned: the pickup is done.
• Closed: finished.
• Cancelled: called off. See Cancel an order.

Out and Returned follow the delivery and pickup tasks on their own: when the crew mark the delivery Done, the order turns Out, and when the pickup is Done it turns Returned. You do not set those by hand.

The order page

At the top: the client, the dates and the money, with Email, Text and Take payment. More holds the Invoice PDF, the Payment link, the 3D layout, the Availability check, Log an issue and Quote again (a new quote for the same client from what actually went out).

The tabs:

• Items: what is rented, with the totals box underneath. See Change an order. At its foot, the Communications box: every call, email, text and note on the sale, the quote and the stops included. See Activity, notes and history.
• Money: the client's payment link, every payment, the signature from the quote, and the profit (for those whose role sees it).
• Delivery: the delivery and pickup jobs, the crew's proof (photos, forms, signatures) and any sub-rentals.
• Activities: the tasks, calls and meetings due on it.
• More: files and the rest of the details, and Issues once the order has one.

Good to know

• Everything stays in step. Change Going out on the order and the delivery task moves on Dispatch. Drag the delivery to another day on Dispatch and the order's date changes. See Change event dates.
• The totals, the balance and what is free in stock are worked out by the system, the same way everywhere. Nobody types them.
• A past booking you brought in from your old system says Imported history at the top. It has no tasks, sent nothing to the client and holds nothing in stock. See Import past bookings.
• The On-site contact can be a contact of their own, who gets the client's updates too. See The on-site contact.
• What a person may do on an order (see it, change prices, take payments, cancel) depends on their role. See Roles and permissions.