Manage your orders, credit notes, payments and more in the Sales section. The Customers section is where all the data on your customers is held. The Customers section is also closely tied with the Sales section - using both of these sections will allow you to leverage Brewwâs powerful CRM capabilities.
Orders
Breww allows you to easily manage your orders and payments. Weâll help you see which invoices are over-due payment and quickly input new orders. Using our accountancy integrations we can also sync them to your accounting platform.
Typically, an order in Breww will progress through the statuses as follows:
graph LR
Draft --> |Build order, add products, etc| Confirmed
Confirmed --> |Prepare delivery/collection| Invoiced
| Status | Explanation |
|---|---|
| Draft | Draft orders are completely editable. Itâs a useful holding state for an order that hasnât been finished for some reason, perhaps you are waiting to hear back from the customer about one final item or you want to flag to your delivery drivers that this isnât ready to be delivered yet. |
| Confirmed | Confirm an order when you are happy that, provided nothing changes, it is all good to deliver. This way your delivery team know itâs ready to go. Confirmed orders can be moved back into draft at any moment (with the exception of orders created by an external sales platform integration), so if a customer phones up to change their order itâs not a problem. Orders cannot be delivered until they have been confirmed. |
| Invoiced | Invoiced orders are the point the order becomes an invoice. Breww will move confirmed orders that have been dispatched to this stage automatically, but you can do it manually if you wish. This is the point the invoice will appear in your accountancy software if you have connected one. Invoiced orders cannot be edited. |
| Cancelled | Cancelled orders cannot be delivered or invoiced. |
However, this flowchart shows the possible options:
graph TD
Draft --> |Build order, add products, etc| Confirmed
Confirmed --> |Need to make a change?| Draft
Confirmed --> |Prepare delivery/collection| Invoiced
Confirmed --> Cancelled
Draft --> Cancelled
Invoiced --> Abort{Need to cancel?<br>Has the delivery been dispatched?}
Abort --> |Dispatched| CN{Raise a credit note instead}
Abort --> |Not dispatched| Cancelled
Price books
When you create products to sell within Breww (see the Products section) you enter the basic price. Price books are how you manage more complex pricing. You can create multiple price books (e.g. Retail and Wholesale) and then assign customers to the correct price book. This way you can ensure that customers are always charged the correct price, and that pricing itself never becomes a pain. Please see the Creating price books and managing product pricing article for more information about price books.
Customer groups
The customer groups tool allows you to add individual customers to a group. This is used when dealing with pub chains and will allow you to deliver the beer to the relevant pub but send the invoice to the head office of the pub chain.
Customer tags
You can define your own âtagsâ in Breww which can then be assigned to customers or contacts. Tags are really flexible as you can make them work in so many ways and use them to filter lists and reports using BrewwQL. There are some built-in tags (such as Receives invoice emails) that change the way the system treats the customers/contacts that have the tag (in this case the tag causes the email addresses associated to be included by default when you send an invoice to a customer via email).
Customer lists
Customer lists are used to build lists of customers that fall into a defined set of parameters using BrewwQL. Customer lists are especially useful in our CRM, for example, you could create a list of customers with the tag of Monday call if you know you always call them on a Monday.
Customer lists also dynamically update, meaning that every time you open a list, the customers on that list have been searched for again using the defined BrewwQL syntax. This means for example that if you have a list of customers whose last order value was over ÂŁ100 but havenât ordered anything within the last 30 days, only customers fitting these parameters would be included in the list. The BrewwQL for this example would be:
average_order_value > 100 and last_order_date < "30 days ago"
To learn more about BrewwQL, please see our full guide to using BrewwQL. Itâs also possible to add individual customers manually to Customer lists, to ensure theyâre always on the list regardless of the BrewwQL filters that you set up.
Ullage
Ullage is used to manage lost or spoilt beer after youâve sold it - and make sure you donât pay unnecessary beer duty. If a customer contacts you to let you know some beer was lost and cannot be sold, you can reclaim the duty paid on that beer by using our ullage tool. This tool can be found at Containers > Actions & tools > Ullage.