How to Place a Sales Order for a Customer

Create manual orders for:

• Phone or email orders: Customer places order through customer service
• Trade shows and events: In-person order entry
• Assisted purchases: Help customers complete orders they couldn't finish online
• Special arrangements: Custom payment or shipping requirements

What You'll Need:

• Customer email or account
• Product SKU, barcode, or name
• Complete shipping address
• Payment method (credit card or existing payment on file)

Access Order Interface

1Click Orders in top navigation

2Select Place New Order

3Customer selection page displays all current customers

Choose Existing Customer

1Use filters to search by name, email, or customer number

2Click Select under Actions column

Or Create New Customer

1Click Add New Customer button

2Complete customer form with required information

3Save and proceed to order form

Configure Shipping Address

1Click Ship To Address dropdown

2Select existing address or choose Add New Address

3Complete all required fields (Name, Street, City, State, ZIP, Country)

Set Billing Address

1Click Bill To Address dropdown

2Select billing address for payment method

Add Products

Quick Add Method:

1Type SKU, barcode, or product name directly in items table quick-search fields

2Product adds automatically when found

Browse Catalog Method:

1Click Add New Item button

2Use filters to find products (Name, SKU, Category, Stock, Visibility)

3Select product checkboxes

4Click Select to add to order

Adjust Quantities

Modify quantities in the Qty column. Review Unit Price and Amount columns to verify pricing.

Select Payment Method

1Locate Payment Method dropdown in Payment Information section

2Select payment option (e.g., Credit Card or Custom Payment Option)

Configure Payment Options

Charge and Mark as Paid:

• Check to immediately process payment when order is finalized
• Order marked as paid upon successful charge

Save Card in Wallet:

• Check to save payment method for future orders
• Useful for repeat customers

Enter Credit Card Details

If using new card:

• Card Number: Full card number
• Expiration Date: MM/YY format
• CVV: Security code
• Cardholder Name: Name on card

Or select saved card from list if customer has payment methods on file.

Select Shipping Rate

1Scroll to order totals section (bottom right)

2Click Select next to Shipping field

3Shipping rates window displays real-time carrier rates

4Review options and costs (Ground $9.97, 2-Day Air $24.99, etc.)

5Click desired shipping method

Review Order Totals

Verify final amounts:

• Product Subtotal: Items before discounts
• Order Discounts: Promotional discounts applied
• Sub Total: After discounts
• Shipping: Selected carrier cost
• Tax: Sales tax based on shipping address
• Total: Final charge amount

Click Recalculate Total if you need to refresh calculations after changes.

Order Submission Options

Finalize and Place New Order Button:

• Completes order and processes payment (if "Charge and Mark as Paid" selected)
• Creates order with "Warehouse" status
• Sends order confirmation email to customer
• Order immediately available for fulfillment

Save For Later button:

• Saves order as incomplete without payment
• Customer not charged or notified
• Resume and complete later

Cancel Order (Gray Button):

• Discards order without saving
• No record created

Complete the Order

1Review all details (customer, products, shipping, payment)

2Click Finalize and Place New Order

3Wait for confirmation: "Order has been successfully created"

After Order Creation

Order detail page displays with Print & Email Options dropdown:

• Order Summary: Internal reference document
• Pick List: Warehouse picking document
• Packing Slip: Customer package contents
• Invoice: Billing document
• Resend Order Confirmation Email: Send copy to customer

Payment Authorization Failed

Common Causes:

• Billing address doesn't match credit card records
• Insufficient funds or expired card
• Card issuer declined transaction

Solution: Check Payment History tab for error details. Verify billing address matches card records exactly.

Cannot Find Customer

Solution: Clear all filters, search by email instead of name, or click Add New Customer.

No Shipping Rates Available

Causes:

• Incomplete shipping address
• No carrier accounts configured
• Products missing weight/dimensions

Solution: Verify address is complete with all required fields. Check carrier configuration in system settings.

Products Not Found

Solution: Check Visibility filter in product search and select "All" or "Inactive". Verify correct SKU in product catalog.

Best Practices

• Verify customer details: Confirm email and phone before finalizing
• Read back shipping address: Prevent delivery errors
• Confirm order total: Read final amount to customer before processing
• Use quick-search fields: Type SKU directly for faster product selection
• Check Payment History tab: Verify payment success after order creation
• Provide order number: Give customer their order number for records
• Set expectations: Inform about processing and shipping timeframes