# Welcome to OrderEazi Central OrderEazi is built with the understanding that your time is valuable. We believe that order management shouldn't be a complex and time-consuming process. With our user-friendly platform, you can effortlessly manage orders, track shipments, generate reports and more with just a few clicks. OrderEazi ensures that all your order management tasks are centralised in one place, accessible anytime, anywhere. Our platform brings simplicity and convenience to your fingertips, allowing you to streamline your operations and focus on what truly matters – growing your business. Once you have implemented OrderEazi, this comprehensive guide provides you with step-by-step tutorials to navigate through the various features and functionalities of OrderEazi.

## Quick links {% content-ref url="/pages/yXyyvqhWYCmjJUPxByq2" %} [What is OrderEazi Central?](/overview/what-is-ordereazi-central) {% endcontent-ref %} {% content-ref url="/pages/S4eeApmgHn0WAoghwUj4" %} [Our Features](/overview/our-features) {% endcontent-ref %} ## Get Started We've put together some helpful guides for you to get setup with our product quickly and easily. {% content-ref url="/pages/Qj0BjktIZkRuQsCtOVQf" %} [Getting set up](/getting-started/getting-set-up) {% endcontent-ref %} # What is OrderEazi Central? OrderEazi is an intuitive cloud-based order management solution designed to save you time and help you focus on growing your business. With our user-friendly platform, you can manage orders, track shipments, and generate reports at the click of a button.

# Our Features ## Sales Manage orders from start to finish, get better visibility into sales and optimised inventory levels and keep your customers satisfied at the click of a button.

## Purchasing No matter your industry or size, our automated purchase order management will enable you to make precise and proactive purchasing decisions by equipping you with all the tools you need to streamline your purchasing process.

## Inventory Management Inventory management is essential to the success of your business, and it can be a real hassle if you don’t have the right system in place. OrderEazi is the automated helping hand you need to get a handle on your inventory and get real-time information about your stock and orders.

## Warehouse Management With our all-in-one platform, managing your entire warehouse has never been easier. Warehouse Easy used to be a separate feature of OrderEazi but has now been integrated into our platform for your convenience – providing you with a comprehensive solution that will transform and streamline your warehouse operations.

## Workflows OrderEazi enables you to customise dynamic workflows tailored to your unique requirements. Our user-friendly interface facilitates the swift creation of workflow stages, and you can establish various workflows for different orders, projects or stages. This guarantees that all team members follow the same procedures.

## Reporting Our platform is designed to provide you with comprehensive reports that give you a clear overview of your business performance. With just a few clicks, you can access essential information about your key performance indicators (KPIs), including sales reports, supplier spend reports, commission reports and other critical data.

# Getting set up

Set your organization up

# Quick Start Guide OrderEazi is an intuitive cloud-based order management solution designed to save you time and help you focus on growing your business. With our user-friendly platform, you can manage orders, track shipments and generate reports at the click of a button. ## Getting Started ### Set Up Your Organization The Organization Section is where you as the merchant will enter all your company details, load logos and documents and update your default markup tiers. All of this information will be used by the system to populate documents and emails generated in OrderEazi. 1\. Click on the settings Icon 2\. Select Organization Setup 3\. Enter your company details and addresses 4\. Edit the margin on the default markup tiers if needed 5\. Add your banking details that will display on quotations 6\. Upload your company logo 7\. Add a Document Appendices, this is where you will add your terms and conditions {% embed url="" %} ### Create Your Project Projects are enquiries or sales that you or the Sales Reps are managing. These sales could come from any number of channels, it could have been a client calling in and placing an order that the Sales Rep is building from scratch in the system, or it could be a sale from your online store that has been pushed into OrderEazi. ### Create A New Project 1\. Click on the New Project Icon 2\. Select Company in client details, if the client is new, click on the Plus Button in the company field and add the client's details 3\. Update the order details making sure the correct workflow is being used and it is connected to the correct Sales Rep 4\. Add the products connected to the project. You will need an SKU, Supplier, Description and Unit Selling price 5\. If needed you can add courier details or extra expense items to the project. Once you have added all your products you can click on documents and click on Create Quote 6\. You can choose to hide certain information on the quote, update the expiry dates and add comments. Once you are happy click Create. The quote will be sent to the client. You can download the quote by going to the Documents Tab in the project 7\. Once the client has accepted the quote you can click on Next Steps, and click on the action that has been completed so that the project can move to the next step\ \ 8\. Once you have finished all the steps, the Project will move into completed {% embed url="" %} # Dashboard ### 🖥️ Dashboard The **Dashboard** is your personalized control panel in OrderEazi. It’s designed to give each user a **birds-eye view** of the work that matters most to them, through the use of **widgets**. *** #### 🧩 What are widgets? Widgets are modular blocks of information - each one shows a different slice of activity or data from your OrderEazi instance. They let users focus on the areas that are most relevant to their role. * [**Sales Snapshot**](/sales-features/dashboard/sales-snapshot-widget) - A consolidated view showing quotes sent, orders approved, conversion ratios, invoices, and profit * [**Projects**](/sales-features/dashboard/projects-widget) - List & calendar view of upcoming deliveries * [**Top Performers**](/sales-features/dashboard/top-performers-widget) - Your top performing Products, Users, and Customers. * [**Invoices vs Paid**](/sales-features/dashboard/invoices-vs-paid-widget) - Invoiced amounts compared to payments received * [**Staff Target**](/sales-features/dashboard/staff-target-widget) - Sales or activity against staff targets *** #### ⚙️ Customization Every user’s dashboard is customizable: * **Enable/disable widgets** via your **User Profile settings** This ensures your dashboard shows exactly what you need - no clutter, no distractions. *** #### 🗓️ Filters and Date Range The dashboard is dynamic and responds to the filters you apply: * **Date Range** - All widgets update to reflect data within the selected time window * **User & Role Filters** - Narrow the scope to only show data for specific users or roles This makes the dashboard useful for both individuals and managers overseeing broader teams. {% hint style="info" %} If you're not seeing a widget you expect, check your profile settings or speak to your system administrator to review your permissions. {% endhint %} # Sales Snapshot Widget ## 📈 Sales Snapshot Widget The **Sales Snapshot** widget brings together multiple high-level sales metrics into one unified view. It's designed to give users and managers a quick but powerful summary of quoting, order conversion, invoicing, and profitability. Each section in this widget presents key performance data for the selected date range and user or role filters. *** ### 📤 Quotes Sent * **What it shows**: Number of quotes sent and total quoted value * **Purpose**: Track outbound sales activity and sales potential *** ### ✅ Orders Approved * **What it shows**: Number of orders approved and their total value * **Purpose**: See how much quoting activity is successfully converting into real business *** ### 🔄 Conversion Ratio – Approval Based * **What it shows**: Percentage of quotes that resulted in approved orders * **How it’s calculated**: Approved Orders ÷ Quotes Sent * **Purpose**: Understand your team’s ability to close deals after quoting *** ### 🔄 Conversion Ratio – Quote Based * **What it shows**: Percentage of quotes that have been converted to completed quotes (fully or partially) * **How it’s calculated**: Completed Quotes ÷ Quotes Sent * **Purpose**: Useful when some workflows treat quotes as completed without converting into an order *** ### 🧾 Invoices Sent * **What it shows**: Number of invoices sent and the total invoice value * **Purpose**: See how much of your sales pipeline is reaching billing *** ### 📊 Gross Profit * **What it shows**: Profit value and gross profit % * **Purpose**: Quickly assess how profitable the work in the period has been, based on invoiced values and cost of goods {% hint style="info" %} If you don’t see this widget on your dashboard and believe you should, contact your system administrator to update your user permissions. {% endhint %} # Projects Widget ## 🗂️ Projects Widget The **Dashboard Projects Widget** provides a clear overview of all your **upcoming deliveries**. It's designed to help users stay on top of what's due soon by presenting projects in both a **List View** and a **Calendar View**. *** ### 📦 What counts as an "Upcoming Delivery"? An upcoming delivery is: * A **Project** that has been **Approved** These are the projects that are expected to move into fulfillment, shipping, or completion soon—and the widget brings them to the surface. *** ### 📅 Two ways to view The widget supports two views, each giving a different perspective: #### 🔢 List View * Shows all upcoming deliveries in a simple table. * Easy to scan and prioritize. #### 🗓️ Calendar View * Visual layout of upcoming deliveries by due date. * Great for spotting busy days, gaps, or scheduling conflicts. *** ### 🧠 Why use it? * **Get ahead of your workload** - know what’s coming without digging. * **Spot issues early** - avoid surprises on the day of delivery. * **Plan with confidence** - especially useful for teams managing logistics or production timelines. {% hint style="info" %} If you don’t see the widget on your dashboard and believe you should, contact your system administrator to update your user permissions. {% endhint %} # Top Performers Widget ## 🏆 Top Performers Widget The **Top Performers** widget highlights the highest-performing products, users, and customers for the selected date range. It's designed to give quick insights into what’s driving your sales success — whether it's standout team members, loyal customers, or best-selling products. This widget helps sales managers and team members identify trends, double down on what's working, and uncover new growth opportunities. *** ### 📦 Top Products **What it shows:** A ranked list of the best-selling products by total sales value or quantity sold\ **Purpose:** Identify which products are generating the most revenue or volume. Useful for demand planning, sales strategy, and marketing focus. *** ### 👤 Top Users **What it shows:** A list of the highest-performing users based on total sales value or quantity sold\ **Purpose:** Celebrate individual success, track rep performance, and identify coaching opportunities across the team. *** ### 🏢 Top Customers **What it shows:** A list of customers who contributed the most to your business based on total sales value or quantity sold.\ **Purpose:** Recognize key accounts, evaluate customer health, and prioritize relationship management. {% hint style="info" %} If you don't see this widget on your dashboard and believe you should, contact your system administrator to update your user permissions. {% endhint %} # Invoices vs Paid Widget ## 💳 Invoices vs Paid Widget The **Invoices vs Paid** widget visually compares the total value of invoices issued against the amount allocated (paid) over time. It uses a simple line graph to highlight trends in billing versus payments, helping teams track cash flow and identify discrepancies between invoicing and revenue collection. ### 🔍 What It Shows * **Invoiced Total**: The cumulative amount invoiced for each date or period. * **Allocated Total**: The corresponding amount received and allocated against those invoices. * **Visual Gaps**: Any large gaps between the "Invoiced" and "Allocated" lines can indicate late or missing payments. ### 🌟 Purpose This widget gives you a quick way to: * Monitor how well your customers are paying over time. * Identify potential collection issues or cash flow risks. * Analyze billing performance vs actual revenue received. {% hint style="info" %} If you don’t see this widget on your dashboard and believe you should, contact your system administrator to update your user permissions. {% endhint %} # Staff Target Widget ## 👨‍💼 Staff Target Widget The **Staff Target** widget shows how total sales across all applicable users compare to their combined sales targets. Rather than displaying individual progress, it focuses on the team's collective performance, giving a high-level view of whether your team is on track to hit its goals. ### 🔍 What It Shows * **Progress Indicator**: A single progress bar or chart showing how actual sales stack up against the total team target. ### 🌟 Purpose This widget helps: * Provide a quick snapshot of how the team as a whole is performing against expectations. * Motivate the group with a shared performance goal. * Give managers a clear view of team-wide progress without needing to drill into individuals. {% hint style="info" %} If you don’t see this widget on your dashboard and believe you should, contact your system administrator to update your user permissions. {% endhint %} # My Workspace # Workspace Export The Workspace Export creates a full Excel export of your current Workspace view. ### ⚙️ How It Works The export is triggered from the My Workspace page. It generates an Excel file with one worksheet per workflow status (e.g. Quoting, Approved, Invoiced). The export respects all your active Workspace filters, so what you see on screen is what you get in the file. ### 📋 What's Included Each worksheet includes: * **Project details** - number, client, contact, dates * **Product lines** - items on each project * **Financials** - cost, selling, GP * **Addresses** - shipping and postal * **Metadata** - industry, cancel reason, courier waybill, serials, tags * **Document links** - hyperlinks to all financial documents (quotes, SOs, invoices, POs, GRVs, delivery notes, credit notes, and more) ### 💡 When to Use This This export is useful for: * Offline review of your pipeline * Sharing project status with stakeholders * Bulk data analysis in Excel * Archiving workspace snapshots at a point in time ### ✅ Summary * Exports your Workspace view to Excel with one worksheet per status * Respects your active filters - what you see is what you get * Includes project details, product lines, financials, addresses, and document links * Triggered from the My Workspace page # Bulk Operations he Bulk Operations feature gives you the ability to apply a change to multiple projects at once. The Bulk Operations actions currently available are: * **Reassign Sales Reps Projects**\ *This Action allows you to reassign the Sales Rep on the selected projects.* New Bulk Operations actions will be coming soon! *** ### Performing a Bulk Operation 1. Navigate to the **My Workspace** page.

2. Use the **Advanced Filters** to narrow down the projects that you can select from in the Bulk Operations page. \ *For example, if you would like to reassign a specific Sales Rep's projects in the last month to another Sales Rep, use the Sales Rep and Date filters in the Advanced Filters to display only the projects relevant to the Sales Rep in question on the Workspace.*

3. Select the **Bulk Operations** button in the top right of the page.

4. Further narrow down the specific projects you would like to apply the Bulk Operation to by using the tick boxes and the search feature to select specific projects, or use the **Select All Projects** button to select all projects that are currently displayed in the results.

5. Select the **Process** button in the bottom right of the page.

6. Select the **Reassign Sales Reps Projects** tickbox and select a user to use as the replacement Sales Rep from the dropdown.

7. Select the **Complete Bulk Change** button to apply the change.

# Projects # New Project ### Create Your Project Projects are enquiries or sales that you or the Sales Reps are managing. These sales could come from any number of channels, it could have been a client calling in and placing an order that the Sales Rep is building from scratch in the system, or it could be a sale from your online store that has been pushed into OrderEazi. ### Create A New Project 1\. Click on the New Project Icon 2\. Select Company in client details, if the client is new, click on the Plus Button in the company field and add the client's details 3\. Update the order details making sure the correct workflow is being used and it is connected to the correct Sales Rep 4\. Add the products connected to the project. You will need an SKU, Supplier, Description and Unit Selling price 5\. If needed you can add courier details or extra expense items to the project. Once you have added all your products you can click on documents and click on Create Quote 6\. You can choose to hide certain information on the quote, update the expiry dates and add comments. Once you are happy click Create. The quote will be sent to the client. You can download the quote by going to the Documents Tab in the project 7\. Once the client has accepted the quote you can click on Next Steps, and click on the action that has been completed so that the project can move to the next step\ \ 8\. Once you have finished all the steps, the Project will move into completed {% embed url="" %} # Import into Project ## 📦 Project Import The **Project Import** feature allows you to quickly build or update a project in OrderEazi by uploading a simple Excel or CSV file containing a list of SKUs and quantities.\ It’s a fast and reliable way to create large orders without manually adding each line one by one. *** ### ⚙️ Overview Project Import is designed to simplify order creation when working with large datasets or pre-prepared product lists.\ By uploading a spreadsheet that follows a standard import template, OrderEazi automatically generates the corresponding project lines for you. This feature is particularly useful for: * Customers who send product lists in spreadsheet format * Sales reps who regularly deal with bulk or repeat orders * Businesses aiming to reduce data entry time and improve order accuracy *** ### 🚀 Accessing the Feature You can access the import tool directly from within any project. * When **creating a new project**, or * From an **existing project**, by selecting\ **Project Actions → Import into Project** in the bottom-right corner of the page. This opens a **slide-out panel** from the right-hand side of the screen, where you can upload your import file. *** ### 📤 Uploading a File 1. **Prepare your import file**\ Use the predefined OrderEazi import template. The file must include: * **SKU** – the product code * **Quantity** – the number of units to add *(Excel `.xlsx` and CSV `.csv` formats are supported.)* 2. **Upload your file**\ Drag and drop your file into the upload area or use the file selector. 3. **Validation**\ OrderEazi automatically checks your file for errors (e.g., missing SKUs or invalid quantities).\ Any issues are displayed before you can proceed. 4. **Confirm the import**\ Once the file is validated, select **Import** to begin. > ⚠️ Importing into a project that already contains lines will overwrite all existing lines.\ > You’ll be prompted to confirm this before continuing. *** ### 🔄 During the Import * Smaller projects (≈10 lines) complete within seconds. * Large imports may take up to **2 minutes** to finish. * Closing the slide-out or navigating away **does not cancel** the import — it continues running in the background. * You can reopen the import panel at any time to check progress. *** ### 💡 Why It Matters The Project Import feature helps businesses work smarter and faster by automating repetitive order entry tasks. * **Speed to sale** – Move from customer request to project creation in record time. * **Consistency** – Standardized data import minimizes human error. * **Productivity** – Free up sales teams to focus on client engagement instead of admin work. * **Scalability** – Handle larger, more complex orders with ease. *** ### 📋 Example Import Structure | SKU | Quantity | | ------- | -------- | | ABC-123 | 10 | | DEF-456 | 5 | | XYZ-789 | 12 | > ✅ Tip: Use the provided import template to ensure your columns are correctly formatted before uploading. # Payments > *Handling payments has never been easier!* OrderEazi lets you handle payments with ease, but before we get started, you'll need to install at least one of our [*Payment Provider App Integrations*](/apps/payment-provider-integrations)*.* Once your Payment Provider App Integration is ready to go, you will gain access to OrderEazi's payment features! {% hint style="info" %} Each Payment Link is linked to a specific document, which determines how much your customer needs to pay. This setup keeps payments organized and specific to each document. {% endhint %} ## **Managing Payments for a Project** Keeping track of payments is a breeze! Here’s how to manage payments linked to any project: 1. Head to the project you'd like to manage payments for. 2. Click **Project Actions** > **Manage Payments**.

3. You'll see a list of all Payment Links for that project, along with their current status (Pending, Voided, Expired, Succeed, or Fail).

## **Embedding Payment Links on Documents** You can now include a **Pay Online Now** button directly on **Quotes**, **Sales Orders** and **Invoices**. When creating a document which supports payments links, you will now have access to a new **Document Setting** which allows you to include a payment link directly on the document - making it easier than ever for customers to complete payments without extra steps!

If you have multiple Payment Provider Integrations installed, you are able to override the default provider on a per-document basis.

The Payment Link will appear as a **Pay Online Now** button on your documents.

{% hint style="info" %} Please note that your OrderEazi Organization must contain Bank Details in order to display payment links on documents. {% endhint %} ## Sending Payment Links via WhatsApp If you'd prefer to send payment links via WhatsApp rather than embedding them directly on a document, here’s how: 1. After creating a document, navigate to the **Payments List** for the project. 2. Click **Create Payment Link** and complete the required fields. 3. Select **Send Payment Link** to share it via WhatsApp.

{% hint style="info" %} To create a custom payment, you may fill in the Payment Details without selecting a document - but it is advised link all payments to a document to keep payments organized and properly documented. {% endhint %} ## **Cancelling a Payment Link** Need to cancel a payment link? No problem. If you’d like to make sure a specific link can’t be used, just: 1. Locate the payment in the list. 2. Click the dropdown arrow next to it. 3. Select **Void Payment Link**.

