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Create a new order

Goal​

To create a new order in the Propeller backoffice (or sales portal), enabling you to efficiently capture customer information, product details, shipping arrangements and payment methods. This ensures a seamless order management process and proper tracking throughout the order lifecycle.

Step 1: Navigate to the Orders Section​

  1. From the backoffice menu, select Order Management and then Orders.
  2. The Orders List will display existing orders organized by status tabs (DRAFT_ORDER, ARCHIVED, NEW, CONFIRMED), showing details such as:
    • Order number
    • Company
    • Order status
    • Payment Status
    • Debtor Id
    • Source
    • Total, €
    • Items Count
    • Date Created
    • Date Updated
    • Status changed date
    • Export status
    • Exported date
    • Export message

Step 2: Click on 'New Order'​

  1. At the top right of the Orders List, click the New Order button.
  2. A new screen titled New Order will appear with tabs for Company Details, Product List, Remarks, Shipping, Financial, Shipments and Source.

Step 3: Fill in Order Details​

Order Creation Methods​

You can start creating an order in multiple ways:

  • Direct creation: Click "New Order" and search for a contact person
  • From Companies: Click on "Select user" to browse and select from Companies (B2B) or Customers (B2C) tabs
  • From Contacts: Navigate to a specific company to see and select from their contacts list

  1. In the Company Details section:

    • Order for:
      • Click Select user to open the Users popup
      • Choose between Companies (B2B) or Customers (B2C) (Backoffice only) tabs
      • Search and select the appropriate company or customer
      • For B2B orders, after selecting a company, choose the specific Contact person

  2. The system will automatically populate (if data available):

    • Email: Contact's email address
    • Phone: Contact's phone number
    • Debtor id: Company's debtor identification
    • Tax number: Company's tax registration number
    • CoC number: Chamber of Commerce registration number

  3. Review the automatically filled Shipping address and Billing address:

    • Company name
    • Contact person
    • Email
    • Full address (Address, City, Zipcode, Country)
    • ICS field (for international tax purposes)

Step 4: Add Products to the Order​

  1. In the Product List section, you have two methods to add products:

    Method 1: Add Products by Code​

    • Use the Add Products by Code field for quick entry
    • Type the product SKU and press Enter
    • Products will be added with quantity 1 by default

    Method 2: Add Multiple Products​

    • Click Add multiple products button to open the product browser
    • This opens a full product catalog where you can:
      • Search by product name, SKU or other attributes
      • Filter products by various criteria
      • View detailed product information
      • Select multiple products using checkboxes
      • Add all selected products at once

  2. For each product in the order, the system displays:

    • Type: Product classification
    • Image: Product thumbnail
    • SKU: Stock keeping unit
    • Name: Product name
    • Supplier: Product supplier
    • Notes: Any product-specific notes
    • List price (unit), €: Standard list price
    • Customer Price (unit), €: Customer-specific price
    • Standard discount: Default discount percentage
    • Cost price (unit), €: Product cost
    • Sales Discount, %: Additional sales discount
    • Sales price (unit), €: Final unit price
    • Sale Margin: Profit margin percentage
    • Total discount: Combined discount percentage

  3. You can modify quantities and apply discounts as needed.

Step 5: Add Remarks and References​

  1. In the Remarks section:
    • Remarks: Add any internal notes or special instructions
    • References: Add customer reference numbers or external identifiers

Step 6: Configure Shipping Details​

  1. In the Shipping section:
    • Shipping method: Choose from available shipping methods in the dropdown
    • Pick-up location: If shipping method is pickup, select the location from dropdown
    • Preferred delivery date: Select or confirm the requested delivery date using the date picker
    • Partial delivery: Toggle between Yes/No to indicate if partial deliveries are allowed
    • Carrier: Select the carrier from the dropdown (appears when delivery method is selected)

Step 7: Configure Financial Details​

  1. In the Financial section:
    • Payment method: Select from the dropdown of available payment methods
    • Payment Status: Choose the appropriate payment status from the dropdown

Step 8: Review Additional Sections​

  1. Shipments section:

    • Initially shows "No shipping information found" for new orders
    • Will display shipment details once order is processed

  2. Source section:

    • Source: Select or confirm the order source (e.g., Sales Portal, Webshop, Manual)
    • External id: Add any external system reference number

Step 9: Save and Process the Order​

  1. Review all entered information for accuracy

  2. Available actions at the top of the screen:

    • PDF: Generate a PDF preview of the order
    • Apply Business Rules: Apply any configured business rules
    • Change status: Modify the order status
    • Save: Save the order as a draft
    • Send to client: Send order confirmation to the customer

  3. Click Save to save the order as a draft, or use Send to client to finalize and send.

Order Status Management​

The order will progress through various statuses:

  • DRAFT_ORDER: Initial creation state
  • NEW: Confirmed but not yet processed
  • CONFIRMED: Order confirmed and ready for fulfillment
  • ARCHIVED: Completed or cancelled orders

The order flow and statuses can be fully customized.

Best Practices​

  • User Selection: Always select the company first for B2B orders, then choose the specific contact person
  • Address Verification: Review both shipping and billing addresses, especially the ICS field for international orders
  • Product Pricing: Verify that customer-specific pricing is applied correctly
  • Reference Numbers: Always add customer reference numbers when provided for easier tracking
  • Draft First: Save as draft initially to allow for review before sending to the customer
  • Business Rules: Apply business rules before finalizing to ensure all discounts and conditions are properly calculated