A received order is typically a binding order placed by your customer to you. It is therefore a non-accounting sales document that commonly contains the ordered items. A received order may be preceded by, for example, an issued quote or a received inquiry.

A received order is also part of the so-called sales cycle. The sales cycle refers to the entire business process that can be carried out in Flexi. If you would like to learn more, take a look at our guide.

As mentioned in the first paragraph, an order is a non-accounting document, so all payments must be directed to the next step, which is for example an issued advance invoice or a regular invoice.

The easiest way to find orders is probably by using the search function.

The second option is, of course, to always find received orders in the overview of all modules. The list of modules can be customized as needed — more details in our guide.

And if you use orders frequently, nothing is simpler than dragging them into the menu on the left side.

First, it is worth noting that a received order does not have a fixed set of required fields. It essentially depends entirely on the user which information is important to them or their client. However, we will walk through the creation of a typical received order.

The received orders module can be freely customized. You can adjust the displayed columns or apply sorting and filtering. More information can be found in our video guide.

To create a new order, as in any other module, click the New button in the top right corner of the web application.

You are now in the received order form. The blank form, depending on your layout settings, may look like this.

It is worth mentioning that the form layout can be customized. More information about the application appearance can be found in our guide. Are some fields missing from the form, or do you need to hide unnecessary ones? Use the form settings to make the necessary adjustments.

Let's take a look at the fields that are commonly filled in on an order.

The order header settings allow you to configure additional fields. If the fields and tabs described above are not sufficient, you can also use other, less commonly used fields. All available fields can be found via the form settings, and the meaning of all fields in the module is described in the documentation for the desktop application.

Once the order header is filled in, we can move on to the second part: creating the order items.

This is the section where you enter all the goods, products, or services that your customer has ordered. Click the "Add another line" button to insert a new item.

You can link to price list items, or create items without a price list reference. However, for better record-keeping we recommend always linking to the price list.

An item can be created this simply — by filling in only the essential details, which will always include at least quantity and price. When you link to the price list, the price is filled in automatically (including advanced pricing rules). The columns displayed for each item in this overview can also be easily added or removed.

Stock items can also be reserved in the warehouse. More information is available in the documentation.

You can easily access the advanced edit view using the button highlighted above.

Here you will find a number of additional fields and settings that can be adjusted. In most cases, however, the required data is already loaded from the price list. For non-price-list items, only the quantity and price are typically relevant.

As an attachment, you can upload any document (i.e., a file in any format) that should be stored with the order.

The introductory and closing text are then printed directly in the customer-facing document (PDF). The introductory text appears above the items, and the closing text appears below them. The note is for your internal use only and is not printed by default.

While we are still on the topic of printing, it is worth noting that you are not limited to the default print template. Using custom reports, the print template can be modified as needed. If you would like more information, do not hesitate to contact us via our support line.

At the very bottom of the form, there is one more very important button: "More actions", known in the desktop application as "Services".

This button contains all the actions that can be performed on the order or its items. Among other things, this is where you will find the previously mentioned order fulfillment, which refers to the creation of a delivery note or an invoice. If you would like to learn more about the sales cycle that these steps are part of, our guide may be helpful.

The button also provides options for printing, sending by email, or viewing document links.

Once the order is set up the way you need it, all that remains is to save it. After saving, it will of course appear in the orders overview.