And that’s it – the payment link will no longer be valid for the customer to use. With OrderEazi and your Payment Provider App, taking payments is straightforward, organized, and easy to manage on a per-project basis. # Details ### Disable Followups Checking the disable followups box will mute quote followups for this project. Toggling the checkbox again will unmute followups for this project. New followups will not be created for this project if they are muted. When unmuted followup creation will resume. #### Notes * This setting will not be visible if followups are disabled for the project representative. * If no followups are set up, this setting will not be visible. * This can be applied globally for a [user](/sales-features/settings/manage-users/edit-user#disable-followups). # Requests Requests allow you to ask a colleague to take action on a project, directly from within OrderEazi. Instead of sending a separate email or message, you can create a request tied to the project itself, so nothing gets lost. ### 🧾 What is a Request? A Request is a task or action that one user sends to another, linked to a specific project. Each request consists of: * A Title describing what you need * An optional Description with more detail * An Assigned User who is responsible for actioning the request * A Status tracking whether the request has been addressed Requests live on the project they relate to, making them easy to find and providing full context to the person receiving them. ### ⚙️ How Requests Work #### Creating a Request You can create a request from two places: * The **Project Actions** menu on any project (via the "Make a Request" option) * The **Requests tab** on a project that already has existing requests When creating a request, you select the user you want to assign it to, give it a title, and optionally add a description. The assigned user receives an email notification with a link to the project. #### Request Lifecycle Every request follows a simple lifecycle: | Status | Meaning | | --------- | --------------------------------------------------- | | Pending | The request has been created and is awaiting action | | Completed | The assigned user has marked the request as done | | Declined | The assigned user has declined the request | | Cancelled | The person who created the request has withdrawn it | * Only the **assigned user** can complete or decline a request * Only the **requester** (the person who created it) can cancel a request * When completing or declining, the assigned user can add a response comment explaining their action #### Notifications When a request is created, the assigned user receives an email notification. A bell icon in the top navigation bar shows a badge with the number of pending requests assigned to you. Clicking the bell icon opens a dropdown showing your most recent pending requests. You can action them directly from the dropdown or click through to view the full details. ### 📂 Where to Find Requests There are three places to view requests: * **Top bar bell icon** - Shows a quick-access dropdown of your pending requests, visible from any page * **Requests page** - A dedicated page (accessible via the bell icon's "View All Requests" link) with two tabs: "Assigned to Me" and "Created by Me" * **Project Requests tab** - On any project that has requests, a "Requests" tab appears showing all requests for that project ### 📜 Project History All request activity is recorded in the project's history. This includes when a request is created, completed, declined, or cancelled, along with who performed the action. ### 💡 Why Use Requests? Requests are particularly useful for: * Asking a warehouse team member to check stock or prepare an order * Requesting a manager's input or approval on a project * Flagging something that needs attention from a specific colleague * Keeping all project-related communication in one place * Ensuring follow-up actions don't fall through the cracks Because requests are tied to the project, the full context is always available to the person actioning them. ### ✅ Summary Requests provide a simple way to: * Ask a colleague to take action on a project * Track whether the action has been completed, declined, or cancelled * Receive email notifications and in-app alerts for pending requests * Keep a full audit trail in the project's history This keeps your team aligned without relying on external communication tools. # Project History Project History gives you a complete, real-time record of everything that happens on a project - from creation through to delivery. With event typing and webhook tracking, you can instantly see what's working and what needs attention. ### 🧾 **What is Project History?** Project History is an audit trail attached to every project in OrderEazi Central. Each time a significant action occurs - a quote is sent, a document is created, a webhook fires - a history entry is recorded. Every entry captures: * Who performed the action (a user, an app, or an external system) * What happened (the event type and a description) * When it happened * Whether it succeeded or failed This provides you with full visibility into the project lifecycle, eliminating the need to ask your team or check external systems. ### ⚙️ **How It Works** #### Event Types Every history entry is classified with a severity level: Info - Normal activity. Things are working as expected. No icon is displayed in the history view. Warning - Something to be aware of, but not blocking. Displayed with a yellow triangle icon. Error - An issue has occurred and may require your attention. Displayed with a red circle icon. Info entries are the most common - they record standard project activity like creating documents, accepting orders, or importing lines. Warning and Error entries surface problems so you can act on them quickly. Info entries are the most common - they record standard project activity like creating documents, accepting orders, or importing lines. Warning and Error entries surface problems so you can act on them quickly. #### What Gets Recorded Project History captures a wide range of events, including: * Project creation, duplication, completion, and cancellation * Quote, invoice, purchase order, and sales order generation * Order acceptance, approval, and decline * Section and workflow changes * Document uploads * Tag additions and removals * Custom validation results (passed or failed) * Webhook delivery attempts #### User Attribution Each history entry shows who performed the action. For actions taken by a user in OE Central, this is the user's name. For actions triggered by an external system or app, the source is identified by a display name - so you can tell at a glance whether an action came from your team or from an integration. ### 🔗 **Webhook Tracking** One of the most useful aspects of Project History is its integration with webhooks. When OE Central sends a webhook notification to an external system, the outcome is recorded in history: * A successful send is logged as an Info entry * A failed send is logged as an Error entry, linked to the specific webhook queue record This means you don't need to check external logs to know whether a webhook was delivered. You can see it directly on the project. Resending Failed Webhooks If a webhook fails, the Error entry in history includes a resend option. You can requeue the webhook with a single click, directly from the project history view. OE Central will confirm the action before resending. Once a webhook is successfully resent, the original Error entry is automatically resolved - its link to the failed attempt is cleared, so it no longer shows the resend option. ### 🔍 **Error Visibility** Projects with unresolved errors are flagged in the workspace, making it easy to identify which projects need attention without opening each one individually. When you open a project's history, entries are sorted with the most recent first. Error and Warning entries stand out visually with their icons, so you can quickly scan for issues. If a project has unresolved webhook errors, you'll see this reflected in the project workspace. Resolving the error (by resending or by a successful retry) clears the flag automatically. ### 💡 **Why Use Project History Notifications?** Project History Notifications are particularly useful for: * Auditing what happened on a project and when * Diagnosing issues on projects that aren't progressing as expected * Maintaining accountability across teams and automated processes * Identifying failed webhook deliveries without checking external systems * Resending failed webhooks directly from OE Central * Understanding which actions were performed by your team versus external integrations ### ✅ **Summary** Project History Notifications provide a simple but powerful way to: * Track every significant event on a project in one place * Classify events by severity - Info, Warning, or Error * Monitor webhook delivery and resend failures with one click * Identify projects with unresolved errors directly from the workspace * Attribute actions to the correct user, app, or integration This feature gives you confidence that nothing is falling through the cracks - whether it's a team member's action or an automated integration. # Documents # Quote All information relevant to quotes in OrderEazi. # Create Quote Step-by-step guide to creating a quote in OrderEazi: 1. Create a new project in OrderEazi. 2. Select a company and add at least one product. 3. In the bottom-right corner, click Create Documents → Quote. 4. Scroll to the bottom of the page and click Create and Email. # Review Quote The **Quote Review** feature allows customers to **accept or reject a quote directly within OrderEazi**, closing the loop on the quoting process without relying on emails or external communication. This helps sales teams respond faster and ensures greater accuracy and transparency throughout the sales cycle. *** ### 🎯 Purpose Quote Review gives customers a simple way to confirm or decline a quote, while ensuring that all feedback and actions are automatically recorded in OrderEazi.\ It reduces miscommunication, shortens turnaround times, and keeps sales data accurate and centralized. *** ### ⚙️ How It Works When a sales rep generates a quote, they can choose to enable the **Display Ratings** document setting.\ This adds **thumbs-up (✅ Accept)** and **thumbs-down (❌ Reject)** buttons to the quote. Each button links to a secure Quote Review page for that specific quote.\ Customers can access this page directly from the quote — no login required. *** ### 🧾 On the Review Page When the customer opens the Quote Review page, they can: * **Accept the Quote** * Confirms that the quote is approved. * Updates the project status to **Approved** automatically in OrderEazi. * **Reject the Quote** * Allows selection of one or more **reasons for rejection**. * Optionally add comments for further context. * The rejection is recorded and visible to the sales rep, who can then generate a revised quote. *** ### 🚚 Delivery Address Confirmation Before approval, the customer is prompted to **verify the delivery address** shown on the quote.\ If it’s incorrect, they can **update it directly** from the review page.\ By accepting the quote, the customer confirms that the address is correct — helping to prevent fulfillment issues and improving data accuracy. *** ### 📊 Visibility & Tracking Sales reps can view the outcome of a Quote Review under the **Documents** tab on the related **Project**, next to the corresponding quote number.\ Each quote’s current review status is displayed, ensuring the team always knows whether a quote has been accepted or rejected. # Document Languages ## 🌍 Document Language Support OrderEazi supports generating business documents in multiple languages, allowing you to tailor documents to your customers and regions. Supported languages currently include: * **English** * **Portuguese** More languages will be added over time. *** ### 🏢 Supported Languages (Organization Settings) Document languages are managed at an organization level. In **Organization Settings**, you can enable one or more supported languages. These languages determine which options are available when generating documents. * If **only one language** is enabled, all documents are generated in that language automatically. * If **multiple languages** are enabled, you will be prompted to choose a language when generating documents. *** ### 📄 Generating Documents in a Specific Language When more than one document language is enabled: * A **Language** dropdown is displayed when generating documents such as: * Quotes * Sales Orders * Tax Invoices * Other supported project documents The selected language is used to generate all document content, including labels, headings, and static text. *** ### 🔁 Document Previews and Downloads Once a document has been generated, its language choice is retained. When previewing or downloading a document from the **Documents** tab on a project: * You will be prompted to select the language again. * The document is regenerated in the selected language before being displayed or downloaded. This ensures documents are always produced in the correct language, even if requirements change later. *** ### 👤 Default Document Language per Client You can optionally define a **default document language** for individual clients. When a default language is set: * Any document generated for projects linked to that client will automatically default to the configured language. * The language can still be changed manually during document generation if required. This is useful when working with clients who consistently require documents in a specific language. *** ### ✅ Summary * Multiple document languages can be enabled per organization * Language selection is available during document generation * Documents can be regenerated in different languages when previewed or downloaded * Clients can have a default document language configured Document Language Support helps ensure your documents are clear, localized, and aligned with customer expectations. # Products The products page will display a list of all the products loaded into your system. The user can add, edit, duplicate, disable, and manage the products on their product list from this page. \ \ These products will be used when sales reps and other users are added to projects they create using the system. ### Adding a new Product 1. Click on the add new Icon in the top right of the screen. 2. Select the type of product you are adding from the drop down 1. Product: This is a physical product purchased by clients to fulfill a want or need. 2. Service: This is a service based solution that is required by a client to fulfill a want or need. 3. Courier: This refers to a specific service or package offered by courier companies. 3. Enter in your product details. You must add a Product Code (SKU), Base code and Description as a minimum to be able to save the product. (If you product is a single product with no variants, you can use the Product code as your base code) 4. Click Save. 5. Once you have done the initial save, you will be able to add images and additional product information. {% embed url="" %} # Import Products **Managing Product Imports** Product imports are essential for updating your inventory with new items. Whether you're importing products from suppliers or adding new items to your online store, follow these steps to efficiently manage your product imports. **Importing Products - Easy as 1-2-3!** Getting new products into your inventory has never been easier. Just follow these simple steps: **1. Access Product Management** * Start by clicking on the "Products" icon located on the sidebar. **2. Go to Import Mode** * Look for the import product icon located at the top right corner, right next to the "Add Product" icon. Click on it. **3. Importing Made Simple** * Congratulations! You've entered the Import Product screen. Let's break it down: **Step 1: Download the Product Template** * Kickstart your product import process by downloading our handy Product Template. It's your trusty guide to success. **Step 2: Follow the Import Success Guide** * Now, for a seamless experience, follow our step-by-step instructions as you fill out your Excel sheet. We've tailored this guide to ensure your import goes off without a hitch. **Step 3: Upload Your Completed Template** * Once you've filled out your Excel sheet following our instructions, it's time to upload it. You can either drag and drop the file or simply click to upload. Sit back and relax; we'll handle the rest! **4. You're Done!** * That's it! You've successfully imported your products. It's as easy as 1-2-3. Now, watch your inventory grow and thrive. # Filling in the Import Product Template. **Product type:** Enter in on of the three product type options Product/Service/Courier **Product** - A tangible item that is manufactured, produced, or created for sale and consumption in the market. These products are typically physical objects that consumers can touch, see, and use for various purposes. Goods products can vary widely in complexity, size, and type, and they encompass a vast range of items that cater to different needs and preferences. **Service** - An intangible offering provided by individuals, organizations, or businesses to fulfill specific needs or requirements of their customers. Unlike physical goods, services are not tangible and cannot be held or touched; instead, they are actions, tasks, or activities that provide value or solve problems for the recipient. **Courier** – A service product that specializes in the efficient and timely delivery of packages, documents, and other items from one location to another. Couriers are responsible for transporting these items securely and often offer various delivery options to meet the needs of their customers. **Product Code/SKU** - A unique alphanumeric code or identifier assigned to a specific product within a company's inventory or stock management system.\ \ **IsActive** – The user will enter in either “true” or “false”. This will decide whether this product will be able to be added to projects. You can add the product as false if your do not have all the product information but want to get it added for an update later. Adding a product as True will mean that sales reps and other users will be able to add it to their projects.\ \ **Description** – This is a description of the product that will appear on the product and quotes that get sent out by Order Eazi. **BaseCode** – This is a code that connect products together. For example, if we have a T-shirt that comes in different sizes, the basecode is what will let the system know that these products are connected. If it is just a single product, you can use the Productcode as the base code.\ \ **Category** – You can either choose a category from the Category\_Lookup tab at the bottom, just copy and then paste. If the category you are looking for is not there you can enter in a new category, and it will get created during the import.\ \ **Brand** – You can either choose a category from the Brand\_Lookup tab at the bottom, just copy and then paste. If the category you are looking for is not there you can enter in a new brand, and it will get created during the import.
**Size** – Enter in the Size of the product if the product comes in different sizes.\ \ **Colour** – Enter in the Colour of the product if the product comes in different colours.\ \ **Length** – Enter in the Length of the product packaged in CM’s.\ \ **Width** - Enter in the width of product packaged in CM’s.\ \ **Height** - Enter in the height of product packaged in CM’s.\ \ **Weight** – Enter in the weight of the product packaged in KG’s.\ \ **WeightUnitOfMeasure** – This will always be KG unless you have no entered in a weight, in which case you can leave this blank.\ \ **DefaultSelling** – Please enter in the selling price of the product Excluding VAT.\ \ **DefaultCost** – Please enter in the cost price of the product Excluding VAT.\ \ **SupplierName** – This is the name of the supplier that the product is coming from. If this is an original product then there is no need for the supplier name. If the Product is from a third-party supplier and you have a feed with them, you will want to enter in the name.\ \ **Preferred Supplier** – You just need to answer true or false on whether you would like to use this supplier for stock and pricing. **SupplierCode** – This is the product code or SKU that the supplier uses for this product. **StockCheckCode** – You may need to enter a stock code provided by the supplier if you want to have stock updates on the products. Some suppliers use a specific code, while others will use the product code/SKU. # Simple Inventory Management ## Streamline Your Stock Management with the Simple Inventory Feature in OrderEazi! OrderEazi just got even more powerful! With our new Simple Inventory feature, you can effortlessly manage and track your stock levels, gaining visibility into external Warehouse Management Systems (WMS) in real time and giving you complete control over your inventory. Imagine having all the essential data you need at your fingertips, allowing you to make informed decisions about stock availability and ordering without the need for the full Enterprise Inventory Module! ### Why Use Simple Inventory in OrderEazi? The Simple Inventory feature is designed to bring ease and efficiency to your inventory management process. By using this OrderEazi feature, you enhance your ability to monitor stock levels and movements, ensuring you have the right products on hand when your customers need them. #### Real-Time Stock Tracking With Simple Inventory, you receive instant visibility into your stock levels, so you can make timely decisions without the stress. * **Incoming Stock:** Know exactly what’s on the way by tracking quantities associated with purchase orders that haven’t yet arrived. * **Actual Stock:** Get a clear picture of the stock currently available at your location, ensuring you always know what you have in hand. * **Reserved Stock:** Understand how much of your inventory is reserved for existing sales orders, allowing you to manage orders more effectively. * **Available Stock:** See at a glance how much stock you can allocate to new sales after accounting for reservations. #### Tracking Changes to Stock Levels Over Time The Simple Inventory feature also shows how your stock levels change over time. Whenever there’s an update, whether imported from external sources or manually edited, these changes are recorded on each product. This clear view of stock changes helps you manage your inventory more effectively. ### How to use it? #### Requirements * You will need to install an OrderEazi App Integration that supports importing Stock Levels. #### Currently Supported App Integrations * Sage X3 {% hint style="info" %} Keep your eye out for more integrations coming soon! If you would like to suggest an integration for us to support, please reach out to OrderEazi Support by sending an email to {% endhint %} Once you have installed and setup your OrderEazi App Integration of choice, navigate to the `Products > Inventory` page from the Navigation Menu.

Here, you will be able to see an overview of all of your stock being managed by an external WMS.

Easily view the history of a Product's stock level history by selecting the three-dot menu (highlighted in the image).

Should you wish to make a manual change to the reported quantity, you can select the Edit button. Here, you can insert the Actual Quantity that you have in your Warehouse, along with a Reason for the stock change.

You will then see the change reflected in the Stock History.

