Create Order
Create new orders, edit existing ones and view incoming requests. The order editor adapts its layout depending on whether you are working with an order, quote or request.
Before you begin
You need the Order role, plus the Sales role for Sales Hub access. Creating new orders also requires Owner access and the User role.
Open the order editor
You can reach the editor in several ways:
- Click New Order on the orders list to start a blank order.
- Click any row in the orders, quotes or requests list to open that item.
The page header shows the entity type and ID (for example "Order 12345" or "New Quote") with a status badge.
Header buttons
| Button | Description |
|---|---|
| Download or generate a PDF of the order or quote. Not available for requests or new items. | |
| Change status | Open a dialog to transition the order to its next status. Disabled when no transitions are available. |
| Save | Save the current draft and process it into a finalized order or quote. Hidden when the order is read-only. |
| Send to client | Send a confirmation email to the customer. Shown when the current status is marked as public. |
| Workflows | Open the AI assistant dialog. Shown when AI agents are configured. |
Select the customer
For new orders and quotes, select the customer first.
- Use the company and contact selector to pick a company.
- Optionally select a contact person within that company.
- If multiple sales channels exist, choose the channel from the dropdown.
For existing orders, the customer information is displayed as read-only fields: contact person, email, phone, debtor ID, tax number, CoC number and assigned price sheets.
Set addresses
Select a shipping address from the customer's delivery addresses. Click the edit icon to modify the address in a dialog.
Select a billing address from the customer's invoice addresses.
Address fields shown: Company, Contact person, Email, Phone, Address (street and number), City, Zipcode, Country and ICS (for shipping addresses).
Manage the product list
The product table is the core of the order editor. You can add, remove, reorder and adjust products.
Product list columns
| Column | Description | Editable |
|---|---|---|
| Drag handle | Reorder products by dragging | No |
| Remove | Remove product from order | No |
| Type | Product, Cluster, Bundle or Bonus item icon | No |
| Image | Product thumbnail | No |
| SKU | Product SKU code | No |
| Name | Product name | No |
| Cross-sells | Count of related cross/up-sell items (clickable) | No |
| Supplier | Supplier name | No |
| Stock | Available inventory quantity | No |
| Notes | Per-line notes (max 100 characters) | Yes |
| List price | Standard list price per unit | No |
| Customer price | Customer-specific price per unit | No |
| Discount % | Standard discount percentage | No |
| Cost price | Cost/purchase price per unit | No |
| Sales discount % | Additional sales discount | Yes |
| Sales markup % | Sales markup percentage | Yes |
| Sales price | Final sales price per unit | Yes |
| Sale margin % | Calculated margin percentage | No |
| Total discount % | Combined discount percentage | No |
| Quantity | Order quantity (respects minimum quantity and step rules) | Yes |
| Total | Line total | No |
The drag handle is disabled for bonus items.
Cost price, sales markup and sale margin columns are hidden when tenant pricing visibility is restricted.
Add products
There are three ways to add products:
- Add by code: Type a product SKU in the input field at the bottom of the product table and press Enter.
- Add multiple products: Opens a product picker dialog where you can browse, search and select multiple products.
- View company orders: Opens the company's order history so you can add items from previous orders.
Apply incentives
Click Apply incentives to trigger business rule evaluation on the order. Incentives can only be applied once per order. A confirmation dialog warns you before proceeding. This may add bonus items, apply discounts or adjust shipping and transaction costs.
Order totals
| Line | Description | Editable |
|---|---|---|
| Subtotal | Sum of all line totals | No |
| Extra discount | Overall order discount (switch between % and EUR) | Yes |
| Shipping cost | Calculated automatically or set manually | Yes (toggle auto/manual) |
| Transaction cost | Calculated automatically or set manually | Yes (toggle auto/manual) |
| Total excl. VAT | Total before tax | No |
| VAT | Tax amount | No |
| Total | Final total including tax | No |
Toggle shipping or transaction cost to manual when you have negotiated a custom rate with a customer.
A warning icon appears on "Total excl. VAT" if the total exceeds the contact's purchase authorization limit.
Set a validity date (quotes only)
A date picker above the product table lets you set the quote's expiry date. Quick-set buttons are available for 7 days, 14 days and 30 days. An "Expired" indicator appears if the date has passed.
Add remarks and references
Two text fields are available:
| Field | Description |
|---|---|
| Remarks | Free-text notes such as payment references. Disabled for requests. |
| References | Reference codes for delivery services. Disabled for requests. |
For requests, this section is titled Notes from customer and shows the customer's submitted notes in read-only mode.
Set shipping options
| Field | Description |
|---|---|
| Shipping method | Select from available shipping methods |
| Pick-up location | Select a warehouse or pickup location |
| Preferred delivery date | Date picker |
| Partial delivery | Yes or No |
| Carrier | Select from available carriers |
This section is not shown for requests.
Set payment details
| Field | Description |
|---|---|
| Payment method | Select from available payment methods. Editable in Commerce Hub only. |
| Payment status | Current payment status. Editable in Commerce Hub only. |
This section is not shown for requests.
Generate a PDF
Click PDF in the header to download or preview the order or quote as a PDF document. This option is not available for requests or new items.
View version history (quotes only)
A table shows all revisions of the quote with columns for version number, visibility (Invalid, Public or Draft), status, changed by, changed at and available actions. You can download a PDF of any revision or invalidate a revision when the tenant allows it.
Handle unsaved changes
If you navigate away with unsaved changes, a dialog asks what you want to do:
- Save: Save the order and continue navigation.
- Discard: Discard the draft and continue.
- Cancel: Stay on the page.