Free sample orders

If you are reaching out to leads or have a new product that you have launched that you may want to notify an existing customer about, you will be able to raise a 'Free sample order'. This will mean you can select products to send as free samples to the lead or customer, and when the free sample is sent, the duty will be calculated. You will also be able to schedule these sample orders on your delivery runs.

Create a free sample order for a lead

While on the leads dashboard, you will be able to select View details on a lead.

Once you have selected this, a sidebar will open, and you can simply select Sample order.

Create a free sample order for a customer

To raise a sample order for a customer, go to the customer account page and select New -> New free sample order.

Entering the sample order

Whether you start from a lead or a customer, the sample order opens in a pop-up window and is entered in two steps, in the same way as a normal order (see How to create an order for a customer in Breww). Nothing is saved until you finish the second step.

On the first step, Free sample order details, the customer or lead is already filled in. You can set the Invoice issue date and a PO number, and choose under Schedule delivery/collection whether to schedule the sample for delivery or collection straight away, use your delivery rules, or leave it unscheduled for now. There is no price book to choose, as every product on a sample order is free of charge.

Under Order status, choose whether to save the sample as a draft order or a confirmed order. The option preselected is your account's default from Settings -> Sales, orders & invoices -> Order & invoice settings (see Order & invoice settings), and you can change it for each sample order. A confirmed order must have a delivery or collection scheduled, so to save the sample as confirmed you also need to pick a scheduling option.

Select Next to move on to the products step, where you add the products and quantities to send as samples. When you are done, select Save & view order to save the sample order and open it, or Save & start a new sample order to save it and start another for the same lead or customer.

The order will be tagged accordingly as a 'Sample' order, as well as a symbol to notify you that invoice emails will not be sent. You will then be able to handle the order flow and dispatch as usual.

Reporting on free sample orders

You can run reports on free sample orders by using the BrewwQL filter on aggregate and raw data sales reports. For example, if you use the Products sold (order lines) report, you could use the following in the BrewwQL filter to show products sold on sample orders only:

invoice.source = "Sample"

If using the Sales (orders/invoices) report, you can simply enter the below to only show sample invoices:

source = "Sample""

This will allow you to filter your data to only report on free sample orders raised.

How do I enter samples into Breww to mark them not liable for duty?

If a sample isn’t liable for duty, for example for your own quality control, then you want to make sure it’s entered correctly into Breww. If duty does need to be paid, then the sample should be put through as an invoice like a normal sale.

To enter a sample into Breww where the sample isn’t liable for duty, start by going to the product you want to enter a sample for, click Actions (in the top right) -> Stock adjustment -> Reduce stock. Fill in the correct details for your sample, like in the screenshot below.