# Product Client Restrictions The Product Client Restrictions feature lets you control which clients a product is available to. When restrictions are set, the product is hidden from projects belonging to other clients - giving you 🧾 What are Product Client Restrictions? By default, every product in OrderEazi is available to all clients. Client Restrictions let you change this by associating a product with one or more specific clients. When a product has restrictions applied, it can only be added to projects that belong to one of the allowed clients. Projects belonging to other clients won't see the product at\ all. If no restrictions are set, the product remains unrestricted and available to everyone. ⚙️ How It Works When you edit a product, you'll find a Client Restrictions section. You can search for and add clients using the autocomplete input. * Leave the section empty to keep the product unrestricted * Add one or more clients to restrict the product to those clients only * Remove a client tag to revoke their access When you save the product, OrderEazi automatically checks all open projects for incompatible lines - project lines where the product is now restricted from the project's client. When incompatible lines are found: * Lines that can be removed are deleted automatically * Lines tied to an existing sales order are locked and skipped - these require manual review * A notification is shown after the save, summarising how many lines were removed and across how many projects 💡 Why Use Product Client Restrictions? Product Client Restrictions are particularly useful for: * Selling exclusive or branded products to a single client without exposing them to others * Managing supplier-specific product ranges where access is contractually limited * Preventing quoting errors by hiding products that aren't valid for a given client * Controlling product visibility during phased rollouts or trials with specific clients 🔒 Sales Order Locks OrderEazi will not automatically remove a project line if that project already has a sales order raised against it. In this case, the line is flagged in the post-save notification as requiring manual review. You'll need to handle these lines directly on the affected projects. A line locked by a sales order cannot be automatically removed. Review the affected projects and remove or replace the line manually. ✅ Summary Product Client Restrictions give you control over which clients can access a product: * Products with no restrictions are available to all clients * Restricted products are hidden from projects belonging to other clients * Incompatible project lines are removed automatically when restrictions are saved * Lines locked by a sales order are preserved and flagged for manual review This keeps your catalogue clean and prevents products from appearing in projects where they don't belong. # End Users ## 👤 End Users The **End Users** feature allows you to associate a project or order with the actual recipient of the goods, rather than only the customer (client) placing the order. This adds flexibility to how orders are fulfilled and delivered, without changing your commercial relationship with your customer. *** ### 🧾 What is an End User? An **End User** represents the final recipient of the goods. This could be: * An individual buying goods through a reseller * A site, branch, or department receiving stock * A third party receiving goods on behalf of your customer End Users are distinct from **Clients** in OrderEazi. Clients remain the entity you sell to and invoice, while End Users represent where the goods are ultimately delivered. *** ### ⚙️ How End Users Work When working on a project, you can optionally select an End User. Each End User consists of: * A **Name** * One or more **Contacts** * One or more **Addresses** You search for an End User by name or contact name, then select: * The contact to associate with the project * The address to be used for delivery This information is stored against the project and used where applicable throughout the order lifecycle. *** ### 🚚 End User Delivery When an End User is selected, you can enable **End User Delivery**. When this option is enabled: * The project is marked as being delivered to the End User * The **Shipping Address** of the project is automatically set to the selected End User address This makes it clear that the goods should be delivered directly to the End User, rather than to the client’s default shipping address. *** ### 🔒 Managing End Users End Users are **not managed in OrderEazi Central**. Key points: * End Users can only be **imported via the API** from an external system * There is currently no manual creation or editing of End Users within the OrderEazi UI * All End User data (names, contacts, addresses) is maintained in the source system This ensures End User information remains consistent with your upstream systems. *** ### 💡 Why Use End Users? The End Users feature is designed to support more flexible selling and fulfillment models, including: * **Direct-to-site deliveries** without routing stock through the client’s warehouse * **Back-to-back orders** delivered straight to the final recipient * **Projects with multiple delivery locations** across different end users * **Reseller or dealer models** where billing and delivery recipients differ * **Improved delivery accuracy**, using end-user specific contacts and addresses * **Clear separation** between commercial customer details and logistical delivery details By decoupling who you sell to from where you deliver, End Users allow you to adapt OrderEazi to more complex, real-world sales and distribution scenarios. *** ### ✅ Summary End Users provide a simple but powerful way to: * Capture who goods are ultimately delivered to * Select the correct contact and delivery address per project * Deliver directly to end users when required This feature enhances flexibility without adding complexity to your core customer and invoicing workflows. # Clients Clients refers to the section where you can view, add and edit the customers that you deal with. You will be able to add customers individually or you will be able to import a list of clients. \ \ From this page you can manage client information, company details, currencies, workflows,, Sales reps, pricelists and addresses. ### Adding a new client 1. Click on the Add Client Icon. 2. Enter in the company details. You will need to enter a Company name as this is a requirement. 3. Enter in the default settings. You will need to enter in the Tax Type, Payment Due Date and the Currency as these are required fields. 4. Enter in the Default Contact Person. You will need to enter in the Contact Person, Surname and Email address as these are required fields. 5. You can fill in the postal and physical addresses but these are not required. 6. you will see two additional tabs at the top of the page, Additional Contacts and Pricelists. 7. Click on additional Contacts and enter the details for any additional contact persons. 8. Click on Pricelists and select a pricelist for this client from the dropdown. 9. Once you are done you can click on the create button on the bottom right of the page. {% embed url="" %} # Import Customers **Managing Client Information - Simple and Effective!** Maintaining accurate client records is crucial for effective business management. Whether you're adding new clients to your database or updating existing ones, follow these straightforward steps to efficiently manage your client information. **Adding Clients - As Easy as 1-2-3!** Expanding your client database has never been simpler. Just follow these straightforward steps: This updated text shifts the focus to managing client information and outlines the steps for adding clients. **1. Access Client Management** * Start by clicking on the "Clients" icon located on the sidebar. **2. Go to Import Mode** * Look for the import client icon located at the top right corner, right next to the "Add Client" icon. Click on it. **3. Importing Made Simple** * Congratulations! You've entered the Import Client screen. Let's break it down: **Step 1: Download the Client Template** * Kickstart your client import process by downloading our handy Client Template. It's your trusty guide to success. **Step 2: Follow the Import Success Guide** * Now, for a seamless experience, follow our step-by-step instructions as you fill out your Excel sheet. We've tailored this guide to ensure your import goes off without a hitch. **Step 3: Upload Your Completed Template** * Once you've filled out your Excel sheet following our instructions, it's time to upload it. You can either drag and drop the file or simply click to upload. Sit back and relax; we'll handle the rest! **4. You're Done!** * That's it! You've successfully added your clients. It's as simple as 1-2-3. Now, watch your client base grow and thrive. # Filling in the Client Import Sheet **Client Name:** Enter in the Name or Company Name of the client. This is a required field. **Active:** Enter true for Active and False for Inactive. **Industry:** Using the Industry\_Lookup Tab you can copy and paste in the industry the client is in. **VATReference:** **IdentificationNumber:** **Balance:** Enter in the current balance that the client has with you. **CreditLimit:** Enter in the current credit limit for the client. **SalesRep:** Enter in the email address of the sales rep assigned to the client. **WebsiteAddress:** Enter in the URL of the clients website **TaxType:** Select the TaxTypes\_lookup tab and copy and paste the correct option in this column. **PaymentDueDate:** Enter in the number of days the client has to pay. This is a required Field. **PaymentType:** Go to the Payment\_Types\_Lookup tab and copy and paste in the payment type for this client. This is a required field. **Currency:** Please type in the Currency code, if you are unsure you can google the code. **Name:** Enter in the contact persons Name. This is a required field. **Surname:** Enter in the contact persons Surname. This is a required field. **JobTitle:** Enter in the job tile of the contact person **Telephone:** Enter in the company landline number if they have one. **Mobile:** Enter in the contact persons **Email:** Enter in the contact persons email address. This is a required field. **Contact Country:** Enter the name of the country that the contact person is from. **Postal and Shipping Address:** Enter in the billing and postal address of the contact person. # Statements {% hint style="info" %} Statements are only available if your OrderEazi instance is linked to the SageOne or Xero financial system. {% endhint %} ## General In OrderEazi you can generate statements from the real financial data captured in your financial system. This will show all the debits, payments, and credits to the selected customer's account captured in your financial system. You can generate a downloadable PDF document to share with your client if you wish. It is important to note that the information contained in the statement consists **only** of data stored in your financial system. You have to select from and to dates to retrieve the data from the financial system. By default, the values will be set to the current month.

