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Multi-orders

Go to System » Orders » Order types » Multi-order to configure the basic settings for multi-orders. The settings in this menu are the basic settings for all multi-orders. For example, you can specify which order types and order statuses should be available for multi-orders.

Configuring multi-orders:

  1. Go to System » Orders » Order types » Multi-order.

  2. Pay attention to the explanations given in table 1 and carry out the settings as desired.

  3. Save the settings.

Setting

Explanation

Order types

Select which order types should be available for multi-orders (multiple selection possible). It is only possible to use the order types listed here for multi-orders.

Item text

Select which options you want to use for the item text column of the stock units that belong to a multi-order (multiple selection possible). The selected options will be listed separately for each individual order within the multi-order. This ensures that the options can easily be connected to the correct customers and orders.

Sort orders by

Select how the individual orders should be sorted within the multi-order. These orders can be sorted by their order ID or the date when outgoing items were shipped. Each of these options can be chosen in ascending or descending order.

Order status of orders

Select which status of orders should be taken into consideration for multi-orders (multiple selection possible). We recommend creating an individual order status to specifically target orders that are intended for multi-orders.

Order status of credit notes

Select which status of credit notes should be taken into consideration for multi credit notes (multiple selection possible).

Table 1: options for multi-orders

Use the menu Orders » Multi-orders to gather unpaid orders and compile them into one multi-order. It is possible to generate multi-orders for specific customers or for specific customer classes. You will be able to generate multi-invoices within the multi-orders.

1. Basic settings

Go to System » Orders » Order types » Multi-order and edit the basic settings for multi-orders before you begin working with this function. Furthermore, go to System » Orders » Settings and use the option Standard status for multi-order to specify which order status should be given to multi-orders when they are generated. The status [13] Multi-order is recommended. The following case examples illustrate how to work with this function.

2. Case examples

The following case examples are only a few possibilities for working with multi-orders.

2.1. Multi-order per customer

Some customers may not want to pay every invoice individually, but would rather pay one large invoice each month or each quarter. The orders are processed as normal and the items are sent. However, the orders remain unpaid for. When you are ready to generate a multi-order for the customer, open the customer data record and click on the Multi-order icon. A multi-invoice can then be generated within the multi-order’s Receipts tab.

2.2. Multi-order per customer class

Some companies may not want to receive an invoice every time one of their employees purchases something in your online store. Rather, the company may prefer one monthly invoice for all of its employees' purchases. Set up a special customer class for this situation. The invoice recipient is specified by saving a customer ID in the customer class. The multi-invoice is generated directly within the corresponding multi-order and sent to this invoice recipient.

3. Generating a multi-order

It is only possible to create a multi-order for orders that have not been paid yet. Go to Orders » Edit orders or open a customer data record and click on the Orders tab. Then use the Order status filter to search for unpaid orders. For example, you can search for orders that are in status [3] Waiting for payment. There are two different ways to generate multi-orders. Both methods are explained below.

3.1. Generating one multi-order per customer class

Go to Orders » Multi-orders to generate a multi-order for a particular customer class and time period. All of the unpaid orders will be collected for the customer class and put together in a multi-order. In the customer class settings, use the Customer ID option to specify which customer should be owner of this customer class. In other words, which customer should receive the multi-invoice. Depending on the workflow in your own company, it may be a good idea to create special customer classes for multi-orders.

Generating a multi-order for a customer class:

  1. Go to Orders » Multi-orders.

  2. Open the Generate multi-orders submenu.

  3. Select the Customer class and a Period (optional).
    → The time period refers to the date when the order was received.

  4. Click on the gear-wheel icon to generate a multi-order.

EN Orders Multi Orders 01

Image 1: multi-order with multi-invoice

3.2. Generating one multi-order per customer

Open a specific customer data record to generate a multi-invoice for this customer.

EN Orders Multi Orders 02

Image 2: generating a multi-order

There you will find the function directly in the header of the Customer data tab. Click on the Multi-order icon to generate a multi-order that includes all of the currently unpaid orders.

Tip: Check orders

If you want to check whether a customer still has unpaid orders that could be included in a multi-order, then you can search for this customer’s unpaid orders in the Orders tab.

4. Generating a multi-invoice

In this chapter, you will learn how to configure and generate multi-invoices. It is only possible to create multi-invoices within the corresponding multi-orders.

4.1. Fulfillment settings

You can configure multi-invoices in the System » Client » Select client » Locations » Select location » Documents » Multi-invoice menu. In this menu, you can specify detailed settings for the document and you can also save a document template in the form of a PDF file. Customize the template as desired. For example, you may want to copy the values that are saved in the Invoice template and then make adjustments to these values as needed here.

4.2. Generating a multi-invoice

A multi-invoice can be generated within the multi-order’s Receipts tab.

EN Orders Multi Orders 03

Image 3: generating a multi-invoice

4.3. Automatically generating a multi-invoice with an event procedure

The event procedures menu contains an event called Multi-order generated and a corresponding procedure called Generate multi-invoice. Proceed as described below to create an event procedure for automatically generating multi-invoices.

Creating an event procedure for multi-invoices:

  1. Go to System » Orders » Events.

  2. Click on the green plus icon in the lower left corner to create a new event procedure.

  3. Enter a name, e.g. Generate multi-invoices.

  4. Select Order generation > New multi-order as the event.

  5. Save the settings.
    → The event procedure will be created.

  6. Click on the green plus icon to add a procedure of the procedure type Documents > Generate multi-invoice. Within this procedure, you can select when the payment is due and determine an early payment discount.

  7. Place a check mark next to the option Active.

  8. Save the settings.

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