User Guides

Create new order/quote

Order creation screen overview

This is the screen where the order form is filled in. It allows you to specify data related to customer, supplier, shipment and items.

“Supplier” and “Customer” fields

It is recommended to start filling in the order from fields “Customer” and “Supplier”, to activate the auto-complete feature in the “Products” fields.

From “Supplier” field you can select a Supplier already existing in the register or enter a new Supplier. The same applies to the field “Customer”.

It is always possible to insert manually both a supplier and a customer. In this case, the "Save customer/supplier" button will appear, making it possible to save just inserted personal details in the app's database and to recall it during the next orders. If an already saved customer/supplier is changed, it will be possible to update the information stored in the database by clicking on the "Update customer/supplier" button.

“Products” field

In the part dedicated to “Products” it is possible to insert products you uploaded previously (see Product Management) following the same principle used for Customers and Suppliers, that is to say following the path “Add product” and starting to write in the “Code” or “Description” field and selecting the desired product. You can then choose quantities, prices and possible discounts (for discounts setting see page …).

However, it is always possible to add a new item manually. In this case, the "Save details" button will appear, allowing you to save the item you inserted in the app's database and to recall it during the next orders. If an already saved item is modified, you can update the information stored in the database by clicking on the "Update details" button.

The VAT field, available for every item, will be populated with default value, indicated in the Preferences section or in the details of the item. However, it is always possible to add a specific VAT value for each item. (see how to set the default VAT)

The Currency field, in order creation screen, is pre-populated with default value, specified in the Preferences section. It can be changed for the order in progress. The currency exchange rate is not handled. (see how to set the default currency)

The totals will be updated with the addition of new items.

Auto-complete
The items will appear automatically when typing their code only if the supplier has been already inserted in the order.

“Order options” menu

The “Order Options” menu is accessible by clicking the icon at the top right of the order creation screen.
Display specific operations on single order. For example, an order in draft can be sent or deleted, while an already sent order can be resent, duplicated or deleted.

Date

The date is entered automatically taking into account the day when the order is placed. However, there is always the possibility to change it manually.

Send

Once main fields have been filled in, the action to be undertaken is to send the order by clicking on the “Send” button, which will open a screen where you can decide whom to send the order to, in addition to the supplier. Proceeding, the order will be sent by email to the previously stated addresses, as an attached pdf file.
Once the order has been sent, it can not be changed, but it can be duplicated, resent or deleted from tablet's memory (See Order Process Menu).

Save draft

When closing the “Create new order” page, or when Order Sender is closed, the order saving is automatic, order being completed or not.
The order can be recovered from the “List of orders” section. Draft orders are indicated by a red border.

Display the list of orders

Orders/quotes archive

Orders and Quotes

"Create new" button

the button is located ate the top right. By clicking it, a new order creation screen will appear.

Filter orders by date, supplier, customer

The default display shows the list of orders arranged in chronological way; the last order is displayed at the top and it's followed by the less recent orders.

The orders are grouped by months of the current year and subsequently by previous years.

The user can choose to display orders by filtering them by suppliers or customers and can return to chronological order by clicking the filter "Date".

Quick actions

Scrolling horizontally the row of an order, some additional operations appear. For example, an order in draft can be sent or deleted, while an already sent order can be resent, duplicated or deleted.

“Order/Quote in progress” button

The "Order in progress" button appears when the order that is being filled in is abandoned. By clicking on the button from any screen, you can return to the last order that was being filled in.

The same applies to the quotes. The order button is green, while the one for quotes is blue.

Data Management

Suppliers and Customers management

It allows the user to create, manage and delete the Suppliers or Clients list.

Insert new
From the list click on the “+” button at the top right, fill in the fields and save by clicking the “Save” button at the bottom of the page.

Edit and delete personal details
From the list, click the row of the supplier or customer, change the related fields and save the changes by clicking the “Save” button. You can delete the details by clicking the “Trash box” icon, in the upper right of the edit screen.