You may see more options depending on the financial system you are connected to. The example above will be shown if you are linked to Xero. ## Preview Statement You can preview a statement by selecting or setting the options and clicking on the **Preview Statement** button. The statement will be generated and displayed in PDF format in your browser. ## Download Statement You can also download statements by selecting or setting the options and clicking on the **Download Statement** button. The statement will be generated in PDF format and downloaded automatically to your browser. # Suppliers Suppliers are a business entity that provides goods. These goods are used in the production or operation of your business. Effective supplier management is essential for maintaining quality, reliability, and cost-effectiveness in the supply chain. ### How to add a Supplier 1. Click on the add Supplier icon in the top right of the age. 2. Add Supplier/Company name, Contact person Name and Email, Tax Type and Currency. These are required fields and must be entered before you can create the supplier. 3. Fill in the additional details if you have them. 4. Enter in any supplier notes that you may have if needed. 5. Click Create. {% embed url="" %} # Import Supplier **Managing Supplier Information - Simple and Effective!** Maintaining accurate supplier records is crucial for effective business management. Whether you're adding new suppliers to your database or updating existing ones, follow these straightforward steps to efficiently manage your supplier information. **Adding Suppliers - As Easy as 1-2-3!** Expanding your supplier database has never been simpler. Just follow these straightforward steps: This updated text shifts the focus to managing supplier information and outlines the steps for adding suppliers. **1. Access Supplier Management** * Start by clicking on the "Suppliers" icon located on the sidebar. **2. Go to Import Mode** * Look for the import supplier icon located at the top right corner, right next to the "Add Supplier" icon. Click on it. **3. Importing Made Simple** * Congratulations! You've entered the Import Supplier screen. Let's break it down: **Step 1: Download the Supplier Template** * Kickstart your supplier import process by downloading our handy Supplier Template. It's your trusty guide to success. **Step 2: Follow the Import Success Guide** * Now, for a seamless experience, follow our step-by-step instructions as you fill out your Excel sheet. We've tailored this guide to ensure your import goes off without a hitch. **Step 3: Upload Your Completed Template** * Once you've filled out your Excel sheet following our instructions, it's time to upload it. You can either drag and drop the file or simply click to upload. Sit back and relax; we'll handle the rest! **4. You're Done!** * That's it! You've successfully added your clients. It's as simple as 1-2-3. Now, watch your supplier base grow and thrive. # Supplier Import Sheet # Reports Welcome to our reports :wave:. We have put together a way for you to visualize and export useful information based on your data that we believe you should have access to. Our reports aim to provide meaningful insights into your business and help inform your next big business decisions :moneybag:. # Back Order Report The Back Order Report shows approved orders that are only partially or not yet invoiced. ### ⚙️ How It Works The report uses a two-level view. The summary table shows one row per sales rep with order, invoiced, and outstanding totals. You can expand each rep to see the individual projects that make up those totals, with the same financial breakdown per project. Completed orders are excluded by default, keeping the focus on what's still outstanding. Results are sorted by sales rep. ### 🔍 Filters * **Date range** * **GP filter** - All, Negative GP, or Positive GP * **Exclude completed orders** - on by default ### 📋 What You'll See **Summary level (per rep):** * Sales Rep * Order totals (Sales, Cost, GP) * Invoiced totals (Sales, Cost, GP) * Outstanding totals (Sales, Cost, GP) **Detail level (per project):** * Project Number * Approval Date * Customer * Industry * Same financial breakdown as summary * Invoice Numbers ### 💡 When to Use This Report This report is useful for: * Tracking outstanding revenue that hasn't been invoiced yet * Spotting negative-GP orders before they're invoiced * Pipeline visibility for team leads * Identifying orders that have stalled between approval and invoicing ### ✅ Summary * Two-level view - summary per rep, detail per project * Focus on outstanding orders by excluding completed ones by default * Filter by GP to quickly find problem orders * Gives team leads a clear picture of what's approved but not yet invoiced # Commission Report The Commission Report shows commission per sales rep with inline-editable commission percentages. ### ⚙️ How It Works The report shows commission calculations grouped by rep, then by client and project within each rep. Commission percentages are editable inline - you can change the percentage on individual lines or set a bulk "global commission %" per rep. The report recalculates live as you make changes. Commission can be calculated on either Total Selling or GP Amount, depending on your commission structure. Sub-totals are shown per rep, with a grand total across all reps at the bottom. ### 🔍 Filters * **Order type** - five options: Approved, Invoiced, Partially Paid, Paid in Full, or Delivered * **Commission basis** - Total Selling or GP Amount * **Include expenses** - toggle on or off * **Date range** ### 📋 What You'll See Each row shows: * Sales Rep * Customer * Industry * Project Number * Document Number * Invoice Date * Total Cost * Markup * Total Selling * Paid * GP Amount * GP% * Commission% * Commission Value * Expenses ### 💡 When to Use This Report This report is useful for: * Monthly commission calculations * Comparing commission on selling vs GP * Reviewing rep earnings across different order types * Adjusting commission percentages per line or per rep in bulk ### ✅ Summary * Commission percentages are editable inline - per line or in bulk per rep * Choose whether commission is based on Total Selling or GP Amount * Filter by order type to calculate commission at different stages of the sales cycle * Sub-totals per rep and grand totals update live as you make changes # Cost Price Tracking ### Introduction Cost Price Track report allows you to compare the history of products prices from different suppliers. This information is represented on a line graph and much like our other reports you can export the data to a excel file, the graph image included inside. The cost price graph depicts cost vs time, cost being the y axis and time the x axis. The time is denoted by dates which show the change in prices for products as time moved on. We can see a products supply and demand across multiple suppliers. ### How to use Cost Price Tracking #### Report Date Ranges The first and most important control is the date range start and end filter. Select a starting date and a end date. This allows you to filter pricing history from a start date to a end date. This is the range of product price history we want to see. #### Product Ranges Type in the check box to search for a range of products. You should see a list of base products appear bellow for you to select from. You can select multiple. This will fetch historical price data for all products that share the base codes you have selected. #### Products Type in the check box to search for a specific product. Select a product from the list that appears bellow, you can select multiple products. You can use this if you want to view pricing from specific products as well. #### Product Suppliers Here you can select suppliers to filter on. If you choose suppliers to filter the product prices you will only see results from the selected suppliers. #### Hit Generate Report Lastly you will need to press the big green button above all the filters in order to generate the report. The export button is found on the top right corner of the report once it generates. #### The Graph You can interact with the graph to adjust the data. Click on a label and the graph will omit that products line while re-adjusting the x y ranges. Click on the label again if you want to see the product back on the graph. If you would like to see information for a particular product at a specific time you can hover over a point on the line. A box will appear with the exact values for that point. #### Notes and Tips In order for the search to kick off when finding Products or Product Ranges at least 3 characters are needed. # Courier Report The Courier Report shows order-level courier data with box counts and profitability. ### ⚙️ How It Works The report shows one row per product line for orders that went through courier. Box counts are included alongside the full cost, selling, and GP breakdown, giving you visibility into both logistics and profitability in one view. The date filter is based on the Sales Order created date. Results are sorted by date descending. ### 🔍 Filters * **Date range** - defaults to the current month ### 📋 What You'll See Each row shows: * Date * Sales Rep * Customer * Project Status * Invoice Number * SO Number * Product * SKU * Supplier * Units * Cost * Selling * Invoice Total Excl. VAT * Box Count * GP * GP% ### 💡 When to Use This Report This report is useful for: * Reviewing courier order profitability * Tracking box counts for logistics planning * Auditing courier costs against selling prices ### ✅ Summary * Shows courier orders with box counts and full financial breakdown * One view for both logistics data and profitability * Use this to ensure courier orders are profitable and to plan logistics # Daily Metrics Daily Metrics gives you an activity snapshot per sales rep across today, this week, and this month. It loads automatically with no filters required. ### ⚙️ How It Works The report loads immediately on page load with no filter inputs needed. Each row represents one sales rep, with activity metrics broken out across three time horizons: today, this week, and this month. Grand totals appear at the bottom, including averages for time-based metrics. ### 📋 What You'll See For each time horizon (today, this week, this month): * Number of Quotes * Quoted Value * Accepted Quotes * Accepted Value * Average Quoting Time (minutes) * Invoiced Value ### 💡 When to Use This Report This report is useful for: * Morning team check-ins * Tracking quoting velocity across the team * Identifying reps who are quoting but not converting * A quick pulse check on daily, weekly, or monthly activity ### ✅ Summary * No filters needed - loads instantly with current data * Shows quoting, conversion, and invoicing activity per rep * Three time horizons in one view: today, this week, this month * Ideal for quick team performance check-ins # Daily/Weekly/Monthly Sales The Daily/Weekly/Monthly Sales report shows invoiced sales and confirmed orders per rep for a selected date, with weekly and monthly context. ### ⚙️ How It Works This report shows two tables on one page: * **Invoiced** - sales figures per rep * **Confirmed Orders** - purchasing figures per rep Each table shows per-rep figures for the selected date, the week containing that date, and the month containing that date. Results are grouped by day with summary rows. This gives you a layered view - daily output in context of the wider weekly and monthly trends. ### 🔍 Filters * **Date** - single date picker, defaults to today Weekly and monthly figures are calculated automatically from the selected date. ### 📋 What You'll See For each time horizon (daily, weekly, monthly): * Sales * GP * GP% * Orders * Basket Size * Units * Average Unit Value ### 💡 When to Use This Report This report is useful for: * Daily sales meetings * Tracking rep performance at different time scales * Comparing daily output to weekly and monthly trends * Reviewing purchasing activity alongside sales ### ✅ Summary * Pick a single date and see daily, weekly, and monthly sales in one view * Invoiced sales and confirmed orders shown side-by-side * Gives context to daily performance by showing the bigger picture * Simple, focused report for daily team standups # Order Profit Detail Report The Order Profit Detail Report shows a line-item level profit breakdown per invoice - one row per product line within each order. ### ⚙️ How It Works This report goes one level deeper than the Sales Report. Instead of one row per invoice, it shows one row per product line within each invoice. This makes it easy to identify exactly which products are dragging down GP on a given order. If the Sales Report flags a low-margin invoice, this report tells you which line items caused it. ### 🔍 Filters * **Date range** - defaults to the current month ### 📋 What You'll See Each row represents a single product line on an invoice: * Invoice Number * Project * Client * Product Code * Description * Units * Unit Cost * Unit Selling * Total Cost * Total Selling * Total GP * GP% ### 💡 When to Use This Report This report is useful for: * Drilling into GP problems flagged by the Sales Report * Auditing product-level margins on specific orders * Reviewing pricing accuracy across product lines * Identifying products that are consistently sold at low margins ### ✅ Summary * Shows one row per product line per invoice for granular profit visibility * Use this alongside the Sales Report to move from high-level GP concerns to specific line items * Helps identify exactly which products are affecting profitability # PowerBI Reporting with OData OrderEazi Central provides a built-in OData endpoint that lets you connect business intelligence tools like Microsoft PowerBI directly to your data. This gives you the flexibility to build custom repo ### 🧾 What is OData? OData (Open Data Protocol) is an industry-standard way for applications to share data over the web. It works like a structured, queryable data feed that tools like PowerBI can consume natively. OrderEazi Central exposes a read-only OData v4 endpoint at `/odata/` on your instance. This endpoint provides access to 32 core data sets covering projects, products, clients, suppliers, documents, stock levels, and more. > The OData endpoint is read-only. It cannot be used to create, update, or delete data in Central. ### 🔒 Permissions and Access Access to the OData endpoint requires an API key with the **Read OData (PowerBI)** permission enabled. Key points: * The OData permission is not enabled by default on existing API keys * An administrator must explicitly grant this permission per API key via the API Keys management screen * New API keys created for installed apps automatically receive this permission * All OData requests are rate-limited to 500 requests per minute per API key > If you don't yet have an API key, ask your OrderEazi administrator to create one and enable the Read OData (PowerBI) permission. ### ⚙️ Connecting PowerBI Desktop To connect PowerBI Desktop to your OrderEazi data: 1. Open PowerBI Desktop 2. Select **Get Data**, then choose **Blank Query** 3. Click **Advanced Editor** in the ribbon 4. Enter the following Power Query M code: ``` let Source = OData.Feed( "https://your-instance.ordereazi.com/odata", null, [ Implementation = "2.0", Headers = [ #"X-OrderEazi-Key" = "your-api-key-here" ] ] ) in Source ``` 5. Replace `your-instance.ordereazi.com` with your actual OrderEazi hostname 6. Replace `your-api-key-here` with your API key 7. Click **Done** PowerBI will connect and display all available data sets as a navigation table. Select the tables you need for your report. > Setting `Implementation = "2.0"` tells PowerBI to use the OData v4 client. This enables server-side query folding, meaning PowerBI pushes filters and column selections to OrderEazi rather than downloading all data first. ### 📋 Available Data Sets The OData endpoint exposes the following data sets. Names shown here are the OData names you'll see in PowerBI. #### Core Business Data | Data Set | Description | | ---------------- | ---------------------------------------------------------------------------- | | Clients | Customer records with contact details, credit limits, and balances | | Suppliers | Supplier records with contact details and payment terms | | Products | Product catalogue with codes, descriptions, pricing, and status | | Projects | Orders and quotes with status, deadlines, and sales channel | | Documents | Financial documents such as invoices, purchase orders, and credit notes | | ProjectLines | Individual line items on projects with quantities, costs, and selling prices | | DocumentProducts | Line items on financial documents with quantities and pricing | | ProjectValues | Aggregated totals per project including cost, sales, GP, and VAT | #### Reference Data | Data Set | Description | | ------------- | ----------------------------------------------------- | | Currencies | Currency definitions with codes and symbols | | Organizations | Your company details including addresses and settings | | TaxTypes | Tax/VAT type definitions with percentages | | Brands | Product brand names | | Industries | Client industry classifications | | Categories | Product category hierarchy | #### Detail and Relationship Data | Data Set | Description | | ---------------------- | ------------------------------------------------------------------- | | DocumentProductSerials | Serial numbers tracked against document line items | | ProductCategories | Product-to-category assignments | | ProductDimensions | Physical dimensions and weight per product | | ProductKeyValues | Custom extended attributes on products | | ProductMarkupMargins | Minimum, maximum, and suggested markup/margin per product | | ProductSuppliers | Product-to-supplier relationships with cost prices and stock levels | | SupplierCategories | Supplier category groupings | | ParcelDefinitions | Shipping parcel/box size templates | | ProjectHistories | Audit trail of events on projects | | ProjectLineKeyValues | Custom extended attributes on project lines | | ProjectKeyValues | Custom extended attributes on projects | | ProjectTags | Project-to-tag assignments | | Tags | Tag definitions with names and colours | | UserDetails | Sales rep and user profiles with commission settings | | SimpleStockLevels | Stock quantities by product, location, and warehouse | | ProductMOQs | Minimum, maximum, and default order quantities per product | | DocumentVoids | Records of voided documents with action type and reason | | ProjectRequests | Approval requests with status, assignee, and response | ### 🔍 Querying Specific Data To connect to a single data set rather than the full navigation table, specify the data set name in the URL: ``` let Source = OData.Feed( "https://your-instance.ordereazi.com/odata/Products", null, [ Implementation = "2.0", Headers = [ #"X-OrderEazi-Key" = "your-api-key-here" ] ] ) in Source ``` Replace `Products` with any data set name from the table above. ### 🔗 Navigation Properties The OData endpoint supports navigation properties, which let you traverse relationships between data sets. For example, you can retrieve all project lines for a specific project by navigating from the project to its related data: ``` /odata/Projects({project-id})/ProjectLines /odata/Projects({project-id})/ProjectValues /odata/Documents({document-id})/DocumentProducts ``` The following navigation paths are available: #### From Core Business Data | Parent Data Set | Navigation Path | Returns | | ---------------- | ----------------------- | ----------------------------------------------------- | | Projects | /ProjectValues | Aggregated totals for the project | | Projects | /ProjectLines | Line items on the project | | Projects | /ProjectHistories | Audit trail of events on the project | | Projects | /ProjectTags | Tags assigned to the project | | Projects | /Documents | Financial documents linked to the project | | Projects | /DocumentProductSerials | Serial numbers tracked against the project | | Documents | /DocumentProducts | Line items on the document | | Documents | /DocumentVoids | Void records for the document | | Documents | /DocumentProductSerials | Serial numbers tracked against the document | | Documents | /ChildDocuments | Documents created from this document | | Products | /DocumentProducts | Document line items for the product | | Products | /ProductCategories | Category assignments for the product | | Products | /ProductSuppliers | Supplier relationships for the product | | Products | /ProductKeyValues | Custom extended attributes on the product | | Products | /ProductDimensions | Physical dimensions and weight for the product | | Products | /ProductMarkupMargins | Markup/margin settings for the product | | Products | /ProductMOQ | Minimum order quantities for the product | | Products | /ProjectLines | Project line items for the product | | Products | /SimpleStocklevels | Stock levels for the product | | Suppliers | /DocumentProducts | Document line items from the supplier | | Suppliers | /ProductSuppliers | Product relationships for the supplier | | Suppliers | /ProjectLines | Project line items from the supplier | | ProjectLines | /DocumentProducts | Document line items linked to the project line | | ProjectLines | /DocumentProductSerials | Serial numbers tracked against the project line | | DocumentProducts | /DocumentProductSerials | Serial numbers tracked against the document line item | #### From Reference Data | Parent Data Set | Navigation Path | Returns | | --------------- | ------------------ | ------------------------------------- | | Currencies | /CurrencyDocuments | Documents using this currency | | Currencies | /CurrencyProjects | Projects using this currency | | Currencies | /Clients | Clients using this currency | | Currencies | /Suppliers | Suppliers using this currency | | TaxTypes | /Clients | Clients assigned this tax type | | TaxTypes | /Suppliers | Suppliers assigned this tax type | | TaxTypes | /Projects | Projects assigned this tax type | | Brands | /Products | Products under this brand | | Industries | /Clients | Clients in this industry | | Tags | /ProjectTags | Project-tag assignments for this tag | | UserDetails | /Clients | Clients managed by this sales rep | | UserDetails | /Documents | Documents created by this user | | UserDetails | /DocumentVoids | Document voids performed by this user | | UserDetails | /ProjectHistories | Project history entries by this user | | UserDetails | /Projects | Projects managed by this sales rep | > You can also use `$expand` as an alternative to navigation paths. For example, `/odata/Projects({id})?$expand=ProjectValues` returns the project with its values inline in a single request. ### 📐 Query Options The OData endpoint supports standard query options that PowerBI uses automatically when you apply filters and transformations: * **$select** - Choose specific columns to reduce data transfer * **$filter** - Apply conditions to retrieve only matching records * **$orderby** - Sort results by one or more columns * **$top** - Limit the number of records returned (maximum 1,000 per request) * **$skip** - Skip a number of records for pagination * **$count** - Include a total record count in the response * **$expand** - Include related data in a single request (one level deep) PowerBI applies these automatically through query folding. When you add filters or remove columns in PowerBI, those operations are pushed to the server for efficiency. > The default page size is 100 records, and the maximum you can request via $top is 1,000. PowerBI handles pagination automatically, so you don't need to manage this yourself. ### 💡 Why Use OData with PowerBI? Connecting PowerBI to OrderEazi via OData is particularly useful for: * Building custom dashboards tailored to your business KPIs * Combining OrderEazi data with data from other sources in a single report * Creating scheduled reports that refresh automatically * Performing ad-hoc analysis that goes beyond Central's built-in reports * Sharing interactive reports with stakeholders who don't need Central access * Tracking trends over time with historical snapshots in PowerBI datasets ### ✅ Summary The OData endpoint provides a powerful, read-only connection between OrderEazi Central and PowerBI: * Access 32 data sets covering projects, products, clients, suppliers, documents, and stock * Navigate relationships between data sets using navigation properties (e.g. Projects/ProjectLines) * Authenticate using your existing API key with the Read OData (PowerBI) permission * Connect via PowerBI's Advanced Editor using the OData.Feed function * Server-side query folding ensures efficient data transfer * Standard OData query options give you full control over filtering, sorting, and pagination This feature lets you build the exact reports your business needs, using the full power of PowerBI's visualisation and analysis tools. # Supplier Spend Report The Supplier Spend Report shows line-item level purchasing data - what was bought, from whom, and at what price. ### ⚙️ How It Works The report shows one row per product line purchased, with full supplier, client, and financial detail. The date filter is based on the Sales Order created date. Supplier and client name inputs support autocomplete search, making it easy to narrow down results. ### 🔍 Filters * **Supplier name** - with autocomplete * **Customer name** - with autocomplete * **Document number** * **Date range** - defaults to the current month ### 📋 What You'll See Each row shows: * Date * Sales Rep * Customer * Industry * Supplier * SKU * Supplier SKU * Units Sold * Unit Cost * Total Cost * Unit Selling * Total Selling * GP * GP% ### 💡 When to Use This Report This report is useful for: * Auditing supplier costs across orders * Comparing spend across suppliers for the same products * Reviewing purchasing for a specific client or document * Identifying high-spend suppliers with low GP ### ✅ Summary * One row per product line purchased, with full supplier and financial detail * Autocomplete on supplier and client name for quick filtering * Use this to audit costs, compare suppliers, and identify margin pressure from the purchasing side # Sales Report The Sales Report shows revenue and gross profit per invoice or approved order over a date range, with an optional previous-period comparison. ### ⚙️ How It Works The report pulls one row per financial document - either an invoice or an approved sales order, depending on your selected order type. Each row summarises selling, cost, GP, expenses, and markup for that order. This gives you a high-level view of revenue and profitability without needing to drill into individual product lines. You can toggle on a previous period comparison. This shifts the same date range back by the same number of days, so you can see how the current period stacks up against the previous one. ### 🔍 Filters * **Date range** - defaults to today through the end of the current month * **Order type** - Invoiced or Approved * **Previous period** - toggle on to show a comparison with the equivalent prior date range ### 📋 What You'll See Key columns in the report: * Project Number * Document Number * Customer * Sales Rep * Total Selling * Total Cost * GP and GP% * Expenses * Units The report includes two GP figures: * **Total GP** - the GP at the time the order was invoiced * **Total Project GP** - the live, current GP based on today's values This distinction is important when costs or pricing have changed since the original invoice. ### 💡 When to Use This Report This report is useful for: * Monthly revenue reviews * Comparing sales performance across periods * Identifying low-GP orders that need attention * Tracking individual sales rep output * Getting a quick overview of invoiced vs approved revenue ### ✅ Summary * Shows one row per invoice or approved order with full financial breakdown * Compare current and previous periods side-by-side * Use Total GP for historical accuracy and Total Project GP for current margins * Start here for a high-level view of sales performance before drilling into detail reports # Sales Per Industry/Rep The Sales Per Industry/Rep report shows a client-level sales summary grouped by industry and sales rep. ### ⚙️ How It Works The report uses a two-level layout. A summary table at the top shows all clients with their industry, rep, sales, purchases, and GP. Below that, collapsible panels group the same data per sales rep. Results are sorted alphabetically by rep, making it easy to compare performance across the team. ### 🔍 Filters * **Date range** - defaults to today through the end of the current month ### 📋 What You'll See Each row shows: * Client Name * Industry * Sales Rep * Last Sales Rep * Active status * Sales * Purchases * GP Sub-totals are shown per rep, with a grand total across all reps. ### 💡 When to Use This Report This report is useful for: * Understanding industry concentration across your client base * Reviewing client distribution across reps * Identifying which industries drive the most revenue * Spotting clients that have changed reps ### ✅ Summary * Two-level view - summary across all clients, then grouped by rep * Shows industry alongside sales data for each client * Use the "Last Sales Rep" column to track client movements between reps * Helps identify which industries and reps are driving your business # 📦 Stock Reorder Report The Stock Reorder Report gives you a complete view of your stock position and replenishment needs across your entire product range. It helps you identify which products need ordering, when they need to arrive, and how much to order - all calculated from your actual sales velocity and supplier lead times. ### 🧾 What is the Stock Reorder Report? The Stock Reorder Report analyses your current stock levels against your committed demand and outstanding purchase orders to produce a projected net stock position for each product. From that projected position, the report calculates how many days of demand your current stock will cover, based on your average daily sales over a configurable lookback period. This gives you a clear, data-driven view of when stock will run out and what action is needed. The report is available from the Sales Reports menu and requires the `Stock Reorder Report` permission. ### ⚙️ How It Works #### Projected Net Stock The foundation of the report is the Projected Net Stock calculation for each product: **Projected Net Stock = Current Available + On PO Incoming - Committed Sales Orders** * **Current Available** - physical stock on hand right now * **On PO Incoming** - quantities on open purchase orders that haven't been received yet * **Committed Sales Orders** - quantities committed to active, incomplete projects A positive value means you have stock available after fulfilling all committed demand. A negative value means you're already oversold. #### Days of Cover Days of Cover tells you how long your projected stock will last at your current sales rate: **Days of Cover = Projected Net Stock / Average Daily Sales** Average Daily Sales is calculated from your actual sales history over the lookback period you select. Products with no sales in the lookback period show a "No Velocity" status - urgency cannot be calculated without demand history. #### Urgency Badges Each product row displays a traffic-light urgency badge based on your lead time setting: **Reorder Now (Red)** - Days of Cover is less than your lead time. Stock will run out before a new order can arrive. **Order Soon (Amber)** - Days of Cover is less than twice your lead time. You have a buffer, but should order soon. **OK (Green)** - Days of Cover is at least twice your lead time. Stock is adequate. **No Velocity (Gray)** - No sales recorded in the lookback period. Urgency cannot be calculated. #### Recommended Order Quantity For each product, the report calculates a suggested order quantity based on your lead time and safety stock settings. The recommended quantity covers both the lead time window and your safety stock buffer. Products with adequate cover show 0 - no order is suggested when stock already covers expected demand. Products in Red or Amber urgency show the minimum quantity needed to restore healthy cover. ### 📋 View Modes The report offers two ways to view your data: **SKU Summary** - One row per product, aggregated across all warehouses (or the selected warehouse on Enterprise). This is the primary view for identifying what to order. **Project Detail** - One row per project line, showing which specific projects are driving your committed demand. Useful for understanding the source of stock pressure on a product. ### 🗓️Filters and Options The filters panel lets you tailor the data to your needs: **Lookback Period** - The window used to calculate average daily sales. Options: 30, 60, 90, or 180 days. A longer lookback smooths out short-term spikes; a shorter window reflects recent trends more closely. **Lead Time (Days)** - The default fallback number of days from placing a purchase order to receiving stock. Used when no product-specific lead time is available. Options: 7, 14, 21, 30, 45, or 60 days. This drives both urgency thresholds and recommended order quantities. **Safety Stock (Days)** - An extra buffer added on top of lead time when calculating recommended quantities. This absorbs demand spikes or supplier delays. Options: 7, 14, 21, or 30 days. **Supplier** - Filter the report to show only products from a specific supplier or set of suppliers. **Below Zero Only** - Show only products where projected net stock is negative - products where committed demand already exceeds available stock plus incoming purchase orders. > Enterprise users can also filter by warehouse. Non-Enterprise accounts see aggregated totals across all warehouses. ### 🏷️Lead Time Days The lead time used for each product in the report is resolved from the following sources, in order of priority: **Manual** - Set directly on the product-supplier relationship in the product form. Editable until GRV history exists for that supplier, after which it becomes read-only. **Inferred** - Calculated automatically from your GRV history. OrderEazi averages the days between purchase order creation and receipt across the last five deliveries for that supplier and product. **Default** - The fallback lead time set in the report filters, applied when no product-specific data is available. The source is shown as a tooltip on the lead time value in each row, so you can assess how reliable the figure is. > Inferred lead time is recalculated automatically after each goods receipt. You don't need to update it manually. ### 🔗 Linking to Other Reports From the SKU Summary view, you can navigate directly to the Item Movement report for any product. The link pre-fills the product, saving you the step of searching manually. > Enterprise users can also navigate to the Stock Projection chart directly from any SKU row. ### 📤 Exporting to Excel The report can be exported to Excel for offline analysis or sharing. The export includes the same columns and data currently displayed in the report, preserving urgency colouring and numeric formatting. > Export is available to users with the Export Report permission. ### 💡 Why Use the Stock Reorder Report? The Stock Reorder Report is particularly useful for: * Identifying products at risk of stockout before they affect your clients * Calculating how much to order based on actual demand rather than intuition * Reviewing all replenishment needs across your full product range in a single view * Prioritising orders using urgency badges and days-of-cover metrics * Understanding which projects are driving stock pressure on a specific product * Using consistent, auditable lead time data sourced from your actual GRV history ### ✅ Summary The Stock Reorder Report gives you: * A projected net stock position for every product, based on current stock, open purchase orders, and committed sales orders * Urgency badges that highlight which products need action and how urgent it is * Recommended order quantities driven by your actual sales velocity and lead times * Flexible filters to focus on specific suppliers, warehouses, or below-zero items * Direct links to Item Movement for deeper investigation per product Use this report as part of your regular replenishment review to stay ahead of stock shortages. # 🔄 Create Replenishment Project Enterprise users can turn reorder recommendations from the Stock Reorder Report directly into a replenishment project, without leaving the report. > This feature requires the `Products: Stock Reorder - Create Project` permission in addition to the Stock Reorder Report permission. It is available on Enterprise licences only. ### 🧾 What is a Replenishment Project? A replenishment project is a standard project created specifically to capture an internal stock replenishment request. It works the same as other projects in OrderEazi, but is initiated from the reorder report rather than through the usual sales workflow. Replenishment projects use an internal client record and are linked to a workflow you select at the time of creation. ### ⚙️ How It Works From the SKU Summary view, select one or more product rows using the row checkboxes. When rows are selected, a "Create Project" button becomes available. Clicking it opens a review modal showing all selected items. From the modal, you can: * Adjust the quantity for each item (defaults to the recommended order quantity) * Change the supplier per item (defaults to the product's default supplier) * Select a workflow to assign to the new project (required before submitting) All selected items are created as lines on a single project, regardless of how many different suppliers are involved. On successful creation, you're redirected directly to the new project. ### 📐 Project Details When a replenishment project is created, the following happens automatically: * The project deadline is set to today plus the longest lead time across all selected items * Each project line includes the product, quantity, supplier, unit cost, and warehouse * The project is assigned to the selected workflow * The project type is set to Stock Replenishment ### 💡 Why Use Create Replenishment Project? This feature is particularly useful for: * Converting your reorder recommendations into actionable projects in one step * Keeping your replenishment activity tracked alongside your sales projects * Ensuring the right workflow is applied to stock replenishment from the start * Avoiding manual re-entry of product, quantity, and supplier data that's already in the report ### ✅ Summary Create Replenishment Project lets you: * Select any number of SKUs from the Stock Reorder Report * Review and adjust quantities and suppliers before submitting * Create a single project containing all selected items in one action * Navigate directly to the new project to continue processing This bridges the gap between identifying what to order and acting on it. # 📈 Stock Projection Report The Stock Projection chart forecasts your future stock levels for one or more products, based on historical demand patterns. It helps you visualise when stock is expected to run out and plan replenishment before a shortage occurs. > Stock Projection is available on Enterprise licences only, to users with the `Stock Projection Report` permission. ### 🧾 What is Stock Projection? Stock Projection shows you how your current projected net stock is expected to change over a future period, based on your historical sales data. You can choose from four forecast methods, ranging from a simple average to advanced time-series analysis. The chart overlays your forecast against the historical demand trend, giving you context for how the projection was derived. ### ⚙️ How It Works #### Starting Point Every projection starts from the product's Projected Net Stock - the same calculation used in the Stock Reorder Report: **Projected Net Stock = Current Available + On PO Incoming - Committed Sales Orders** The forecast then depletes this starting stock level at the projected daily demand rate over your chosen forecast period. #### Forecast Methods **Linear** - Calculates a straight-line depletion based on average daily sales. The simplest method, suitable for products with stable, consistent demand. Works with any amount of sales history. **Weighted Moving Average** - Gives more weight to recent sales than older ones, making it more responsive to recent demand shifts. Useful for products with gradually trending demand. Works with any amount of sales history. **Seasonal** - Applies monthly demand patterns observed in your sales history to adjust the forecast up or down by season. Suitable for products with predictable seasonal demand peaks. Requires at least 12 months of sales history. **SSA (Singular Spectrum Analysis)** - An advanced time-series method that separates trend, seasonality, and noise in your data. Produces a central forecast line with 95% confidence bands showing the likely range of outcomes. Requires at least 60 days of sales history. Falls back to Linear if insufficient data is available. #### Forecast Period You can project over 30, 90, 180, or 365 days. The chart automatically includes enough historical demand data to provide context for the projection. ### 📊 Reading the Chart The chart shows: * **Historical line** - your stock trajectory reconstructed from sales history * **Forecast line** - the projected stock level from today forward, shown as a dashed line * **Today marker** - a vertical line indicating where history ends and the forecast begins * **Confidence bands** (SSA only) - upper and lower bounds showing the 95% likely range for the forecast You can compare multiple products on the same chart by adding more than one product to the selection. Each product uses a distinct colour. ### 📋 Projection Summary Table Below the chart, a summary table shows key metrics per product: * **SKU and Description** - the product being projected * **Warehouse** - the warehouse in scope, or "All Warehouses" if aggregated * **Current Stock** - the starting projected net stock * **Avg Daily Sales** - the daily demand rate used in the projection * **Projected Stockout** - the date when stock is expected to reach zero, or "None in range" if stock stays positive throughout the forecast period * **Method** - which forecast method was applied Rows are sorted by soonest projected stockout first. ### 🗓️Filters and Options **Product Search** - Search for products by SKU or name. You can add multiple products to compare them on the same chart. **Warehouse** - Filter to a specific warehouse. Non-Enterprise accounts see aggregated totals across all warehouses. **Forecast Period** - Choose how far ahead to project: 30, 90, 180, or 365 days. **Forecast Method** - Select the calculation method. A short description of each method and its data requirements is shown alongside the selection. ### 💡 Why Use Stock Projection? Stock Projection is particularly useful for: * Anticipating stockouts before they appear in the Stock Reorder Report * Understanding the projected impact of current demand patterns over the next quarter or year * Comparing two or more products side by side to prioritise replenishment decisions * Using confidence bands (SSA) to understand the uncertainty range in your forecast * Spotting seasonal demand peaks before they create a stock shortfall ### ✅ Summary Stock Projection helps you: * Visualise your expected stock trajectory over 30 to 365 days * Choose the forecast method best suited to your product's demand pattern * Identify projected stockout dates before they become a problem * Compare multiple products in a single chart view Use Stock Projection alongside the Stock Reorder Report to build a complete picture of your replenishment needs. # Settings # Workflow Manager Project Workflows allow the merchants to setup the steps and processes of a project from start to finish. The merchant will be able to choose what users or user groups will be able to manage which steps of the workflow process. Workflows make sure that your team are completing the tasks necessary to avoid issues when working through a project and ultimately building customer satisfaction. How to Set up a Workflow 1\. Click on the settings Icon 2\. Select Workflow Manager 3\. Select the New Button in the top right-hand corner 4\. Select your industry, which documents you would like created, approval steps, when payment is required, if you require artwork or quality control, sample orders and if you are tracking stock 5\. Click next 6\. Enter in a workflow name 7\. Select a template you would like to use if available, otherwise click create. 8\. You will be able to add Steps to your workflow by clicking on the add new step. i. When adding a new step, first select an action and then name the action. Example: Select call client and name it Order Confirmation. ii. Once you have added the Action, you can add specific user Access, Role access, alerts and stat if the step is required. 9\. Once you have added all the steps for each section of the workflow click save. {% embed url="" %} # The Default Workflow

