Order Management

Order Management is the list of every sale and order in Point of Sale, whether it was rung up on a counter device or created here in the back office. From it you can ring up a new order, open any order to see its receipt, move a delivery order from one stage to the next, cancel an order that has not shipped, and void a completed sale. You reach it at Point of Sale → Order Management.

Order List

The list is split into tabs by order stage: Pending, To Ship, Shipping, Completed, Cancelled and All Orders. It opens on Pending. Click any row to open the order.

Column	What it shows
Sale #	The receipt number of the sale.
Branch	The branch that made the sale.
Cashier	Who rang it up. Hidden by default; turn it on from the table's column menu.
Customer	The customer, or Walk-in when none was chosen.
Items	The number of item lines.
Total	The amount after discounts.
Order Status	Pending, To Ship, Shipping, Completed, Cancelled, or VOID for a voided sale.
Type	Over the Counter or Delivery.
Date	When the sale was made.

The search box can look in All Fields, Sale Number or Customer, and the columns can be sorted by Sale #, Total and Date.

Unsynced Inventory

Under the table, a card titled Unsynced Inventory appears only when some completed sales never deducted their stock in Assets (and are more than a minute old). Each row has a Sync button; confirm Sync inventory and the sale's stock is deducted now. It is safe to retry, because it never deducts the same sale twice. The card disappears when nothing is waiting.

Creating an Order

Click Create Order at the top right to ring up a sale from the back office. It opens a full-screen order screen.

Pick the branch
Choose a branch card on Select Branch. The items and their stock are loaded for that branch. Change Branch at the top clears the cart after a confirmation.
Add items
Search with Search items… and click an item to add it; clicking it again adds one more. Only items marked Enable in POS in Assets are offered. Each tile shows how many are in stock, or Out of stock, or Service for a service item that does not use stock.
Choose the customer (optional)
Type at least two letters in Search customer… and pick the customer. Their membership, if they have one, is applied automatically. For someone not in the list, use the Membership button to pick a tier by hand; Clear Membership removes it.
Set the quantity and discount per line
Each cart line has a quantity and a Disc % box for a manual discount.
Quantitynumber
At least 1. The line total is the price times the quantity, less the discount.
Disc %number
A manual discount on that line. When a membership also gives a discount on the same item, the larger of the two is used, never both added together.
Choose the order type
Over the Counter or Delivery. Delivery is disabled when the cart holds only services, which cannot be delivered.
Take payment
Under Payment, pick a method, type the amount (clicking the box fills in what is still due) and press the plus button. Add several payments to split the bill. Some methods ask for a Reference number, which is then required. Only payment methods that are not assigned to one device are offered here. Anything paid above the total shows as Change.
Complete the order
Complete Order — amount stays disabled until the payments cover the total. Closing the screen with items in the cart asks you to confirm before everything is cleared.

What happens when you complete an order

The sale gets its receipt number and is recorded as completed. Each payment adds money to the fund account of its payment method, and any change given is taken back out. The stock of the inventoried lines is deducted from the branch's main warehouse. An Over the Counter order is Completed straight away; a Delivery order starts as Pending.

Moving an Order Along

Click a row to open the order. It shows the receipt, and the buttons at the bottom depend on its stage.

Stage	Button	What it does
Pending	Ready to Ship	Moves the order to To Ship.
Pending	Cancel Order	Cancels it (see below).
To Ship	Mark as Shipping	Asks for the Courier Provider (LBC Express or Lalamove) and a Tracking Number, then moves the order to Shipping.
Shipping	Mark as Completed	Confirms the delivery was received and completes the order.
Completed	Void This Order	Voids the sale (see below).

A cancelled or voided order shows no action buttons, and a voided order can no longer change status.

Cancelling and Voiding

Both undo the money and the stock of a sale. Cancel Order is for an order that has not shipped yet (Pending). Void This Order is for a completed sale. In both cases the amounts paid are taken back out of the fund accounts they were added to and the inventory is restored. A voided sale is marked VOID and stays in the list and the reports so that nothing disappears from the record.

Warning

Neither can be undone. If the fund account is briefly unreachable, the cancel or void still goes through but the money reversal is held for reconciliation, so check the fund account afterwards.

Tip

To correct a mistake on a completed sale, void it and create the order again with the right items and payments.

How It Connects

Set up first

Device Management — a counter device gives its sales a branch, a cash fund account and a block of receipt numbers.
Branches — an order is made in a branch, and the branch needs a main warehouse for stock to come from.
Payment Methods — the methods offered under Payment are the company-wide ones set up there, each tied to a fund account.
Items — only items with Enable in POS switched on can be sold, at their selling price.

Gets its data from

Cashier Management — cashiers ring up the sales on the counter devices; the order records who did it.
Customer Membership — a customer’s membership discount is applied to the cart automatically.

Feeds into

Fund Accounts — each payment is added to the fund account of its payment method; cancelling or voiding takes it back out.
Inventory — a completed sale deducts stock from the branch warehouse; a cancel or void restores it.
Sales Report — lists the same sales line by line with totals and Excel export.
Analytics Reports — summarizes the sales by product, day, cashier, branch and payment method.

Order Management#

Order List#

Unsynced Inventory#

Creating an Order#

Moving an Order Along#

Cancelling and Voiding#

How It Connects#