The management of personal details is accessible from the side menu, by clicking on the icon at the top right of each screen.

Products management

It allows you to create, manage and delete the product's catalog related to each supplier.

Insert new
To add new products, you must specify a supplier. Choose a supplier from the product management screen and then access the list of products linked to the supplier. From this screen, click on the “+” button in the upper right corner to access the screen which enables the input of a new product. Fill in the fields and save by clicking on the “Save” button at the bottom of the screen.

Edit products
change the fields and save changes by clicking the “Save” button. You can delete the details by clicking the “Trash box” icon, in the upper right of the edit screen.

Delete products
Select a supplier and get access to the list of products linked to the supplier. Select the products to be delete by clicking the checkbox on the left of each row. Then click on the “Trash box” icon at the top and confirm.
You can also delete all the products associated to a customer by clicking on the “Delete all” button.

The management of personal details is accessible from the side menu, by clicking on the icon at the top right of each screen.

Discounts management

It enables the user to create, manage and delete discounts related to each customer, associated with supplier or products. Once in the menu, select the customer whom you want to apply the discount to and add the above-mentioned by clicking on the + button. A discount may be applied to the entire supplier's list of products or to each product separately. In the first case, you can choose the supplier of the product you want to apply the discount to from the drop down menu in the input screen, without specifying a product. In the second case, after specifying the supplier's list of products, you have to specify a product from the related drop-down menu. In the event where there are both discount on the entire supplier's price list and a product's discount, at the moment of order completion the discount related to the single item will be automatically entered (in the screen dedicated to order's completion it is always possible to change the discount manually). Once the supplier and potentially the product have been stated, select the discount percentage. You can specify up to three discount percentages: the second percentage is a discount on the already discounted price by the first percentage and the third one is a discount applied to the already discounted price by the second percentage. If, for example, we associate to the product X a discount 1 of 10% and a discount 2 one of 5%, starting from a price of 100, the final discounted price will be 85.5. (the first discount reduces the price to 90 and if we apply to it the second discount, we reach the final price of 85.5).

The management of personal details is accessible from the side menu, by clicking on the icon at the top right of each screen.

Settings

Personal data

From this section you can manage the sales rep's data, which will be used in PDF files of quotes and orders sent by email.

Preferences

Numbering of orders and quotes
The progressive numbers of the orders can not be changed, but it is possible to reset the counter from 1. The counting restarts automatically every year.

Import

How to import your data
With Order Sender it is possible to import your customers, suppliers and products list from a csv file generated by Excel or Open Office, directly from your computer. This will avoid the loss of time related to the compilation of fields by hand. To import lists of customers, suppliers and products in Order Sender, you need to register and access the private area of the site http://areariservata.ordersender.com/

From here, the “Import” section will enable you to import your data, following step by step the instructions provided. You can upload a CSV file (Excel compatible format) or you can copy and paste directly from Excel. Once this process is finished, you will given a code, to be inserted in the “Import” section of the iPad, which will download the file automatically with the proper format and ready for use. During the import process, it is necessary to set the type of file (suppliers, products or customers). The imported elements are simply added to the already existing list, so you need to make sure that there are no double elements compared to those already existing in the system. Order Sender does NOT import orders that have been made previously. In case of products import, the price has to be written without using a separator for thousands. You can use either dot or comma as the decimal separator. Ex: 1120.50 o 1120,50

Export

How to export your data
With Order Sender it is possible to export your customers, suppliers and products list in a csv file that can be managed by Excel or Open Office, directly to your computer. This will allow you to continue your work on another iPad or to create a copy of your work's backup. To export data related to products, customers or suppliers saved on your iPad, all you have to do is to enter the section "export" from your iPad, insert a username and password given for the access to the private area of the site http://areariservata.ordersender.com/ and choose the type of export among clients-suppliers-products. Once this procedure is completed, all you have to do is access the reserved area on-line, enter the section "Export" and download the new generated file.