When a new project is created using the **default** (unedited) workflow, the process follows these steps: 1. The user will begin setting up their project - capture client details and add line items to the project, once that is done you can send out quotes as needed 2. Order Approval - This step will advance the project to the "Approved" stage and generate a Sales Order, the accounts team or assigned user will now confirm that a payment has been received and once confirmed will complete the step 3. Payment received - The order advances from the "Approved" stage to the "Work in Progress" stage and the user is now able to raise Purchase Orders and/or Tax Invoices. Once your vendors have confirmed your orders have been accepted you can complete the step 4. "Ready for Production" - Signalling that the order is now being prepped. Once production is completed you can complete the step 5. "Ready for Delivery" signals that the order can be dispatched to your customer. Once the order has arrived at the customer you will complete the step 6. "Delivered" signals that you have confirmed that all invoices have been captured and the admin for this project is complete 7. "Completed" This will move the order out of "Work in progress" and into the "Completed" stage # Setting up additional workflows Workflows make sure that your team are completing the tasks necessary to avoid issues when working through a project and ultimately building customer satisfaction. ### Set Up Your Workflows Project Workflows allow the merchants to set up the steps and processes of a project from start to finish. The merchant will be able to choose what users or user groups will be able to manage different steps of the workflow process. ### Create a New Workflow 1\. Click on the Settings Icon 2\. Select Workflow Manager 3\. Select the New Button in the top right-hand corner 4\. Select your industry, which documents you would like created, approval steps when payment is required, if you require artwork or quality control, sample orders and if you are tracking stock 5\. Click Next 6\. Enter a Workflow Name 7\. Select a template you would like to use if available, otherwise click Create 8\. You will be able to add Steps to your workflow by clicking on the Add New Step i. When adding a new step, first select an action and then name the action. Example: Select call client and name it Order Confirmation. ii. Once you have added the Action, you can add specific user Access, Role Access, Alerts and State if the step is required. 9\. Once you have added all the steps for each section of the workflow click Save. {% embed url="" %} # Custom Validations This functionality enables users to build custom validation processes in third-party applications such as n8n. ## Third-Party Workflow Requirements ### Validation Logic * Implement a **switch case** statement to inspect the **OrderEazi payload**. * If the payload field `"Validate"` is populated, return a **webhook plain text response:** ``` "Verified" ``` ### Webhook Response Format All webhook responses must follow the JSON format below: ```json { "Message": Success Message or Error Message, "Name": Name of Automation Workflow, "Success": true or false } ``` Example: ```json { "Message": "Valid TV License", "Name": "TV License Validator", "Success": true } ``` ## Insert Custom Validations ### Steps 1. In **My Dashboard**, go to **Settings → Workflow Manager**. 2. Select the **Workflow** tab. 3. Click the **plus (+) icon** to expand a *Workflow Step*. 4. Use the **dropdown arrow** next to the action you want to configure. 5. Open the **Custom Validation** tab. 6. Add a new **Custom Validation Endpoint**. 7. **Save Changes**. ### Notes * Endpoints are validated **each time you save** the workflow process. * Only **Required** and **Verified** custom validations will be active in workflows. * Any **additional action information** can be captured in the **Data Field** tab in the workflow step that included the custom validation. This will be included in the payload sent to the third-party workflow. # Organization Setup The Organization section is where you as the merchant will enter in all your Company details, load logos and documents and update your default Markup Tiers. All of this information will be used by the system to populate documents and emails generated in Order Easzi. ### How to Setup your Organization 1\. Click on the settings Icon. 2\. Select Organization Setup. 3\. Enter your company details and addresses. 4\. Edit the margin on the default markup tiers if needed. 5\. Add your banking details that will display on quotations. 6\. Upload your company logo. 7\. Add a Document Appendices, this is where you will add your terms and conditions. {% embed url="" %} # General Settings ## System Settings ### Quote Auto Closure This setting, disabled by default, allows you to automate the closing of open orders only which live in the first tab on your workspace. Open projects are automatically closed based on how long they sit without any meaningful changes - each project has a column that indicates this titled Aging. You can configure how long your open orders can age before they are automatically closed. This setting can be found on the Organization Settings page -> under System Settings. We can control how long we want to keep stale projects open by specifying a number and assigning a period. For example, 42 Months. This would automatically close stale projects older than 42 Months. # Document Appendices Document appendices are supplementary material to support the main content. The appendices are intended to provide further details and information on the financial documents. They can include, but are not limited Terms and Conditions. ### Creating new appendices To create a new appendices select the add new button

Give the appendices a name and if needed a specific document that the appendices belongs to. You can then choose between uploading a file or providing text.

Once all of the above has been filled in, select the save option. ### Editing appendices To make a change to an existing appendices select the edit button next to the required appendices

You can then make the relevnt changes and select save to apply. # Advanced Settings ## Summary Personalize your workflows by defining the sections for your Organization. These sections will be used in workspaces, project statuses, and other areas, allowing you to tailor the system to your specific terminology and use case.

## Editing Sections You are able to change the name and order of your sections to match your Organization's terminology. You can also create new sections and remove sections as needed. * Click on the section name to edit it.\ ![](https://2897563054-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsn7lVBDKBL7DOUUEvg2A%2Fuploads%2F6V12n2Gm4OH0iEMB8QhU%2Fimage.png?alt=media\&token=b2ce6c4b-b0da-49c3-b947-4fda8769af98)
* Drag-and-drop the section into the correct order by using this button.\ ![](https://2897563054-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsn7lVBDKBL7DOUUEvg2A%2Fuploads%2FID5IRzrsIN2qH9cKbE7e%2Fimage.png?alt=media\&token=939e5853-076f-411d-b188-77f95d9a7665)
* Click the Add Section button to add a new section.\ ![](https://2897563054-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsn7lVBDKBL7DOUUEvg2A%2Fuploads%2FrMd1xuiuXcHfmxiV2rti%2Fimage.png?alt=media\&token=67f42039-0ca0-4daa-9f53-53e01ec34ac1) * Click the Delete button to remove a section.\ ![](https://2897563054-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsn7lVBDKBL7DOUUEvg2A%2Fuploads%2FRCK9aYNexmGY2TuTrLxY%2Fimage.png?alt=media\&token=942ae91c-93a5-41e6-9296-2d5eebcf1eb2)\ \ Please note that if there is no Delete button available for a section - it cannot be removed. You may still rename these sections. ## Reset Sections to Defaults To restore the original settings, click the red Reset to Defaults button. This can be useful if you want to start over or if you've made changes that are causing problems.

# Exchange Rate Management Exchange Rate Management allows you to configure fixed exchange rates in OrderEazi Central. When configured, these rates are used instead of live rates from external providers, giving you full control ### 🧾 What are Configured Exchange Rates? OrderEazi Central uses exchange rates when working with multiple currencies - for example, when converting product costs or selling prices between a client's currency and your own. By default, exchange rates are fetched automatically from a live exchange rate provider (FastForex). Configured exchange rates let you override this behavior by storing your own rates directly in OrderEazi. Each configured exchange rate consists of: * A source currency (ISO 4217 code, e.g. `USD`) * A destination currency (ISO 4217 code, e.g. `ZAR`) * A fixed rate ### ⚙️ How It Works When OrderEazi needs an exchange rate for a currency conversion, it follows a simple fallback process: 1. **Configured rates** - OrderEazi first checks for a configured exchange rate matching the source and destination currencies 2. **Live rates** - If no configured rate exists, a live rate is fetched from FastForex This means configured rates always take priority. If you've set a rate for USD to ZAR, that rate will be used everywhere in the system - regardless of what the live provider returns. This can be configured on a per-project basis. Configured rates can be kept up to date automatically through an integration with your accounting system, or they can be managed through a custom integration. This gives you the benefit of fixed, predictable rates that align with your business while still keeping them current. ### 🔄 Importing Exchange Rates Exchange rates can be imported into OrderEazi automatically rather than being managed manually. If your linked accounting system supports exchange rates, OrderEazi can import them on a scheduled basis. This keeps your configured rates aligned with the rates in your accounting system without any manual effort. For more advanced scenarios, custom integrations can be built to import exchange rates from other external systems. These integrations push rates into OrderEazi in bulk, ensuring your configured rates stay up to date. > Speak to your OrderEazi representative if you'd like to set up automatic exchange rate imports from your accounting system or another external source. ### 💡 Why Use Configured Exchange Rates? Configured exchange rates are particularly useful for: * Locking in a known rate for quoting or invoicing purposes * Matching rates from your accounting or ERP system exactly * Avoiding fluctuations from live exchange rate providers * Ensuring consistency across all projects using the same currency pair * Supporting automated rate synchronization from external systems ### ✅ Summary Exchange Rate Management gives you control over how currency conversions are handled in OrderEazi: * Configure fixed rates that override live exchange rate lookups * Import rates automatically from your linked accounting system * Build custom integrations to keep rates synchronized with external sources * Configured rates always take priority over live providers This ensures your projects reflect the exchange rates that matter to your business. # Email Sending & Domain Verification OrderEazi sends emails on your behalf for quotes, invoices, order confirmations, and other notifications. Every email is delivered reliably, regardless of your domain verification status. Domain verification is an optional step that gives you more control over how your emails appear to recipients. ### 🧾 How Email Sending Works OrderEazi supports two email sending modes, depending on whether your email domain has been verified. Default mode (no verification required): * All emails are sent from * The Reply-To header is set to your personal email address (e.g. your sales rep's address) * When a recipient replies, the reply goes directly to you - not to OrderEazi Verified domain mode: * Emails are sent directly from your own email address * Recipients see your name and your company's domain in their inbox * Replies go directly to you, just as they would with a normal email Both modes deliver emails reliably. The difference is in how the sender address appears to your recipients. ### ⚙️ What is Domain Verification? Domain verification is a process that proves to email providers (like Gmail, Outlook, and Yahoo) that OrderEazi has permission to send emails on behalf of your domain. Without verification, sending from your domain could cause deliverability issues. Email providers may treat those emails as suspicious because they can't confirm that OrderEazi is authorized to send on your behalf. This can result in: * Emails landing in spam or junk folders * Emails being silently blocked by the recipient's email provider * Your domain's sending reputation being negatively affected Verification solves this by adding special DNS records to your domain. These records tell email providers that OrderEazi is an authorized sender for your domain. Domain verification is a one-time setup. Once complete, it applies to all users on your instance whose email addresses use the verified domain. ### 💬 How Reply-To Works In default mode, your emails are sent from , but OrderEazi automatically sets the Reply-To address to the original sender's email. This means: * Your recipient sees the email is from OrderEazi * When they click "Reply", their response is addressed to you (the sales rep or user who triggered the email) * You receive their reply in your own inbox as normal This ensures you never miss a customer response, even without domain verification. ### 💡 Why Verify Your Domain? Domain verification is optional, but it provides meaningful benefits: * Professional appearance - Emails come from your company's address, reinforcing your brand * Better deliverability - Verified domains have higher trust with email providers, reducing the chance of emails landing in spam * Consistent experience - Recipients see the same email address in the "From" field and the "Reply-To" field, avoiding confusion * Customer confidence - Your clients receive emails from an address they recognize and trust If you're sending high volumes of quotes, invoices, or order notifications, domain verification is recommended. ### 🔗 How to Get Your Domain Verified Domain verification requires a small change to your domain's DNS settings. The OrderEazi team handles the technical process for you. To get started: * Contact and request domain verification * The OrderEazi team will provide you with DNS records to add to your domain * Your IT team or domain administrator adds the records * Once the records are confirmed, OrderEazi enables verified sending for your instance The DNS changes do not affect your website, existing email, or any other services on your domain. ### ✅ Summary OrderEazi's email sending is designed to work reliably for every instance, whether or not your domain is verified: * Without verification, emails are sent from with Reply-To set to your address - replies always reach you * With verification, emails are sent directly from your own email address for a more professional and consistent experience * Domain verification is a one-time setup that improves deliverability and brand consistency * To start the verification process, contact Your emails will always be delivered. Domain verification simply gives you more control over how they appear. # Manage Users # Users Users are the people that interact with Order Eazi creating projects. ### How to create a new User 1\. Click on the settings Icon 2\. Select Manage Users and then Users 3\. Click on New Users in the top right corner 4\. Fill in the details and choose the permissions that the users will have 5\. The click save {% embed url="" %} # Roles Roles are groups of users that have specific access to different areas within Order Eazi. Some users will be in charge of handling and managing projects, others might be in charge of accounts, while some users will be part of the Admin group that have access to everything. You can build custom groups to suit your needs if the default groups are not up to your needs. How to create a new role 1\. Click on the settings Icon 2\. Select Manage Users and then roles 3\. Click on New role in the top right 4\. Fill in the details and choose the permissions that the users as part of this role will have 5\. Select role access 6\. Then click save {% embed url="" %} # Groups Grouping users into groups that define their specific functionalities, limitations, and interactions within the OrderEazi ecosystem. ### Creating a New Group 1. Navigate to **Settings → Manage Users → Groups**. 2. Click the **Create** button located in the top-right corner. 3. A dialog will appear prompting you to enter a **Group Name**. 4. After submitting, you will be redirected to the **Edit Group** page. 5. On this page, you can: * Assign users to the group * Enable or disable the group 6. Click **Save** (bottom-right corner) to apply the changes. *** ### Viewing a User’s Group Associations 1. Navigate to **Settings → Manage Users → Users**. 2. In the user list, locate the **Group** column. 3. If the user is linked to one or more groups, the group name(s) will be displayed. 4. Clicking the displayed group text opens a dialog showing: * All groups the user is associated with * The status (enabled/disabled) of each group # Edit User Depending on your permissions you can edit your own profile and other users profile ## Report and Project Settings ### Disable Followups Checking the disable followups box will mute quote followups for all projects that are represented by the user, unchecking the box will unmute all their projects. New followups will not be created for a project if they are muted. When unmuted followup creation for quotes will resume. #### Notes * This setting is global and effects all a users projects by muting/unmuting their quote followups. * If no followups are set up, this setting will not be visible. * This can be done per [project](/sales-features/projects/details#disable-followups). # Data Management The Data Management page allows you to manage your Industries and Brands. # Industry Manager The Industry Manager allows you to manage your Industries, which are used to group multiple projects and clients together into a single group. This allows you to assess how your orders are performing across various verticals. ### Examples * Automotive * Education * Financial Services ### Creating a new industry 1. Navigate to the Data Management page by clicking on the Settings icon and clicking on the Data Management option.

2. Click on the Add Industry button in the top right.

3. Enter the industry name in the input field and select Confirm.

### Editing an industry 1. Select the industry action dropdown and click on the Edit button.

2. Enter the new name for the industry in the input field and select Confirm.

### Deleting an industry 1. Select the industry action dropdown and click on the Delete button.

2. Select Confirm on the confirmation dialog.

When attempting to delete an industry that is in use, you will be presented with an option to relink the clients and projects which are using this industry. 1. Select Yes on the Industry in Use dialog.

2. Select a replacement industry from the dropdown. * You may select 'None' if you just want to remove the industry and not replace it with another industry.

3. Select I Understand to confirm the clients and projects that will be updated.

4. Select Yes to confirm that these actions cannot be undone.

# Brand Manager The Brand Manager allows you to manage your Brands, which are used to group multiple products together. ### Creating a new brand 1. Navigate to the Data Management page by clicking on the Settings icon and clicking on the Data Management option.

2. Select the Brands tab.

3. Click on the Add Brand button in the top right.

4. Enter the brand name in the input field and select Confirm.

### Editing a brand 1. Select the brand action dropdown and click on the Edit button.

2. Enter the new name for the brand in the input field and select Confirm.

### Deleting a brand 1. Select the brand action dropdown and click on the Delete button.

2. Select Confirm on the confirmation dialog.

When attempting to delete a brand that is in use, you will be presented with an option to relink the products which are using this brand. 1. Select Yes on the Brand in Use dialog.

2. Select a replacement brand from the dropdown. * You may select 'None' if you just want to remove the brand and not replace it with another brand.

3. Select I Understand to confirm the products that will be updated.

4. Select Yes to confirm that these actions cannot be undone.

# Reporting Group Manager Create and manage custom reporting groups to group projects, suppliers, users, and clients. Analyze order performance across various segments for in-depth insights. ### Examples * New Customers * Electronics * Monthly Reports * South Africa - Gauteng ### Creating a new reporting group 1. Navigate to the Data Management page by clicking on the Settings icon and clicking on the Data Management option.

2. Select the Reporting Group

3. Click on the Add Reporting Group button in the top right.

4. Enter the reporting group description in the input field and click Confirm.

### Editing a reporting group 1. Select the reporting group action dropdown and click on the Edit button.

2. Enter the new description for the reporting group in the input field and select Confirm.

### Deleting a reporting group 1. Select the reporting group action dropdown and click on the Delete button.

2. Select Confirm on the confirmation dialog.

When attempting to delete a reporting group that is in use, you will be presented with an option to relink the clients, suppliers, users, and projects currently using that reporting group. 1. Select Yes on the Reporting Group in Use dialog.

2. Select a replacement reporting group from the dropdown. * You may select 'None' if you just want to remove the reporting group and not replace it with another reporting group.

3. Select 'I Understand', to confirm the clients, suppliers, users, and projects that will be updated.

4. Select Yes to confirm that these actions cannot be undone.

# Category Manager The Category Manager allows you to manage your categories, which are used to group multiple products together into a single group. This allows you to divide your product catalogue into manageable groups. Categories have a hierarchical layout, meaning that a you can have multiple categories as sub-categories of another category. ### Examples * Clothing * Clothing / Shirts * Clothing / Pants ### Creating a new category 1. Navigate to the Data Management page by clicking on the Settings icon and clicking on the Data Management option, and then selecting the categories tab - OR, select the Products navbar icon, and then select Categories Management to navigate directly to the categories tab on the Data Management page.

2. Click on the Add Category button in the top right.

3. Enter the category name, description, and parent category. The category name is the only required field. Click the confirm button when you are happy with the category details.

### Editing a category 1. Select the category action dropdown and click on the Edit button.

2. Enter the new details for the category select confirm.

### Deleting a category 1. Select the category action dropdown and click on the Delete button.

2. Select Confirm on the confirmation dialog.

When attempting to delete a category that is in use, you will be presented with an option to relink the products which are using this category. 1. Select Yes on the Category in Use dialog.

2. Select a replacement category from the dropdown. * You may select 'None' if you just want to remove the category and not replace it with another category.

3. Select I Understand to confirm the products that will be updated.

4. Select Yes to confirm that these actions cannot be undone.

# Tags ## Summary Tags are modifiers you can associate with projects, which are displayed on the workspace. Using tags can solve many business problems, for example, you can classify a project that might need special attention because it is for an important client.

## Creating Tags You can create tags in two ways on OrderEazi. ### Tag creation on a project The first option is to click the Tag button after you have selected a client for your project. this will display a search so you can find an existing tag, but if your tag does not exist yet, it will be added and associated with the project immediately.

### Tag creation in Data Management You can also create new tags in the Data Management area by navigating to the Tags tab on the Data Management page and then clicking the Add Tag link located at the top right of the tag listing. A modal will appear where you can set the name of the new tag. {% hint style="info" %} All tags will have their names uppercased when added to the system {% endhint %}

## Updating Tags You can only change a tag on the Data Management page. You can update all available tags at once.

Change all properties of tags at the same time

You can set the background color and text color of a tag by clicking into the textbox for each property and selecting a suitable color from the predefined colors or from the color picker. Once you are done with your changes, press the save button located at the bottom right to save all your changes at once.

## Deleting Tags You can only delete tags using the Tags data manager. At the end of each row in the tags listing, the is an action dropdown that will allow you to select an action.

When you select Delete, you must confirm that you want to delete the tag in question. When you confirm the deletion of a tag, it will be removed from your OrderEazi instance and all associations with projects will also be deleted.

