What can the order module do?
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Difficulty level: Easy
Order
This section only applies if the module CRM is active.
With the order module you put together a tailor-made proposal: a quotation, contract, agreement or mandate. A booking is bound to what you have set up on the object (prices, options, times). An order is free: you add any line you want, with your own description, quantity and price.
When do you use an order?
- You make quotations for groups, events or meetings with several days, rooms and packages.
- You sell something that is not an object in i-Reserve, such as a licence, a subscription or a custom package.
- The customer has to sign a contract, agreement or SEPA mandate.
- You only want to invoice once the customer agrees, without entering everything again.
The building blocks
| Building block | What is it |
|---|---|
| Order | The proposal itself, with an order number, date, customer or company, status and a description. |
| Block | A group of lines within the order, for example Day 1, Room hire or Catering. Each block has its own description, a memo for explanation and an automatic total line. |
| Order line | One line in a block: description, quantity, unit, price, VAT and optionally discount, dates and ledger account. |
| Product | A preset line you add to an order with one click, such as Meeting package full day. See Setting up products and categories. |
| Library | Complete orders that serve as a template for new orders, for example your standard quotation. See The order library. |
| Order output | The document (pdf) you create from the order, based on an order template. One order can have several documents, for example a quotation and a SEPA mandate. See Creating an order template. |
| Order fields | Extra fields on the order, such as the number of guests or an IBAN. See Order fields. |
The life cycle of an order
- You create an order: new, from the library, as a copy of another order or from a booking.
- You add blocks and lines.
- You create a document (order output), look at the preview, save it and email it to the customer.
- The customer agrees, optionally with a digital signature via Box Sign.
- You turn the order into an invoice, in one go or in parts.
Each step is reflected in the order status.
What the order module does not do
- No calculation rules. There are no automatic, conditional or optional lines and no tiered prices. What is in the order, you (or a product or the library) put there. How totals, discount and VAT do work is explained in How do order lines, totals, discount and VAT work?.
- No booking from an order. You can create an order from a booking, but not the other way round. See From booking to order to invoice.
- No online acceptance without Box. A customer signs digitally through the Box integration. Without that integration you email the document and process the acceptance yourself.
Requirements
The order module is part of the CRM licence module. To invoice from an order you also need the invoice module. Is the module not switched on yet? Please contact our support team.
Want to start right away? Follow Getting started with the order module.
