How to create an order for a customer in Breww

Once you have created your customers in Breww, you will be able to raise orders for them. Creating an order has two steps: first you enter the order details (the customer, dates, price book and how the order should be scheduled), then you add the products. Nothing is saved until you finish the second step, so you can move back and forth between the steps, or abandon the order, without leaving a half-built order behind.

You can start a new order from any of these places:

• Sales -> New order.
• The + Add button at the top of every page -> Order. This opens the same two steps in a pop-up window over the page you are on, so you can raise an order without leaving what you are doing.
• A customer's page, by selecting New -> New order, which fills in the customer for you.

Step 1: order details

Choose the Customer first; this automatically applies the payment terms and price book that are set on the customer, and Breww will tell you if the customer has outstanding orders you might prefer to add to instead.

The Invoice issue date and Invoice payment due date are filled in for you from the customer's payment terms. If you schedule a delivery below, these dates follow the delivery date according to your Invoice issuing settings.

You can change the Price book for this order, and add a PO number if your customer has a purchase order reference that they would like shown on the invoice.

Under Schedule delivery/collection, choose how the order should be fulfilled:

• Don't schedule delivery yet - the order is created without a delivery or collection, and you can schedule it from the order page later.
• Schedule using my configured "Delivery rules" - Breww applies your Delivery rules to decide the delivery method, date and charge. You will see what the rules decide on the next step as you add products, and the result is final when the order is saved. This option is only available once you have set up delivery rules.
• Schedule as own vehicle, Schedule as collection or Schedule as courier - schedule the order yourself. A Delivery date field appears, suggested from your delivery areas if you have created these, or otherwise from the Default delivery date calculation in Settings -> Deliveries -> Delivery options & defaults. You can override the date if needed.

Under Order status, choose whether the order should be saved as a draft or as a confirmed order. The option preselected here is your account's default, which you can set in Settings -> Sales, orders & invoices -> Order & invoice settings (see Order & invoice settings), and you can change it for any individual order.

A confirmed order must have a delivery or collection scheduled, so if you choose Save as a confirmed order together with Don't schedule delivery yet, Breww will ask you to either pick a scheduling option or save the order as a draft.

When you are happy with the details, select Next.

Step 2: adding products

You can add products to the order using the Add product to order button.

This will display your products and the available stock; how the stock is displayed will depend on your settings. You can read more on these settings here: Setting the stock figure to display when adding a product to an order.

You will then be able to search for and select a product and the quantity to add to the order. If you have historical sales for a customer, frequently purchased products and other popular products will be suggested.

After selecting a product, you'll be prompted for the quantity and any extra discount (in addition to what the order's price book might be adding). You can choose either the Save button to add the item and return to the order, or the Save & add another button to add it and return to the product selection list to quickly add another product.

Each product you add appears in the Items table, which is priced exactly as the saved order will be: price book discounts (including quantity-banded discounts), the delivery charge, container deposits and the tax and total rows are all shown as you go, so there are no surprises when the order is saved. Use the pencil button on a line to change its quantity, price or discount, or the red button to remove it.

To add a note to a single product, such as a special request, use the comment button on its line. The note saves as soon as you click away from it, and it is shared with your customer. See How to add notes on orders/deliveries for more on line notes.

If you chose to use your delivery rules, the delivery charge they decide is included in these totals too. The rules are applied again each time you add, edit or remove a product, so the Items table tells you that the delivery charge was decided by your delivery rules and can change until the order is saved, or that the rules decided there is no delivery charge. If the customer already has their own delivery charge structure, that is used instead of the one the rules decide.

The Show recent orders button shows the customer's most recent orders alongside, which is handy for checking what they usually buy.

The Delivery/collection card summarises what you chose on the first step: when and how the order will be delivered or collected. If you chose to use your delivery rules, this card shows what the rules have decided for the products added so far (the delivery method, date, courier, site and delivery charge), and it is updated together with the Items table each time the products change.