# Quote Reject Reasons Quote Reject Reasons let you define a standard list of reasons for rejecting a quote during the review process. Instead of relying on free-text input, reviewers select from a predefined set of reasons ### 🧩 What are Quote Reject Reasons? When a reviewer rejects a quote, they're prompted to select one or more reasons explaining why. These reasons are managed centrally in the Data Management screen, giving you full control over what options are available. Each reject reason is a simple text entry. You can add as many as your business needs, and update or remove them at any time. For more details on Quote Reviews, see the [Review Quote](https://support.ordereazi.com/~/revisions/91x5kPSiZUj0WCSI9Vkr/sales-features/documents/quote/review-quote) page. ### ⚙️ How Quote Reject Reasons Work #### Managing Reject Reasons Quote Reject Reasons are managed under **Settings > Data Management > Quote Reject Reasons**. From this screen you can: * **Add** a new reject reason by clicking the "Add Reject Reason" button * **Edit** an existing reject reason from the dropdown menu on each row * **Delete** a reject reason you no longer need (with confirmation) The list is searchable and paginated, making it easy to manage even with a large number of reasons. #### Using Reject Reasons During Quote Review When a reviewer rejects a quote, the system presents the full list of configured reject reasons as selectable options. The reviewer selects all applicable reasons, and they're recorded against the quote. An "Other" option is always available at the end of the list, regardless of what you configure in Data Management. This allows reviewers to provide a custom reason when none of the predefined options apply. > The "Other" option is built into the system and does not appear in the Data Management screen. It's always available during quote review. ### 💡 Why Use Quote Reject Reasons? Defining a standard set of reject reasons is useful for: * Ensuring consistent rejection data across all reviewers * Identifying trends in why quotes are being rejected * Giving sales teams actionable feedback on lost quotes * Reducing ambiguity compared to free-text rejection notes * Tailoring the reason list to your specific business and industry ### ✅ Summary Quote Reject Reasons provide a simple way to: * Define and manage a standard list of rejection reasons in Data Management * Present reviewers with consistent options during quote review * Allow custom reasons via the built-in "Other" option when needed * Keep rejection data structured and useful for analysis You can update your reject reasons at any time from **Settings > Data Management > Quote Reject Reasons**. # Product Behaviors ## ⚙️ Product Behaviours Product Behaviors let you define rules that control how a product line and its child lines behave on a project. They give you precise control over what users can edit, how quantities are calculated, and whether lines are included in totals or synced to external systems. ### 🧾 What is a Product Behaviour? A Product Behavior is a named configuration that is assigned to a product. When that product is added to a project, its behaviour rules are applied automatically to the parent line and any child lines associated with it. Each behaviour is made up of two groups of settings - Parent Line Permissions and Child Line Permissions - that control what is editable and how values are derived. > Product Behaviors are configured in Settings > Data Management > Product Behaviours. ### ⚙️ How Product Behaviours Work When a product with an assigned behaviour is added to a project: * The parent line respects the Parent Line Permissions defined on the behaviour * Child lines added to that parent respect the Child Line Permissions * Quantity relationships between parent and child lines follow the configured Parent Quantity Mode If a product has no behaviour assigned, the default behaviour is applied automatically. ### 🔗 Parent Quantity Mode The Parent Quantity Mode controls how the parent line's quantity relates to its child lines. There are four options: | Mode | Description | | -------------- | ------------------------------------------------------------------------------------------------------------------------------ | | None | No quantity relationship between parent and child lines | | Sum | The parent quantity reflects the sum of all child line quantities | | Override | The parent quantity is pushed to all child lines when the parent is updated | | Multiplicative | Each child line has a "Per Parent Qty" value that is multiplied by the parent quantity to calculate the child's total quantity | ### 🧩 Parent Line Permissions Parent Line Permissions control what can be edited on the parent project line: * **Add Child** - Allows additional products to be added as child lines to the parent. Child line values contribute to the parent's totals based on the quantity mode and include settings * **Edit Quantity** - Allows the parent line quantity to be edited. When a product has child lines, this is disabled unless explicitly enabled here * **Edit Supplier** - Allows the parent line supplier to be edited * **Sync to ERP** - Allows the parent line to sync to external systems when added to documents ### 🧩 Child Line Permissions Child Line Permissions control what can be edited and calculated on each child line: * **Edit Quantity** - Allows the child line quantity to be edited directly * **Edit Supplier** - Allows the child line supplier to be edited. When disabled, the supplier column is hidden entirely * **Edit Cost** - Allows the child line cost to be edited * **Edit Markup/Margin** - Allows the child line markup or margin to be edited * **Edit Selling** - Allows the child line selling price to be edited * **Edit Discount** - Allows the child line discount to be edited * **Include in Calc** - Includes the child line values when calculating parent totals * **Sync to ERP** - Allows the child line to sync to external systems when added to documents ### 📋 Product Behaviours on Project Lines When a product with an assigned behaviour is placed on a project, the behaviour shapes what you see and can interact with on that line. #### Parent Line On the parent line, the behaviour controls: * Whether the **Add Child Row** option appears in the line's action menu * Whether the **quantity field** is editable or locked (quantity is locked when the product has children unless Edit Quantity is enabled) * Whether the **supplier field** is editable * Whether the line syncs to the ERP when documents are created #### Child Lines When child lines are added, they appear in an expandable section below the parent. The behaviour controls which columns are visible and editable: * Fields with editing disabled are shown as read-only * The **supplier column** is hidden entirely when Edit Supplier is disabled * The **quantity column** label changes to "Per Parent Qty" when Parent Quantity Mode is set to Multiplicative #### Multiplicative Quantity Mode When the Multiplicative mode is active, each child line has a "Per Parent Qty" field instead of a standard quantity field. When the parent line quantity is updated: * Each child line's total quantity is recalculated as: parent quantity x per-parent quantity * The "Per Parent Qty" value represents how many units of that child are needed per parent unit * The calculated total quantity is shown below the field as "Total units: \[n]" #### Adding and Removing Child Lines The **Add Child Row** option appears in the parent line's action menu only when the Add Child permission is enabled on the behaviour. Child lines can be removed from their own action menu, again only when the Add Child permission is enabled. > Child lines cannot be added or removed once a sales order or purchase order exists against the project line. ### 💡 Why Use Product Behaviours? Product Behaviours are particularly useful for: * Controlling which fields users can modify on complex multi-component products * Ensuring child line quantities stay in sync with parent quantities automatically * Preventing accidental edits to cost or selling prices on bundled items * Deciding which lines are visible to external systems and which remain internal * Standardising how product bundles behave across all projects without manual setup ### ✅ Summary Product Behaviours give you structured control over how products and their child lines work on a project: * Define what is editable on both the parent and child lines * Configure how parent and child quantities relate to each other * Control which lines are included in totals and synced to external systems Once a behaviour is assigned to a product, it applies automatically every time that product is added to a project - keeping your quoting process consistent and reducing the chance of errors. # Global Search ## 🔍 Global Search The **Global Search** feature is always available in the top navigation bar and provides a fast way to locate specific projects or documents from anywhere in OrderEazi. It’s designed to help you quickly find what you need, even if you only remember part of the reference. {% hint style="info" %} Use the Ctrl + Enter shortcut to quickly enter the global search. {% endhint %} *** ### ⚙️ How it works You can search using a wide range of project-related details. OrderEazi will search across multiple fields and return the most relevant results. These include: | Match Type | Description | | ----------------------------- | -------------------------------------------------------------------------------- | | **Project Number** | The unique number assigned to a project. Often the most direct search. | | **Customer Order Number** | The customer’s original order number, e.g. from a storefront or external source. | | **Customer Order Reference** | A free-text reference linked to the project. | | **Waybill Number** | Courier tracking number once a shipment has been created. | | **Document ERP Number** | The number assigned to a document by the connected accounting system. | | **OrderEazi Document Number** | The internal document number (e.g., `INV000001`). | *** ### 📋 Smart, fuzzy matching The Global Search is designed to be forgiving. It uses **fuzzy matching**, which means: * Partial references will still return useful results. For example, typing `265` might find `PRO001265`, `PRO000265`, or `INV000265`. * You don’t need to enter leading zeros or type the full code. * It's even resilient to small typos or variations in formatting. This makes it especially helpful when you’re working from memory or transcribing values from customer emails or printed documents. *** ### 🗏️ Result types Search results are displayed based on what field was matched: * **Project Number match** → Click the result to open the project. * **Document or ERP Number match** → Click the result to open the project, or click the **View Document** button to go straight to the document. * **Other fields** (e.g. Waybill, Reference) → Clickable project link with highlighted text showing the exact match. *** ### ✅ Tips for better results * Start with the most specific reference you have. * If you don’t find what you're looking for, try another type of reference. * Don’t worry too much about formatting — Global Search is built to help you even when things aren't exact. *** Still can’t find what you’re looking for? Reach out to our support team and we’ll help you track it down. # Pricing Price Lists # Global Price List Rules Price List calculator ### **Overview** The **Price List Rule** calculator is a powerful pricing engine that enables businesses to define and manage global pricing rules for their products. By configuring a price list, users can establish structured pricing strategies that are automatically applied across multiple products. This feature ensures consistency, flexibility, and efficiency in pricing management, making it easier to scale pricing decisions across diverse product catalogs and customer segments. ### **Key Benefits** * **Pricing Control**: Manage product prices within a price list. * **Rule-Based Adjustments**: Apply global rules to automatically calculate selling prices. * **Increased Efficiency**: Reduce the manual effort involved in updating prices individually. * **Flexible Pricing Strategies**: Configure rules based on markups, discounts, or fixed margins. ### **How It Works** Each **Price List** serves as a container for a set of pricing rules associated with products. The system applies defined rules to calculate **Selling Prices** for each item on a **Price List** automatically once a day. This allows pricing to be consistently enforced across entire price catalogs. The calculation for each **Price List** product starts with its cheapest cost price, rules are applied in sequential order from top to bottom. #### **Types of Rules Supported** Price lists support a variety of global rules, including: * **Percentage Markup on Cost Price**\ *Example:* Add 25% markup to all base product costs. * **Fixed Amount Additions**\ *Example:* Add R50 to the base cost of every item. * **Discount from Recommended Retail Price (RRP)**\ *Example:* Apply a 10% discount on the standard retail price. * **Fixed Amount Subtractions**\ *Example:* Subtract R50 from the base cost of every item. Each rule is applied sequentially and cumulatively, ensuring accurate and predictable pricing outcomes. ### **Setup Process** 1. **Create a New Price List** * Navigate to the **Price List** section. * Select **Create New Price List**. * Name the **Price List**, Enable it and select its default type. * Save your new **Price List.** 2. **Import Price List** * Export products from OrderEazi needed on your new **Price List.** * Click on the import button, top right on the **Price List** page, and pull through your products. 3. **Define Global Rules** * Add pricing rules in the table below in the sequence of application. * You may view how your rules will be applied by adding a value to the test column. * Save your **Price List Rules.** 4. **Activate Price List** * Once fully setup you may immediately apply your **Price List Rules** by clicking the **Run Rules Now** button. This may take a minute. * Upon completion **Selling Prices** for each **Price List** item will be calculated. Note that if a product has no cost price its resulting **Selling Price** will always be zero. * A **Price Lists Rules** are automatically applied daily. ### **Use Cases** * **Wholesale Pricing**: Set a separate price list for wholesale clients with bulk discounts. * **Regional Pricing**: Apply different pricing structures based on geographic regions. * **Promotional Campaigns**: Create time-based price lists for sales events or promotions. * **Cost-Sensitive Markets**: Automatically adjust prices based on fluctuating cost inputs. ### **Best Practices** * **Test Before Going Live**: Use the test values column to validate rules and preview pricing results. * **Keep Rules Simple and Clear**: Complex pricing chains can be hard to maintain; opt for clarity. ### **Troubleshooting** * **Prices Not Updating?** * Ensure you have saved your rules. * **Unexpected Price Outputs?** * Review the order of rule execution. * Check for overlapping or conflicting rules. ### **Conclusion** The **Price List Rules** feature streamlines pricing management and empowers businesses to implement consistent, rule-driven pricing across their products. Whether you're adjusting prices in response to market shifts or maintaining customer-specific rates, this tool helps ensure accuracy, transparency, and efficiency. # Linking Suppliers to a Price List ## 🔗 Linked Suppliers on Pricelists The **Linked Suppliers** feature allows you to connect one or more suppliers directly to a pricelist. This ensures that your pricelist stays up to date automatically as new products and updated pricing are received from supplier feed integrations. This bridges the gap between manually curated pricelists and fully automated supplier product feeds. *** ### 🧾 Background: Traditional Pricelists Pricelists in OrderEazi were originally designed to be: * Manually created * Carefully curated for a specific purpose * Tailored to a specific customer, channel, or use case This approach works well when the product set is stable and deliberately selected. However, it becomes difficult to maintain when working with **automated supplier feeds** that regularly introduce new products and updated pricing. *** ### ⚙️ Supplier Feed Integrations Supplier feed integrations automatically import: * New products from suppliers * Updated supplier pricing These feeds run every few hours, ensuring you always have access to the latest supplier product data. Without linked suppliers, keeping pricelists in sync with these changes requires ongoing manual effort. *** ### 🔗 Linking Suppliers to a Pricelist You can now link **one or many suppliers** directly to a pricelist. When a supplier is linked: * New products from that supplier are automatically added to the pricelist * Existing products continue to receive updated supplier pricing * The pricelist remains current without manual intervention This allows pricelists to evolve automatically as supplier catalogues change. *** ### 📐 Pricelist Rules Integration Linked suppliers work seamlessly with **Pricelist Rules**. As supplier products are added or updated: * The latest supplier cost price is used * Your predefined rules apply automatically * Uplifts, margins, and markups are consistently enforced This ensures that pricing on the pricelist always reflects: * The supplier’s most recent prices * Your business rules for profitability and consistency *** ### 🌐 Selling Through External Channels Once updated, the pricelist can be made available to **external systems and sales channels**. This enables: * Controlled product exposure per channel * Consistent pricing across integrations * Automated selling of supplier-backed products The combination of linked suppliers and pricing rules allows you to confidently expose products externally without ongoing maintenance. *** ### 💡 Why Use Linked Suppliers? Linking suppliers to pricelists is particularly useful for: * Automatically maintaining large or growing product ranges * Selling supplier catalogues without manual curation * Ensuring new supplier products are immediately sellable * Reducing administrative effort when prices change * Enforcing consistent markup strategies at scale * Supporting multi-channel and integration-driven sales models This approach combines automation with control. *** ### ✅ Summary Linked Suppliers transform pricelists from static, manually maintained lists into dynamic, self-updating pricing tools. By combining: * Supplier feed integrations * Linked suppliers * Pricelist rules OrderEazi ensures your pricelists remain accurate, profitable, and ready for use across internal and external sales channels. # Deliveries # Delivery Notes Section 🚚 Delivery Notes OrderEazi supports Delivery Notes as part of your document workflow. The Delivery Notes section brings them together in one dediated space, giving you a clear view of what's been delivered, what's still outstanding, and a built-in way to capture proof of delivery on the spot. 🧾 What is the Delivery Notes section? A Delivery Note is a document generated from a project's product lines that\ accompanies a physical delivery. It lists what was sent, who it was going to, and\ where it was going. The Delivery Notes section is a centralised view of every Delivery Note across\ all your projects. Previously, Delivery Notes were only accessible inside\ individual projects. This section surfaces all of them in one place so that\ drivers, warehouse staff, and operations teams can manage the full delivery run\ without navigating project by project. The section is split into two tabs - Unsigned and Signed - so you always have a\ clear picture of what still needs a sign-off and what's already been completed. ⚙️ How it Works The Delivery Notes section lives under Sales > Delivery Notes and is split across two tabs: Unsigned - Delivery Notes that have been created but not yet signed. These are awaiting delivery or collection. Signed - Delivery Notes that have been signed by a receiver. These are complete and stored for your records. You can search across both tabs by customer name, project number, or delivery address. 🗂️The Unsigned Tab The Unsigned tab lists every Delivery Note that has been created but not yet\ signed. These are deliveries that are outstanding - either awaiting dispatch, in\ transit, or at the door waiting for the receiver to sign. * Document number * Project number * Customer name * Delivery address * Date created A Sign button is available on each row for users with the Sign Delivery Notes\ permission. Clicking it opens the sign-off screen for that delivery. ✅ The Signed TabDelivery Notes Overview The Signed tab lists every Delivery Note that has been signed off. These are completed deliveries with a full record of who received the goods and when. Each row shows: * Document number * Project number * Customer name * Delivery address * Receiver name * Date signed * Number of boxes A Request Re-sign button is available on each row for users with the Manage Delivery Notes permission. 🔍 **Searching**\ A search bar sits at the top of the page and works across both tabs. You can search by: * Customer name * Project number * Delivery address The results update when you click Search or press Enter. The search applies to whichever tab is currently active. ✍️ **Signing a Delivery Note**\ Opening a Delivery Note for signing shows a summary of the delivery before the receiver signs. The sign-off screen displays: * The document number and project details * The delivery address * A line items table listing every product on the Delivery Note, including item code, description, colour, size, and quantity The receiver or the person handling the delivery then fills in: * Receiver first name - required * Receiver surname - required * Number of boxes - how many boxes were handed over * Condition notes - any notes about the condition of the goods at the time of delivery (optional) * Signature - a hand-drawn signature captured directly on screen using a signature pad The signature pad works on both desktop and mobile. The receiver draws their signature with a mouse, stylus, or finger. A Clear button lets them redo it if needed. Once submitted, the following happens: * The drawn signature is saved as an image and stored against the Delivery Note * A signature record is created capturing the receiver's name, box count, condition notes, and the date and time of sign-off * The Delivery Note moves from the Unsigned tab to the Signed tab * The signature image is rendered in the signature box on the Delivery Note PDF The sign-off form validates that a signature has been drawn before allowing submission. Submitting with an empty signature pad is blocked. 🔄 **Requesting a Re-sign**\ If a signature was captured incorrectly - for example, the wrong person signed, or the signature pad was submitted blank by mistake - a user with the Manage Delivery Notes permission can clear it. Clicking Request Re-sign on any row in the Signed tab shows a confirmation prompt. If confirmed: * The existing signature record is deleted * The stored signature image is removed * The Delivery Note moves back to the Unsigned tab, ready to be signed again ⚙️ **Automatic Generation from Workflows**\ Delivery Notes can be generated automatically as part of your document workflow, removing the need to create them manually on every project. This is configured in your workflow settings on the document step. Each document step - for example, Tax Invoice - has an "On completion, generate" dropdown. When this is set to Delivery Note, creating a Tax Invoice on any project using that workflow will automatically generate a corresponding Delivery Note for that project immediately. This means: * No manual Delivery Note creation is needed after invoicing * The Delivery Note is available in the Unsigned tab straight away * The products on the Delivery Note are pulled directly from the project lines This setting is configured per workflow, on the document step. Speak to your administrator if you'd like to set this up. 