Create an order (with or without a customer, with an earlier date)

Why it matters

A sale written in a notebook or left in a WhatsApp conversation updates neither your stock, nor your revenue, nor what the customer still owes. When you enter it as an order, the customer, products, payment and delivery stay in one place, and you find the sale again in seconds.

Summary

The New Order form (/orders/create) lets you enter a sale from the dashboard: products, customer (optional), source, date, payment and delivery. An order can be created without a customer and with an earlier date. For a quick counter sale, the register (/pos) does the same thing in fewer clicks.

Prerequisites

• Permission orders.create (create), orders.update (edit), payments.create (record a payment).
• orders.change_user to assign the sale to a seller other than yourself.
• party_accounts.sell_on_account to sell on credit.

Steps

1. Sales › Orders (/orders), then New Order (/orders/create).
2. Header:
   • Order type: the type of revenue generated (useful for accounting).
   • Shop: only shown if you have several shops; the last one used is suggested.
   • Customer: optional (see below).
   • Seller: "The team member who creates this order"; visible only with orders.change_user.
3. Content of the order: search for and add the products (or scan their barcode). An unknown name can become a new product through "Create a product for this order"; that product is created as a draft.
4. Source ("Where does the order come from?"): WhatsApp, Phone, Facebook… (see "Order sources").
5. Order state: Order (default) or Quotation/Proforma (see "Create a quote").
6. Order date ("When was the order placed?"): now by default, editable.
7. Payment information: Payment method (required, chosen from your treasury accounts); tick Sell on account if the customer will pay later.
8. Shipping information: Delivery, Pickup or Online. For delivery, the address, city, country and fee amount are required.
9. Check the summary (subtotal, discounts, fees, taxes, total), then Create.
10. Take payment: the order is created awaiting payment. On its page, click Record Payment ("New payment" window): payment method, transaction reference (except cash), amount (prefilled with the balance due) and Payment date. Partial payments are accepted.

Selling without a customer (walk-in customer)

The Customer field is optional: leave it empty (or use Remove customer) and the order is saved without a customer. Genuka does not create an automatic "walk-in customer" record.

Exception: a sale on account requires an identified customer ("Choose a customer first: an account needs someone to assign it to"). See "The customer account (tab)".

Create an order with an earlier date

Change the Order date before clicking Create. There is no limit: a past (or future) date is accepted, and you can still change it later from Edit on the order page.

What the date changes, and what it does not:

Fields and options

Edge cases and common mistakes

• No note at creation. The internal note ("Note from your customer (private)") only appears once the order is created, when editing.
• "Edit" has disappeared. An order that already has a recorded payment can no longer be edited from the form.
• Not enough stock. If a product tracks stock and the quantity exceeds what is available, creation is refused, unless Allow negative stocks is ticked (General settings › Orders tab).
• Seller refused. Without orders.change_user, choosing another seller is rejected: the order is in your name.
• Duplicate. On an order page, Duplicate order prefills a new, identical order.

FAQ

Can I create a sale without a customer? Yes, the customer is optional, at the counter as well as in the form. Only a sale on account requires a customer.

I forgot to record yesterday's sale. How do I backdate it? In the form, change the Order date, then, when you record the payment, also change the Payment date. The invoice and the accounting entry will carry the date they were created.

The order is created but shows "awaiting payment". That is normal: record the payment from the order page (Record Payment). At the register, the payment is entered right away.

See also

• Create a quote and convert it (creer-devis)
• Apply a discount or promo code (appliquer-remise-commande)
• Order sources (sources-commande)
• Sell from the register (utiliser-caisse-pos)
• The customer account (tab) (compte-client-ardoise)
• Get notified of orders and payments (notifications-commandes)