The card only shows a Fulfilled from site when the site has already been decided, such as when your delivery rules assign one. Otherwise, Breww chooses the fulfillment site when the order is saved, once it knows which products are on the order. You can change the site, or lock the order to a specific site, from the order page after saving. See How to set which site will be used for which customers for how Breww picks the site.

If you need to change any of the order details, select Prev step to go back; the products you have added are kept.

Saving the order

Once the products are in place, finish with either:

• Save & view order - saves the order and takes you to its page.
• Save & start a new order - saves the order and starts a fresh one, which is the quickest way to enter a batch of orders one after another.

If you opened the order from the + Add menu, the buttons are Save & go to order and Save & stay on this page instead. Staying on the page closes the pop-up, confirms the order has been saved and gives you a link to view it.

This is the point at which the order is saved and an order number is allocated. An order saved as a draft can be edited freely and confirmed from its page when you are ready (see below). An order saved as confirmed goes through the same checks as pressing Confirm order on the order page, such as the customer's credit limit and the scheduling of its delivery. If the order cannot be confirmed, nothing is saved, the reasons are shown and you can save it as a draft instead.

Unfinished orders

If you navigate away part-way through creating an order, Breww keeps what you have entered in your browser. The next time you start a new order, you will be offered the chance to Resume the unfinished order or Discard it.

Editing an order and adding adjustments/discounts

On the order's page, your products can be edited using the edit pencil or deleted using the red button, and you can add more products in the same way as on the second step. While the order is a draft, you can also add or change a product line's note with the comment button.

By selecting the green Add adjustment button, you will be able to add an invoice-level adjustment to the order, such as a monetary discount. You can have your discounts automatically applied to products that are added to the order by setting up discount rules on price books; you can read more on this topic here: Price books and pricing.

Changing the delivery or collection

The order page's Delivery/Collection card shows the delivery or collection details and lets you change them at any point before dispatch. If the order was created without a delivery scheduled, this is where you schedule it: the suggested Date to schedule for is based on your delivery areas if you have created these; if not, then Breww will use the Default delivery date calculation set in Settings -> Deliveries -> Delivery options & defaults. If you have created Automatic delivery rules, you can apply them here, and they will be applied automatically on confirmation if you have set them up that way; you can read more on this topic here: Delivery rules.

If you are not using automatic delivery rules, you can choose whether the delivery should be scheduled as Delivery (own vehicle), Collection or Delivery (courier), and override the scheduled delivery date if necessary.

Confirming your order

If the order was saved as a draft, then once you are happy with it and the customer has confirmed the order, you can select the Confirm order button.

What if I need to change my order?

Reverting an order to draft

If an order is in the status of confirmed, and you need to make changes, then the order can always be reverted back to a draft order by selecting the Revert to draft button.

Assigning stock to the delivery

You will be able to view the delivery by selecting the highlighted button.

From here, you can manually assign stock and select to dispatch an order; however, for the best experience when assigning stock and dispatching deliveries, we recommend assigning stock via our mobile barcode scanning feature on the Breww mobile App and dispatching orders from the main deliveries page, where you will be able to optimise your delivery routes and dispatch orders for the entire day. For more on handling the assigning of stock, please see the guide: Delivery stock assignment.

Setting the stock figure to display when adding a product to an order

When adding products to an order in Breww, you will be presented with a pop-out window that will allow you to search and select your products and whilst doing so, you will be able to see the stock level for each product, but the figure shown is dependant on your Order placement settings (These can be found in Settings -> Sales, orders & invoices -> Order & invoice settings). Here, you will be able to choose "Which stock figure would you like displayed for a product when adding it to an order?".

There are three options:

• Display the "Theoretical max available" stock figure

• Display the "Available" stock figure

• Display the "Theoretical max available" stock figure and the "Available" stock figure

Once you have selected the stock figure to display, you should find your "Add product" window now reflects this setting. (The example below shows the "Theoretical max available" stock figure and the "Available" stock figure.)