🔒 **Permissions**\ Access to the Delivery Notes section is controlled by three permissions. These sit under the Delivery group on the user permissions page, alongside the Fulfillment permissions. | Permission | What it allows | | --------------------- | ----------------------------------------------------------------------------- | | View Delivery Notes | See the Delivery Notes section and view individual documents | | Sign Delivery Notes | Open the sign-off screen and capture a signature on an unsigned Delivery Note | | Manage Delivery Notes | Request a re-sign on a Delivery Note that has already been signed | Users without any Delivery Notes permission will not see the Delivery Notes menu item in the navigation at all. The three permissions are independent. A driver may only need Sign Delivery Notes. An operations manager may need all three. A read-only user may only need View Delivery Notes. 📄 **The Signed PDF**\ Once a Delivery Note has been signed, the signature is permanently attached to the document. When the Delivery Note PDF is viewed or printed after sign-off, the signature image appears in the signature box on the document. This gives you a legally meaningful proof of delivery record that can be shared with clients, stored for audit purposes, or attached to a project for reference. 💡 **Why Use the Delivery Notes Section?**\ The Delivery Notes section is particularly useful for: * Giving drivers a single screen to work through all outstanding deliveries without navigating individual projects * Capturing digital proof of delivery at the door, on any device, without paper * Recording box counts and condition notes at the point of handover so disputes can be resolved accurately * Producing signed PDF records that can be shared with clients or retained for audit * Automatically generating Delivery Notes from Tax Invoices so nothing falls through the gap between invoicing and dispatch * Giving operations teams visibility of every outstanding and completed delivery across the business in one view ✅ **Summary**\ The Delivery Notes section provides a straightforward way to: * See all unsigned and signed Delivery Notes across every project in one place * Capture digital proof of delivery including receiver name, hand-drawn signature, box count, and condition notes * Store signed records permanently against the document PDF * Automate Delivery Note creation as part of your invoicing workflow so no deliveries are missed * Request a re-sign if a signature was captured incorrectly This section connects your fulfilment and invoicing processes so that every delivery has a clear, searchable, signed record - without leaving OrderEazi. # Branches Branches allow you to divide your organisation into distinct operational units, each with their own users, warehouses, currency, addresses, and pricing configuration. *** ### 🏢 What is a Branch? A Branch is a named organisational unit within your OrderEazi account. Each branch represents a distinct part of your business - whether that's a physical location, a regional office, a sales division, or an internal department. Each branch has: * A name and optional short code * Its own currency * Shipping and postal addresses * An optional branch manager * A defined set of users * Linked warehouses * Optional product cost price overrides Branches are managed and configured centrally, but they operate independently when it comes to stock, pricing, and order fulfilment. *** ### ⚙️ How Branches Work When branches are active in your account, users are assigned as members of one or more branches. A user's branch membership determines which data they can see and interact with across the system. **User membership:** * A user assigned to a branch is a branch member - their view of clients, projects, and warehouses is scoped to that branch * A user with no branch assignments is a main-branch user - they can see all data across every branch * Branch visibility access can also be granted separately, allowing a user to view another branch's data without being a full member **Warehouses:** Each branch can be linked to one or more warehouses. This controls which stock locations are available when creating orders or projects through that branch. A warehouse can be shared across multiple branches. **Branch manager:** You can nominate a branch manager for each branch. The manager is a user record associated with the branch for reporting and assignment purposes. A branch manager must be an active user, and disabling a user who manages a branch requires that assignment to be updated first. **Display labels:** The word "Branch" is configurable. If your business uses a different term - such as "Division", "Region", or "Office" - you can update the display label in settings. This change flows through to all menus, headings, and messages in the system. *** ### 🔗 Branches and Orders When your account has the **Use Branch on Orders** setting enabled, a branch selector is shown when creating or editing a project. This allows you to tag each project to a specific branch, which in turn determines which warehouses and unit cost for the branch will be available. This setting is separate from inter-branch workflows. When a branch is assigned to a project directly, it acts as a filter and grouping mechanism - not as a trading party. *** ### 🔄 Inter-Branch Workflows The inter-branch workflow enables one branch to sell goods to another branch within the same organisation. This is used when internal stock transfers or cross-branch fulfilment need to be tracked as formal transactions. When a workflow is configured as an inter-branch flow: * The client selector on a project switches from your external client list to your branch list * You select a **From Branch** (the selling branch) and a **To Branch** (the receiving branch) * The To Branch's address and currency populate the project's delivery and billing fields automatically * Pricing is calculated using the From Branch's configured profit settings **Profit calculation on inter-branch orders:** The From Branch can be configured with a profit calculation mode and percentage. Two modes are available: * **Margin** - Selling price is calculated as: Cost / (1 - Profit %) * **Markup** - Selling price is calculated as: Cost x (1 + Profit %) This is applied automatically when a line is added to an inter-branch project. You can still override the selling price on any individual line if needed. **Cost price overrides:** Each branch can have product-level cost price overrides configured. When an inter-branch project is created from that branch, the override cost is used instead of the standard supplier or warehouse cost. This lets you set internal transfer prices per branch without affecting your main pricing structure. *** ### 🔒 Managing Branches Branches are created and managed in **Settings > Branches**. From here you can: * Create new branches with name, code, currency, addresses, and a branch manager * Edit existing branches including their linked warehouses and cost price overrides * Assign users to branches * Disable branches that are no longer in use Disabling a branch is a soft action - the branch record is retained and its historical data is preserved. You cannot disable a branch that still has active projects or sales channels referencing it. **API management:** Branches and their associated data can also be managed via the OrderEazi API. The API supports: * Batch creation and update of branches * Adding and removing users from branches * Linking and unlinking warehouses * Setting product cost price overrides per branch * Controlling which branches an API key has access to > Speak to your OrderEazi representative if you'd like to configure branches or inter-branch workflows for your account. *** ### 💡 Why Use Branches? Branches are particularly useful for: * **Multi-location businesses** - Manage separate stock, warehouses, and teams per physical site without running multiple accounts * **Regional divisions** - Segment your sales, costs, and performance reporting by division or territory * **Internal transfers** - Use inter-branch workflows to formally record stock movements and internal sales between parts of your business * **Scoped user access** - Limit what each user sees to only the branch they work in, keeping large teams focused on relevant data * **Per-branch pricing** - Set internal transfer prices at the product level for each branch, independent of your external pricing structures * **Branch-specific fulfilment** - Link each branch to its own warehouses so orders are fulfilled from the right location automatically * **Consistent terminology** - Rename "Branch" to match the language your business already uses internally *** ### ✅ Summary Branches give you a structured way to divide your organisation and manage each part independently. With branches you can: * Assign users, warehouses, and addresses to distinct parts of your business * Scope order creation and fulfilment to the correct branch automatically * Run inter-branch sales with automatic cost and profit calculation * Manage all branch configuration via the UI or the API This feature is designed for growing businesses where a single flat structure is no longer sufficient, without requiring the complexity of running separate accounts. # Management This section covers the management of the following items: * Warehouses * Locations * Reason Codes * Printers * Barcodes # Warehouses The Warehouse Management section allows you to view, add, and maintain all warehouses in OrderEazi. From here, you can keep your warehouse data accurate, update existing records, or deactivate warehouses that are no longer in use. *** ### 📋 Warehouse Listing When you open Warehouse Management, you land on the **warehouse listing page**. This page shows a summary of all warehouses currently in the system, including: * **Warehouse Code** – the unique identifier for the warehouse. * **Name** – the full name of the warehouse. * **Short Name** – the shortened version of the warehouse name. * **Description** – a text description of the warehouse. * **Status** – shows whether the warehouse is active or deactivated. *** ### ✏️ Editing a Warehouse To update a warehouse, select it from the listing and click **Edit**. You can modify the following details: * **Long Name** * **Short Name** * **Description** * **Warehouse Code** * **Address** > ⚠️ When editing, required fields must be completed before saving changes. *** ### ➕ Adding a New Warehouse You can also create new warehouses. When adding a warehouse, you’ll be prompted to provide the same fields available in editing: * **Long Name** * **Short Name** * **Description** * **Warehouse Code** * **Address** > 📝 Required fields must be filled in before the warehouse can be saved. *** ### 🚫 Deactivating a Warehouse If a warehouse is no longer in use, you can **deactivate** it from the listing. This prevents new stock movements from being assigned to it while keeping its history intact for reporting. *** ### ✅ How to Use Warehouse Management * **Keep Data Accurate**: Ensure warehouse details (names, codes, and addresses) are always up to date. * **Simplify Operations**: Deactivate unused warehouses to keep your system clean. * **Expand Capacity**: Add new warehouses as your operations grow. * **Support Reporting**: Maintain consistent warehouse details for accurate inventory and financial reporting. # Locations The Location Management section allows you to set up and maintain warehouse locations within OrderEazi. Locations define the exact storage areas inside a warehouse where stock is kept, helping you manage inventory with greater accuracy and control. *** ### 📋 Location Listing When you open Location Management, you will land on the **location listing page**. This page displays all locations currently set up in the system. From the listing, users can: * **Edit** a location * **Delete** a location * **Print the barcode label** of a location *** ### ✏️ Adding or Editing a Location When creating or editing a location, you can configure the following fields: * **Warehouse** – the warehouse this location belongs to. * **Parent Location** – assign a parent location if the location is nested (optional). * **Name** – the full name of the location. * **Location Type** – the type/category of the location. * **Can Insert** – whether stock can be placed into this location. * **Can Pick** – whether stock can be picked from this location. * **Can Remove** – whether stock can be removed manually from this location. * **Can Stock Take** – whether this location can be included in stock counts. * **Can Transfer** – whether stock can be transferred into or out of this location. * **Hidden** – whether the location should be hidden from general view. * **Enabled** – whether the location is active and can be used. > ⚠️ Required fields must be completed before saving. *** ### 🖨️ Printing Location Barcode Labels From the listing, users can also **print barcode labels** for locations. This makes it easier to scan and track stock movements directly within the warehouse. *** ### ✅ How to Use Location Management * **Organize Warehouses**: Break down warehouse space into structured, trackable locations. * **Improve Accuracy**: Ensure stock movements (inserts, picks, transfers) are tied to the correct place. * **Enable Efficient Picking**: Use barcode labels for faster and more accurate stock handling. * **Control Stock Access**: Use the flags (Insert, Pick, Remove, etc.) to define what each location can and cannot be used for. # Barcodes The Barcode Management screen in OrderEazi allows users to search, view, and manage barcodes tied to stock items. It provides visibility into item details, locations and quantities. ### 🔍 Accessing Barcode Management 1. Switch to the **Inventory Module** in OrderEazi. 2. From the left-side menu, select **Management > Barcodes**. *** ### 📦 Table Contents (Item, Location, and Quantities) Each row in the Barcode Management table represents a unique barcode entry for an item, showing both identification details and stock quantities: * **Barcode**: The scannable barcode identifier (e.g., `10026A`). * **Code**: Internal or product code used for stock management (e.g., `10233`). * **Description**: Full description of the product (e.g., *CLUTCH SLAVE CYLINDER*). * **Location**: The warehouse/bin location where the item is stored (e.g., `PO-Good-Bin`). * **Available Qty**: Available stock to be sold * **Actual Qty**: Physical stock counted in the warehouse. *** ### ⚙️ Actions The gear icon (right-hand side) provides options for each barcode entry: * **View Barcode** → Displays the barcode in a scannable format within a modal. * **Edit** → Opens the barcode record for editing details. *** ### 🔍 Filtering Barcodes **1. Warehouse** * **Dropdown Menu** * Lets you choose a specific warehouse to search within, or select "All" to include every warehouse in the system. * Useful for users managing stock across multiple locations. **2. Stock Item** * **Free-text input** * Allows you to search for a specific stock item using a part of its **code**, **description**, or both. * Useful for quickly locating a known item. **3. Search Exact** * **Checkbox** * When checked: Performs an exact match on the **Stock Item** input (e.g., only returns results that match exactly what you typed). * When unchecked: Performs a partial or fuzzy match (e.g., matches any item containing the text you entered). * Helpful when you know the precise stock code or want broader results. **4. Location** * **Free-text input** * Filters items by a specific **bin location** or area within the warehouse (e.g., `Pick-Face/WH1`). * Useful for warehouse teams managing stock at the shelf/bin level. **5. Search Historic (Qty <= 0)** * **Checkbox** * When checked: Includes **historic items** (items with a stock quantity of 0 or less). * When unchecked: Only shows items with available stock. * Useful for: * Reviewing old stock * Replenishment planning * Auditing inactive SKUs **6. Filter Button** * Applies all selected criteria and refreshes the results accordingly. **7. Reset Filter Button** * Clears all input fields and selections, returning the view to its default state (showing all items). *** ### 📤 Exporting Barcodes * **Export Button** (spreadsheet icon, top-right). * Downloads the current filtered view to Excel or CSV format. **Included Columns:** * Barcode * Code * Description * Location * Available Qty * Actual Qty # Inbound The features under inbound relate to how you get stock into your warehouse. The relates to receiving, cross docking, client returns stock out of your warehouse. # Cross Docking ### Overview The **Cross Docking** process in OrderEazi’s Inventory Module is designed to streamline warehouse operations by enabling fast and efficient movement of goods from receiving to dispatch—without the need to shelve stock for later picking. This feature allows warehouse teams to **repack and check items** that have already been received and quality checked during inbound processing. By doing so, it helps to **quickly fulfill one or more orders** without unnecessary stock handling or delays. ### When to Use Cross Docking Use Cross Docking when: * Items have been received and passed quality checks. * Orders need to be dispatched immediately or shortly after receiving. * You have back-to-back orders where you are purchasing stock for dispatch as soon as it is received. This process is especially useful for high-turnover goods, urgent customer orders, or just-in-time supply chains. *** ### Accessing the Cross Docking Screen To access the Cross Docking feature: 1. Navigate to the **left-side menu**. 2. Click on **Inbound > Cross Docking**. You will be directed to a listing page showing all purchase orders that have been flagged for Cross Docking. *** ### Cross Docking Listing Columns The listing includes the following columns for easy tracking and management: | **Column** | **Description** | | ----------------------- | --------------------------------------------------------------------- | | **Created** | The date the Cross Docking process was initiated. | | **Purchase Order** | The purchase order number associated with the items. | | **Receiving Warehouse** | The warehouse currently processing the goods. | | **Receipt Number** | The Goods Received Voucher (GRV) tied to this Cross Docking instance. | | **Supplier** | The supplier linked to the purchase order. | | **Supplier Ref** | The supplier’s document reference number. | | **Units** | The total number of units to be processed. | | **Delivery Date** | The expected delivery date of the goods. | | **Status** | Indicates whether the purchase order is partially or fully received. | ### Next Steps Once on the **Cross Docking** listing screen, the next step is to select the specific entry you want to continue working on. #### How It Works: * Click on the desired **Cross Docking** entry in the list. * OrderEazi will **automatically filter all related records** to only show: * **Purchase Orders** * **Goods Received Vouchers (Receipts)** * Related to the **same project** as the selected Cross Docking. This filtering ensures that users do **not mix client orders** or process unrelated stock, which helps maintain order integrity and traceability throughout the fulfillment process. *** ### 🚚 Starting the Cross Docking Process After selecting the correct Cross Docking entry: 1. Click to **Start Cross Docking**. 2. This action prepares the system to continue into the **Multi Dispatch** workflow. *** ### 🚀 Multi Dispatch Integration Once inside Multi Dispatch, OrderEazi automates the **picking and checking** of orders based on the incoming stock. #### Key Features: * **Automatic Picking & Checking**: Quickly processes stock items for dispatch. * **Single Address Dispatch**: * Generates **one delivery note** for the full order. * **Multiple Address Dispatch**: * Generates **a separate delivery note for each address**. This flexibility allows you to handle both centralized and distributed deliveries with ease. *** ### 📦 Final Step: Repacking for Dispatch After delivery notes are generated: 1. You’ll need to **repack items per delivery note**. 2. Once repacking is complete, the **delivery note is marked as ready for dispatch**. This ensures every order is verified, organized, and ready to leave the warehouse accurately and efficiently. # Purchase Orders ### Overview *** The **purchase order** provides an Eazi solution for managing all r**eceiving** in the inventory system. This enables tracking of ordered goods and full visibility on your PO's improving accuracy, accountability, and coordination between inventory teams and sales operations. This system allows you to handle the receiving of **purchase orders**. We can add additional **information and documents** to orders **received, print labels** for items on your purchase order, **quality control** handling for goods on a PO, and perform **movement request** for stock received. ### Purchase Order Table *** #### Filters The filters allow you to find and view **purchase orders** that are relevant to your **search**. * We can **filter** on orders to be received by a **warehouse**. * **Status** which indicates where in PO life cycle the order is at. We can **filter** on the following. * **Open** - Awaiting to be processed. * **Closed** - Canceled or Voided PO. * **Received** - items have been received/Distributed. * **Partially received** - only some items of the purchase order have been delivered. * **Open or Partially received** - PO's that are awaiting to be processed or waiting on some items to be delivered. #### Different types of Purchase Orders ![](https://2897563054-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsn7lVBDKBL7DOUUEvg2A%2Fuploads%2FJEHeWxpKI2PrzdiA0fi4%2Fimage.png?alt=media\&token=49d92e10-5c4e-440e-b7a7-225e56017278) **Cross Docked** - Inventory stock that has been received, quality checked, moved from received to dispatch without needing to go through the stock shelving process and picking. ![](https://2897563054-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsn7lVBDKBL7DOUUEvg2A%2Fuploads%2FooH2DQp7gAoKZdQkEVdQ%2Fimage.png?alt=media\&token=d1750f50-d1f2-4553-93c3-93517a9c28f7) **Drop Shipped** - Purchase Orders that are dispatched directly to the client from the supplier. ![](https://2897563054-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsn7lVBDKBL7DOUUEvg2A%2Fuploads%2FovvjKqHwLF689EeEXzZe%2Fimage.png?alt=media\&token=f435f33b-c4ec-49fe-b896-77d5f419e130) **Packing List Loaded** - Purchase Orders that have documentation specifying how to pack received items outbound to clients. ![](https://2897563054-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsn7lVBDKBL7DOUUEvg2A%2Fuploads%2FuWYienc8QSCJWA7BKp5s%2Fimage.png?alt=media\&token=f89f55a7-1d97-405a-a7ae-645829def875) **Distribution List loaded** - Purchase Orders which have multiple dispatches to be fulfilled. you can click on PO records with this icon to view the distribution list. #### Columns | | | | ------------------- | ----------------------------------------------------- | | Column | Description | | Created | The Date the purchase order was initiated | | Receipts | The goods received voucher and stock issue voucher | | Receiving Warehouse | The warehouse where the goods are to be processed. | | Document No | Purchase order number associated with the PO document | | Customer | The client who's goods will be dispatched too | | Supplier | The supplier of the PO's goods. | | Supplier Ref | The suppliers documents and reference number | | Units | Total number of items to be processed | | Delivery Date | The expected delivery date of the goods | | Status | Indicates where in the process a purchase order is | ### How to use this feature Once on the Purchase Order List page you can interact with purchase order number under the **Document No** columns. ### Next steps 1. After clicking on a purchase order number a modal will pop up allowing you to append information to the PO. 2. After filling out necessary info. Click the **Received At Warehouse** button. this will create a **GRV** indicating that the goods have been received. 3. You should see a **GRV** populate under Receipts for the particular PO you are working with. There are two options to get to the next step. 1. Click on the the GRVs number highlighted green. 2. click on the down arrow right at the end of the row and select view. Here you can view all PO related info (excluding sales sensitive info). You will see a GRV under receipts information, next to Action click on **Continue.** 4. On the **Order Line Items** specify the condition of received units, "Good" or "Damaged". on this step you can also print item barcodes and labels. When done select items to process via the check box in the left most column and click Next Step. 1. **OPTIONAL** if Damaged. Any items that have issues labeled "Damaged" will require a **Bad Stock Reason.