Congrats - you landed that sale! 🥂 Now you need to create an order and get that Doc60 generated so you can get your product out the door and onto shelves.
How to Create an Order
First things first, head over to your Orders tab on the lefthand sidebar to get started.
Once on your Orders page, click the + New Order button (located in the top righthand corner of your screen) OR type the letter "O" on your keyboard, OR click the three dots on the far right.
This button will take you to a new screen where you can search for a customer either by name or license number.
Search for your customer and click the Enter key to create a new order.
❗️PLEASE NOTE : If you press the + Add New Customer Button, it will create a new Counter Buyer, and not an actual licensed customer. This means that the customer you create will be charged PST and Counter pricing. To create a new licensed customer, please email email@example.com.
How to Add Products to an Order
Once you've selected your customer and created an order, you can begin to add products. Use the search bar to filter your search, or navigate through the list of your available products.
Efficiency is key, that's why we've added full keyboard navigation so you can breeze through ordering like there's no tomorrow. Click Tab to jump to the next row, Shift+Tab to jump back a row, and Enter to add the products to your order.
You can now set which units (cases vs selling unit) you order in. To set your default ordering unit, head over to Settings > Orders. Note: you will only be update this if the "only sell by case" option is turned off.
Once you have finished entering the product quantities, click the Enter key (or click the Add to order button) to add the products to your order.
You can continue to edit the order by either changing the quantities, adding another product, or pressing the 🗑 to remove a product. You can also add notes to the order.
How to Process an Order
Satisfied with your order? Before you send to fulfillment, check the sidebar to ensure you've selected the correct warehouse that you want this order to come out of.
Note: if this is a new customer, you will need to add them to your customer list before selecting a warehouse.
❓ Don't see your warehouse in the drop-down? Head over to Settings > Warehouses and ensure your user has access to the correct warehouses.
Ready to start processing? Hit the Accept button. Accepting an order will allow you to charge the customer, it will also generate the order invoice (Doc60) and update the order status from Draft to Accepted.
When you're ready to send the order for fulfillment, hit the Ship button and your order will be sent to your team or your distributor's team to deliver 🚛.
Navigate over to your Payments tab to view all events and notes relating to an order's payments. You can also refund payments from under this tab.
Navigate over to your Shipments tab to view all shipment events & statuses. If the order successfully shipped, you will find a link to the order in Ollie Logistics.
Ready to collect payment? Click here to read more! 💰
Anything Else I Should Know?
What are Fulfillment Methods and How Do I Use Them?
Fulfillment methods are the different ways in which you may fulfill an order, such as delivery and pickup. Fulfillment methods can be enabled on a per warehouse basis, to enable a fulfillment method, head over to Settings > Warehouses and scroll down to the Fulfillment Method section. Here you will be able to enable the 2 default methods, Delivery and Pickup.
Interested in customizing your fulfillment method settings? Live chat with us or email us at firstname.lastname@example.org.
🔜 Tired of reaching out to support to update your account settings? Don't fret! We understand your pain and are working on updating our Settings feature so you have the control. In addition, you will also have full control over your Fulfillment Methods. What does control look like? You'll be able to create an unlimited number of methods, customize their settings (ex. the address and instructions for a pickup method), add shipment rules (think "if, then" statements to customize all your shipping needs), and more!
What are the Different Order & Payment Statuses and What Do They Mean?
Draft - newly created orders will sit in the draft state until you have hit accept. Customers will not be able to see any draft orders you have created.
Accepted - once an order has been accepted, the order invoice will be generated, you will also be able to collect payment for the order at this time.
Awaiting Shipment - orders that are ready for fulfillment will sit in the awaiting shipment state. Any order updates, such as adding/removing a line item or updating quantities, must be completed in Ollie Logistics at this time (note: updates will sync back into Ollie Order).
Shipped - once an order has left the warehouse, it should be moved into the shipped state. Updating the order to shipped is accomplished in Ollie Logistics.
Delivered - once an order has been received by the customer, it should be moved into the delivered state to close it off. Updating the order to delivered is accomplished in Ollie Logistics.
Shipment Failed -
📍Pro Tip: your customers have access to their own side of Ollie and can see order statuses so make sure to update those statuses!
Unpaid - newly placed orders will sit in the unpaid state until a payment has been made.
Partially Paid - orders that have an outstanding balance and least 1 payment applied.
Paid - orders with a $0.00 outstanding balance.
Overpaid - orders with too much payment applied (ex. if the order was paid and you then removed a line item or decreased the quantity). To reconcile, a refund should be applied.
Partially refunded - orders that have a partial refund applied (i.e., only a portion of the payments have been refunded).
Refunded - orders that have had all payments refunded.