Take and ship a trade order

A trade order goes from draft to submitted, approved, shipped and paid. Each shipment invoices what it sends and takes the goods out of stock in the same step, so the customer's balance and your stock always agree.

Before you start

• Set up the customer's agreement and your offers: see Set up trade agreements and offers.
• Building and submitting orders needs Manage Trade; approving needs Approve Trade orders; shipping, payments and refunds need Post Trade invoices and refunds.

Steps: build and submit the order

1. Open Trade & Wholesale on the orders tab.
2. Type a Title, pick the Business agreement, and add the Buyer's reference and Expected date if you have them. Select Create record.
3. Open the order and open Line. Pick the Wholesale offer, type the Quantity and select Line. Repeat for each product.
4. Use Remove line to take a line out while the order is a draft.
5. Open Submit request and confirm. Prices and terms are now frozen.

Steps: approve

1. The approver opens the submitted order and opens Approve.
2. Type a note if you want and select Approve. Kluvan checks the customer's credit limit.
3. To change the order instead, select Revise draft: it goes back to draft.

Steps: ship and get paid

1. Open Ship and invoice. Pick the Line, type the Quantity, add the Delivery tracking or reference, and pick the Location to ship from.
2. Select Ship and invoice. The goods leave stock and the customer is invoiced for what was shipped. The order shows Partly fulfilled until every line is shipped.
3. When the customer pays, open Record payment, type the Amount, choose the Method and select Record payment.

Good to know

• An order can have up to 30 lines, one per product. Shipments must be whole packs.
• Approval and every shipment check the customer's credit limit; a shipment that would pass it is refused. Two people shipping at the same moment cannot exceed the limit or spend the same stock twice.
• A shipment can take stock from up to 20 batches; split a larger one into several shipments.
• With Books on, shipments, payments, returns and refunds are posted as balanced entries, and each is posted once even if you retry.
• The order's due date is the shipment date plus the agreement's payment terms.
• Each order shows the rep's commission on what was actually collected, after tax, returns and refunds. It is a figure for your records, not a payout.
• "Record payment" records money you already received. It does not charge a card or a bank account.
• If an action shows Pending, it started but did not finish; select Retry to complete it without repeating stock or account entries.