** On this screen we must select a reason and a reason description as to why that stock is bad. we can upload an image, which is optional, to help explain the reason. 5. The last step will show us bins the goods will be processed to and let us confirm. When happy click the **Complete** button at the top right. ### Tips * You can Create a **Movement Request** for a purchase order. Click on the **down arrow -> View** under the settings column**.** Here you can see PO documents and details, at the top right of the screen -> **Create Movement.** * While your still on the PO view page you can view a **GRV** by clicking on the little link icon next to the GRV document number. * If for what ever reason you want to **close** a **Purchase Order** click on **down arrow -> Close PO** under the settings column # Outbound The features under outbound relate to how you get stock out of your warehouse. The relates to picking, checking, packing and dispatching stock out of your warehouse. # Sales Orders ### Understanding Sales Orders in OrderEazi Sales Orders in OrderEazi form a key part of the fulfillment process, bridging the gap between sales and warehouse operations. The Sales Module handles order creation and sales-related workflows, while the Inventory Module is responsible for all warehouse-related tasks such as allocation, picking, and packing. Managers oversee these processes to ensure smooth execution and inventory accuracy. ### Sales Order Creation Process A Sales Order is created within the Sales Module when a customer places an order, either through the sales team or an integrated e-commerce platform. This process involves: * Entering customer details and order information. * Selecting the products and specifying quantities. * Reviewing and confirming pricing, discounts, and applicable taxes. * Creating a Sales Order, making it available for warehouse processing in the Inventory Module. Once created, the Sales Order becomes visible in the Inventory Module, where warehouse teams can manage the allocation and fulfillment process. ### Stock Allocation and Warehouse Processing Once a Sales Order is in the Inventory Module, the next crucial step is stock allocation. This ensures that products in the warehouse are assigned to specific orders before picking and packing. Key aspects include: * Automatically or manually assigning available stock to the order. * Managing stock shortages by handling backorders if necessary. * Adjusting allocations based on inventory movements or order changes. After stock is allocated, the Sales Order proceeds to the picking and packing stage. ### Workflow: Managing Sales Orders from Allocation to Dispatch To efficiently handle Sales Orders within the warehouse, follow these key steps: 1. To view the Sales Orders listing, click on the ***Outbound > Sales Orders*** button from the left hand navigation menu.\ ![](https://2897563054-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsn7lVBDKBL7DOUUEvg2A%2Fuploads%2F6XPSV5e8yXFWlgt8ksi3%2Fimage.png?alt=media\&token=9dc956c1-8183-4c4e-8a0a-9455102cda33) 2. To find a specific order, use the filters at the top of the page to narrow down to the specific order you are trying to locate. 3. To allocate an order, from the options dropdown on the relevant line, click on ***Allocate***, or you can view the order details by clicking on ***View***.\ ![](https://2897563054-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsn7lVBDKBL7DOUUEvg2A%2Fuploads%2FITiTPApBOWeizMPxLHes%2Fimage.png?alt=media\&token=5e89f10a-9d04-4794-adac-c056405cb0cf) 4. When viewing an order, a user can uppload document attachments by clicking on the ***Upload Attachment*** button. 5. If an order does not have any picking slips, you can allocate the order by clicking on the ***Allocate*** button.\ ![](https://2897563054-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsn7lVBDKBL7DOUUEvg2A%2Fuploads%2FvDqlIM8TWaqOLMwnGyPA%2Fimage.png?alt=media\&token=5d968e9e-7e60-4d9d-b8d7-bb606cd8ad22) 6. When an order is allocated, it will display the Picking Slip information.\ ![](https://2897563054-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsn7lVBDKBL7DOUUEvg2A%2Fuploads%2FprKD8g6If64sOQ1RLm4u%2Fimage.png?alt=media\&token=eba39007-60a5-421d-88aa-d8ac0a4f396b) 7. **Locate the Sales Order** – Access the Sales Order from the Inventory Module to review its details and ensure it is ready for processing. 8. **Allocate Stock** – Assign available stock to the order manually or using automated allocation tools within OrderEazi. 9. **Picking** – Warehouse staff retrieve the allocated stock from storage locations. 10. **Packing** – The picked items are packed securely, ready for shipping. 11. **Dispatch** – The packed order is moved to the shipping area for courier processing and final delivery steps. ### How Sales Orders Impact Other Warehouse Processes Sales Orders are central to various warehouse operations, influencing: * **Picking & Packing:** Ensures efficient movement of goods within the warehouse. * **Dispatch & Courier Processing:** Facilitates order shipment and courier coordination. * **Stock Adjustments:** Reflects any changes in inventory due to order modifications, cancellations, or shortages. By effectively managing Sales Orders, managers help streamline warehouse operations, minimize delays, and optimize inventory usage. # Picking OrderEazi's picking process is the workflow used to physically collect items from the warehouse to fulfill a sales order. This functionality ensures the correct products, in the correct quantities, are collected efficiently and accurately before packing and shipping.\ This guide explains how the picking process works in OrderEazi's inventory module. 📋 **Allocating the Sales Order to a Picking Slip**\ Before any picking can begin, each sales order must be linked to a picking slip in the system.\ A single sales order can also be split across multiple picking slips, which is especially useful if the order is large or items are stored in different warehouse zones.\ This allocation step ensures that each picking slip contains a clear, organized list of products and locations for the picker to follow. 🖨️ **Printing the Picking Slip Label**\ At the picking printer station, the user scans the barcode assigned to that specific printer.\ The system then generates and prints a label containing the picking slip number and a scannable picking slip barcode.\ This label is usually attached to the picking stock container, so it travels with the items throughout the process. ▶️ **Starting the Picking Process**\ Once the label is printed and the picking slip is ready, the picker proceeds to the Start Picking option.\ Scanning the picking slip barcode at this stage tells the system exactly which order is being worked on, ensuring no confusion between different tasks.\ The system will then load all required items and their locations for that slip. 📍 **Navigating to the First Location**\ For each product and location listed on the picking slip, the system provides clear navigation instructions to the correct storage bin, shelf, or rack.\ Upon reaching the location, the picker scans or manually enters the location barcode to confirm they are in the correct spot.\ This step helps reduce errors caused by similar-looking bins, shelves or products. 📦 **Scanning the Product**\ The system displays key details about the required product, such as the SKU, item description, and product image (if available).\ The picker scans the product’s barcode to confirm the correct item is being picked.\ This barcode validation step is essential for accuracy, especially in warehouses that store similar-looking products. 🔢 **Handling Minimum Scan Quantity**\ If the system has a minimum scan quantity configured, the picker only needs to scan one unit of that product and then manually enter the total quantity being picked.\ If no minimum scan quantity is set, each unit must be scanned individually.\ This flexibility helps speed up the process for bulk items while maintaining accuracy for high-value or sensitive products. ⏭️ **Skipping a Location When Needed**\ If a picker cannot retrieve stock from a particular location—for example, if the location is blocked or the item is temporarily inaccessible—they can use the *Skip Bin* option.\ The system will then move that line to the end of the picking sequence so it can be attempted again later without disrupting the rest of the picking process. ⚠️ **Overriding for Stock Shortages**\ If a location does not have enough stock to fulfill the quantity required, the picker can use the *Override* function.\ This requires supervisor confirmation to ensure proper oversight.\ Once approved, the system adjusts the picking slip by removing the remaining quantity for that product from that specific location.\ These picking exceptions are also tracked per picking slip and can be reported on in the reports area of the system. ✅ **Completing the Picking Slip**\ After all items have been picked—or appropriately skipped or overridden—the system confirms that the picking slip is complete.\ At this point, the slip moves on to the checking stage, where items are verified before packing and shipping.\ This final step ensures that all products leaving the warehouse match the order requirements. 📊 **Picking KPI Reports**\ The system provides a detailed Picking KPI (Key Performance Indicator) report that shows the performance of picking users for a specified time frame.\ This report can be viewed [here](/inventory-features/reports/picking-kpi-report). # Checking Checking is the process of inspecting stock before it leaves the warehouse to ensure accuracy and quality. This step verifies that the items picked for a customer order match the order requirements an #### ⏱️ When is Checking Performed? * ✅ Checking is carried out **after an order has been fully picked**. * 📦 The picker moves the order(s) to the **checking station**, where the checking process begins. * ⚠️ If there are discrepancies (wrong items, incorrect quantities, or damages), they will be identified at the checking station. * 👤 Ideally, the user performing the checking should be **different from the picker** for better control and accountability. *** #### 📋 Which Orders Can Be Checked? Only **fully picked orders** can move into the checking process.\ 🚫 Orders that are partially picked cannot be checked until completed. *** ### 🛠️ How to Perform Checking in OrderEazi #### Step 1️⃣ – Start Checking 1. 📂 From the **side menu**, click on **Start Checking**. 2. 👨‍💼 If the user is an **Admin** or **Checking Supervisor**, they will be redirected to the **Checking Listing**, which contains a **Start Checking** button. 3. 🔄 Clicking this button redirects the user to the **Checking Barcode Scan** screen. 4. 📲 **Scan the Picking Slip barcode** to begin the process. *** #### Step 2️⃣ – Scan Picking Slip 1. 📑 Once the picking slip barcode has been scanned, the system verifies that the order is **fully picked**. 2. 🖥️ The user is redirected to the **Checking Items** screen. 3. 📊 The system displays: * 📦 Total Quantity Scanned * ➕ Total Quantity Over Scanned * 🧾 Picking Slip Items (with required, scanned, and over quantities) 4. ➕ Click on **Add Box** to continue. *** #### Step 3️⃣ – Add a Box 1. 🏷️ When the **Add Box** button is clicked, the system assigns and prints a **Box Label**. 2. 🔐 Each box label is uniquely generated and linked to the order for traceability. *** #### Step 4️⃣ – Scan or Add Items into Boxes 1. 📲 Once the box has been added, **scan or manually add items** into that box. 2. 📦 If the current box becomes full, click on **Add Box** again to create another box. 3. ✅ After all items have been checked into one or more boxes, click on **Complete**. *** #### Step 5️⃣ – Variance Report (if enabled) 1. 📝 Clicking **Complete** will redirect the user to a **Variance Report**, provided this setting is enabled. 2. ⚙️ If variance reporting is **not enabled**, the checking process is completed immediately. 3. 🚨 If there are variances: * 👨‍💼 A supervisor will be required. * 🔄 Each line or the entire check can be **reset and reopened** for re-checking. * ✔️ If the supervisor decides to **proceed and accept variances**, they can force the variances through by clicking **Proceed**. *** #### Step 6️⃣ – Validate Boxes (if enabled) 1. 📦 If the **Validate Boxes** setting is enabled, the user will be redirected to a screen where they must **scan all box labels**. 2. 🔒 This ensures that **all boxes are packed and sealed** before completing the process. *** #### Step 7️⃣ – Completion 1. 🎉 The final step is a **confirmation message** to the user. 2. ✅ This confirms that the checking process has been successfully completed. *** #### 📌 Summary The **Checking process in OrderEazi** ensures that orders leaving the warehouse are:\ ✔️ Accurate\ ✔️ Quality-checked\ ✔️ Properly boxed and labeled It involves: 1. 📲 Scanning the picking slip 2. 📊 Verifying items and quantities 3. 🏷️ Assigning boxes and scanning items into them 4. 📝 Reviewing variances (if enabled) 5. 📦 Validating box labels (if enabled) 6. 🎉 Completing the check with confirmation This step forms a crucial part of the **Inventory Management Module** and helps maintain **accuracy, accountability, and customer satisfaction**. # Dispatch What is a Trip Sheet? A Trip Sheet is the paperwork generated for drivers. In short, it acts as the delivery manifest for each trip. It contains: \ 🧾 Details of the order(s) to be delivered \ 📍 Delivery addresses for each order \ 👤 Assigned driver detail\ \ ⏱️ When is a Trip Sheet Created? * ✅ A trip sheet is created once the order has been **picked** and **checked**. * 🚚 It is generated when the driver is at the **outbound area** ready to take the boxes from the warehouse for delivery. * ⚠️ If an order does not appear in the list when creating a trip sheet, it means that: * The order has **not yet been picked**, or * The order has **not yet been checked**. *** ### 🛠️ How to Create a Trip Sheet 1. 📂 Click on **Create Trip Sheet** from the side menu or listing. 2. 👤 Select the **Driver** and the **Route** (Local or Remote). * ➕ If the driver does not exist, add them during creation. * Required details: **Name, Surname, Contact Number**. 3. 📅 Select the **Delivery Date**. 4. 📝 (Optional) Add **Notes** to the trip sheet for internal or driver reference. 5. 📦 Add the **Order(s)** that need to be dispatched on this trip sheet. 6. ✅ Click on **Create Trip Sheet** to finalize. *** ### 🔄 How to Update a Trip Sheet 1. 📂 From the trip sheet listing, use the **dropdown** and select **Update**. 2. ✏️ All options available in **Create Trip Sheet** are also available here: * Change driver or route * Edit delivery date * Update notes * Add more orders 3. ➖ Orders can also be **removed** from the trip sheet if needed. 4. ✅ Save changes to confirm the update. *** ### 📤 How to Dispatch a Trip Sheet 1. 📂 From the trip sheet listing, use the **dropdown** and select **Dispatch**. 2. ⚠️ A confirmation will appear asking the user to confirm dispatch. 3. ✅ Once dispatched: * The trip sheet can **only be viewed or printed**. * It can no longer be updated. *** ### 👀 How to View, Print & Download a Trip Sheet 1. 📂 From the trip sheet listing, use the **dropdown** and select **View**. 2. 🖨️ From here, the user can: * Print or download a **PDF** version of the trip sheet. * View or print each order’s **Delivery Note** and **Packing List**. *** #### 📌 Summary The **Dispatch process in OrderEazi** ensures orders are properly documented and organized before leaving the warehouse. It includes: 1. 🛠️ **Creating** a trip sheet with driver, route, and order details. 2. 🔄 **Updating** a trip sheet before dispatch if any changes are required. 3. 📤 **Dispatching** the trip sheet to lock and finalize the delivery. 4. 👀 **Viewing, printing, or downloading** trip sheets, delivery notes, and packing lists. This process provides structure, accountability, and clarity for both warehouse staff and drivers. # Stock This section deals with how you manage stock in your warehouse. Understand what stock is incoming, where is your stock in the warehouse, how much of each item you have available to sell, what will be picked, moved, transferred and so on. # Stock Levels ### Viewing Stock Levels To access stocks levels you must first switch to the Inventory Module of OrderEazi, you can switch by cliking on "Inventory" under the dropdown menu top right. If you don't see an option to access Inventory then you either don't have access or your OrderEazi instance is not licensed for Enterprise. Once the Inventory Module has loaded, access the stocklevels using the left-side menu, click Stock > Stock Levels. #### 📦 **Item and Location** * **Location**: The physical or logical warehouse location of the item * **Code**: Unique product code, which could combine an internal reference (e.g., `OE-0032908`) and a short product identifier (e.g., `BOS-BDS`). * **Description**: Full description of the item, including brand, type, size, color, and sometimes SKU variant codes. *** #### 📊 **Quantities** * **Stock Days**: Indicates the number of days the stock has been in inventory. High numbers may suggest slow-moving items. * **Pick Res**: Quantity reserved for picking (currently 0 for all). * **Move**: Movement figures in the format `X / Y` where: * **X** = Quantity moved out * **Y** = Quantity moved in * **XFER**: Inter Warehouse Transfer figures, formatted `Allocated / Incoming / Outgoing` * **DISP**: Disposals — items removed from stock due to damage, expiry, etc. * **RTRN**: Returns — stock returned to the warehouse. * **Avail**: Available stock o be sold * **Actual Qty**: Physical stock counted in the warehouse. * **TH**: Threshold — a reorder level or minimum threshold. * **Incoming**: Stock expected to arrive due to purchases *** #### 💰 **Cost and Pricing** * **Avg Cost**: The average cost per item * **Total Cost**: Total stock value for that line item in that location (`Actual Qty x Avg Cost`). * **Avg Sell**: The average selling price per unit. *** #### ⚙️ **Settings / Actions** * The gear icon column on the far right is used to access detailed stocklevel information for that item in that location ### Filtering Stock Levels The filter section in the **OrderEazi** stocklevel screen allows users to narrow down the stock level results based on various criteria. Here's a breakdown of each filter field and its functionality: *** #### 🔍 **Filter Options and Their Purpose** **1. Warehouse** * **Dropdown Menu** * Lets you choose a specific warehouse to search within, or select "All" to include every warehouse in the system. * Useful for users managing stock across multiple locations. **2. Stock Item** * **Free-text input** * Allows you to search for a specific stock item using a part of its **code**, **description**, or both. * Useful for quickly locating a known item. **3. Search Exact** * **Checkbox** * When checked: Performs an exact match on the **Stock Item** input (e.g., only returns results that match exactly what you typed). * When unchecked: Performs a partial or fuzzy match (e.g., matches any item containing the text you entered). * Helpful when you know the precise stock code or want broader results. **4. Location** * **Free-text input** * Filters items by a specific **bin location** or area within the warehouse (e.g., `Pick-Face/WH1`). * Useful for warehouse teams managing stock at the shelf/bin level. **5. Search Historic (Qty <= 0)** * **Checkbox** * When checked: Includes **historic items** (items with a stock quantity of 0 or less). * When unchecked: Only shows items with available stock. * Useful for: * Reviewing old stock * Replenishment planning * Auditing inactive SKUs **6. Filter Button** * Applies all selected criteria and refreshes the results accordingly. **7. Reset Filter Button** * Clears all input fields and selections, returning the view to its default state (showing all items). *** #### ✅ **Use Case Example** If you want to: * Find items in the warehouse **Pick-Face/WH1** * That include the word “Golf” in their description * And only show results with stock available You would: 1. Select **Warehouse**: All or the specific one 2. Type **Golf** into the **Stock Item** field 3. Leave **Search Exact** **unchecked** (for broader match) 4. Enter **Pick-Face/WH1** in the **Location** field 5. Leave **Search Historic** **unchecked** 6. Click **Filter** ### Exporting and Importing Stock Levels #### 📤 **Export Button** * **Icon**: A spreadsheet symbol (Excel icon) * **Label**: `Export` **🔧 Functionality:** * Downloads the current view of the **stock levels table** into an Excel (`.xlsx`) or CSV file. * The exported data reflects **any active filters** (e.g., warehouse, location, item code). * Typically includes columns such as: * Location * Stock Code * Description * Quantities (Available, Actual, Pick Res, etc.) * Cost and Selling Prices **✅ Use Cases:** * Auditing or reconciling stock * Sharing stock reports with other departments * Bulk updates (as a starting point for re-importing changes) *** #### 📥 **Import Levels Button** * **Icon**: A plus symbol inside a circle * **Label**: `Import Levels` **🔧 Functionality:** * Allows users to **upload a spreadsheet file** to update stock levels in bulk. * File must follow a specific **template format**, that is explained on the next screen: * Item Code/SKU * Warehouse * Location * New Stock Quantity **✅ Use Cases:** * Importing initial stock levels when onboarding new products * Syncing data from an external system or ERP **⚠️ Notes:** * Validation rules typically apply to ensure data integrity. * Importing may be restricted by user permissions or workflow approvals. *** #### 🧠 Tip: Before doing an import, it's best practice to **export** current data as a backup in case you need to revert changes. # Incoming Stock The Incoming Stock feature in OrderEazi provides a clear overview of all stock items that are expected to arrive in your warehouses. This feature helps you plan ahead, manage customer expectations, an The **Incoming Stock** section in OrderEazi provides a clear overview of all stock items that are expected to arrive in your warehouses. This feature helps you plan ahead, manage customer expectations, and track purchase orders efficiently. When you open the **Incoming Stock** tab, you’ll see a table with the following fields: *** ### 📝 Table Fields Explained #### 🔖 **1. SKU (Stock Keeping Unit)** * A unique identifier for each product. * Used to differentiate between items, even if they have similar names. *** #### 📝 **2. Description** * A human-readable name of the product. * Provides clarity on what the SKU represents. *** #### 🏢 **3. Warehouse** * The warehouse where the incoming stock is expected. * Helps ensure the right product goes to the correct storage site. *** #### 📦 **4. Incoming Qty** * The **total quantity of stock ordered** from a supplier that is still on its way. * Represents what is expected to arrive, based on purchase orders. *** #### 📅 **5. Incoming Date** * The **expected arrival date** of the stock into your warehouse. * This may be provided by the supplier or logistics partner. * Helps you plan customer deliveries and sales availability. *** #### 📑 **6. Incoming PO (Purchase Order)** * The purchase order number linked to the incoming stock. * Provides traceability back to the supplier order. * Clicking the PO may give you more details about the order. *** #### 📊 **7. Actual Qty** * The **actual physical quantity** of stock received once the shipment arrives and is checked into the warehouse. * May differ from Incoming Qty due to supplier shortages, damages, or over-deliveries. *** #### 🎯 **8. Reserved Qty** * The portion of the stock that is **already committed** to customer orders or internal reservations. * This quantity cannot be sold to other customers. *** #### ✅ **9. Available Qty** * The **free stock** from the incoming shipment that will be available for new orders. * Calculated as:\ **Available Qty = Actual Qty (or Incoming Qty, if not yet received) – Reserved Qty** *** ### ✅ Why is Incoming Stock Important? * **Sales Planning**: Sales teams can see when stock will be available for customers. * **Customer Service**: Helps provide accurate delivery timelines. * **Stock Control**: Prevents overselling by factoring in reserved stock. * **Supply Chain Visibility**: Links directly to supplier POs for full traceability. --- [Next Page](/llms-full.txt/1)