📋 Customer Orders

Estimated time: 10 minutes
Level: 🟡 Medium
The step between budget and delivery

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🎯 What is an order?

An order is a delivery commitment:

• Client has said "I want this"
• You say "I'll deliver it to you on day X"
• The stock is reserved for him

Example:

Client approves maintenance budget.
Monthly order is created.
Every month, the invoice is automatically generated.
The technician sees the visitor on his route.

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📝 Origin of orders

Orders can come from:

Origin	How it is created	Example
Budget	Client approves budget	Annual maintenance
Manual	You create it directly	Telephone order
Web/Portal	Customer buys online	Product purchase
Recurring	System generates it automatically	Monthly replacements
POS	Sale to deliver later	Buy in store, ship to home

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📝 STEP 1: Create manual order

When:

Client calls you: "I need 50kg of chlorine for next week."

How:

1. Go to Sales → Orders
2. Press "New Order"
3. Fill:

Captura con datos demo AquaDemo.Capture with AquaDemo demo data.

📊 Status of an order

FLUJO DE ESTADOS:

🟡 PENDIENTE → 🟠 PREPARANDO → 🟣 LISTO → 🟢 ENTREGADO → ⚪ FACTURADO
     ↑              ↑              ↑            ↑
   Entra en      Albarán         Todo         Cliente
   sistema       interno         preparado    lo recibe

Status	Meaning	What you can do
🟡 Pending	Newly created	Edit all, cancel
🟠 Preparing	Someone is preparing it	View, do not edit products
🟣 Ready	Ready, wait for shipment	Send/deliver
🔵 Sent	On the way	See tracking
🟢 Delivered	Client received it	Create invoice
⚪ Invoiced	It has already been invoiced	See associated invoice
🔴 Cancelled	Canceled	Archived

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📦 STEP 2: Prepare order (picking)

When an order goes to "Preparing":

For the warehouse:

┌─────────────────────────────────────────────┐
│  ALBARÁN DE PREPARACIÓN #P-2024-0089       │
├─────────────────────────────────────────────┤
│                                             │
│  Pedido: #PC-2024-0156                      │
│  Cliente: Hotel Costa del Sol               │
│  Entrega: 25/01/2024                        │
│                                             │
│  PREPARAR:                                 │
│  ☐ 2 x Cloro granulado 25kg (ubicación A3) │
│  ☐ 4 x pH- minorador 5L (ubicación B1)     │
│  ☐ 6 x Algicida 1L (ubicación C7)          │
│                                             │
│  Preparado por: _______________            │
│  Fecha: _______________                    │
│                                             │
│  [✅ Marcar como Listo]                    │
└─────────────────────────────────────────────┘

What the system does:

1. Subtraction from available stock (reserve)
2. Generate preparation note
3. Notify that it is ready

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🚚 STEP 3: Deliver/send

Option A: Route Delivery

The technician takes him in his van:

1. Order appears in your app
2. Bring the products
3. At the pool, delivery and signature
4. Mark as "Delivered" in app

Option B: Shipping by courier

1. Prepare package
2. Print shipping label
3. Give it to the carrier
4. You add tracking number
5. Status: "Sent"

Option C: Pick up in store

1. Customer comes to your store/warehouse
2. You deliver the order
3. Receipt signature
4. Mark as "Delivered"

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⚠️ Orders with problems

Out of stock:

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💡 Management Tips

Tip 1: Prioritize

Orders with delivery today first. Use date filters.

Tip 2: Group

If there are 3 orders for the same neighborhood, deliver them together.

Tip 3: Confirm

Call the client before you go: "Is he home? Can I come in?"

Tip 4: Minimum stock

If you see that many orders are out of stock, it's time to buy.

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❓ Frequently asked questions

"Can I invoice before delivering?"

Yes, but it is not usual. It is usually delivered first.

"What happens if the customer cancels?"

Stock is available again. The order is marked "Cancelled".

"Can I place an order out of stock?"

Yes, it remains as "Back in stock" until it arrives.

"Does the technician see the orders on his route?"

Yes, orders for delivery that day appear in the app.

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✅ Order checklist

When creating:

• [ ] Correct customer and address
• [ ] Revised products and quantities
• [ ] Realistic delivery date
• [ ] Contact telephone number included

When preparing:

• [ ] Sufficient stock checked
• [ ] Reviewed products (expiration dates...)
• [ ] Proper packaging
• [ ] Documentation included

Upon delivery:

• [ ] Customer confirms receipt
• [ ] Signature or delivery photo
• [ ] Status updated in system
• [ ] Invoice generated

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📋 A well-managed order = Satisfied customer

Meet deliveries and gain confidence.

Returns