Customers & Loyalty
Customer Orders
Record orders for customers in Cinchio Back Office, and create the sale when they're dispatched.
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About
Customer orders let you record orders for customers in Cinchio Back Office. When an order is dispatched, a transaction is created for the sale.
Orders are placed for customers, so set those up first.
Two ways to order
Quick entry
Skips the quote stages, so you can create the sale straight away. This is the mode available today.
Detailed
Takes the order through a quote first. Not available yet.
How a customer order moves on
Preparation
Created, and can still be changed.
Quoted
Quoted, waiting for the customer. Detailed orders only.
Ordered
Accepted, waiting to dispatch. Detailed orders only.
Dispatched
Dispatched, and a transaction is created for the sale.
Completed
The period it falls in is complete. Only if you use periods.
Reporting
There are no reports just for customer orders, but the transactions they create show in:
Ready to start?
Go to the Enter tab.
Enter
Create a quick entry order, add its items and payments, then dispatch it.
Save time with defaults
Many settings can fill in for you. See defaults.
Steps
1
Create the order
Go to Customers & Loyalty > Customer Orders and select NEW QUICK ENTRY ORDER. Choose:
The customer the order is for.
The price level for the order's items.
Then select CREATE ORDER.
2
Check the order details
At the top of the order, the customer and price level are shown. Check or fill in:
The location the order is for.
The till the transaction is recorded on.
A reference, if you need one.
Where the order is delivered.
Where the order is billed.
When the order is dispatched. The transaction uses this date.
Changing an address
Editing an address here changes it on the customer too, which may affect their past orders. See customer addresses.
3
Add the items
In Customer Order Items, select NEW CUSTOMER ORDER ITEM and fill in the new row:
The product.
How many, based on the Pack Size shown. Pack sizes are for Inventory Management users only.
Filled in from the order's price level. For open-priced products, enter the price.
The Tax Rate and row Sub Total are shown for reference. Repeat for each product. The order's Net, Tax and Gross/Order Total update as you go.
4
Add the payments
If there's a default payment media, a payment for the full amount may already be there. You can change or remove it.
To add a payment, in Customer Order Payments, add a new row and fill in:
How the order is paid.
How much is paid this way.
Repeat until the Balance Due is 0.00.
5
Dispatch, or save for later
Choose what to do next:
DISPATCH
The order moves to Dispatched, and a transaction is created for the sale. The Balance Due must be 0.00.
SAVE CUSTOMER ORDER
Keep it in Preparation, and dispatch it later.
The customer order is recorded.
Can't find a product, till or payment media?
See troubleshooting.
Search
Find customer orders by state, customer type, date or reference.
Shown straight away
When you open Customers & Loyalty > Customer Orders, orders in Preparation with a dispatch date in the last 30 days are listed.
Searching
Use any of these filters in the Search panel at the top, then select SEARCH:
Orders in the selected states.
Orders for customers of the selected types.
Orders created in the selected dates.
All or part of the customer name.
What's shown
The customer the order is for.
The till it's recorded on.
Its current state.
The order date, or Quick Entry for quick entry orders.
When it's dispatched.
Its reference.
Its total value.
15 orders are shown per page. Use the page selector at the bottom right to move between pages.
Roll Back
Roll a dispatched order back to Preparation, so you can change it.
You can only roll back an order if
You have the rights
If you don't but think you should, find out how to get access.
It's Dispatched
A Completed order can't be rolled back.
Its cash up is open
The cash up the order falls in must still be open.
Steps
1
Open the order
Go to Customers & Loyalty > Customer Orders, find the customer order and select EDIT.
2
Roll it back
Select REVERSE DISPATCH and confirm.
The order is back in Preparation, and can be changed.
The transaction is removed
The transaction created on dispatch is deleted. A new one is created when you dispatch the order again.
Delete
Delete a customer order you no longer need.
You can only delete an order if
You have delete rights
If you don't but think you should, find out how to get access.
It's in Preparation
If it's been dispatched, roll it back first.
This can't be undone
Deleting an order is permanent. It can't be recovered.
Steps
1
Open the order
Go to Customers & Loyalty > Customer Orders, find the customer order and select EDIT.
2
Delete it
Select DELETE and confirm.
The order is deleted.
FAQs
Frequently asked questions
QCan I set defaults for customer orders?
Yes. Defaults fill in automatically when you create an order, which saves time and avoids mistakes.
Which default?
Price level
Fills in the price level when you create an order, so the wrong one isn't chosen.
Set it on the company setup, site setup, customer type or customer. The most specific one is used:
Company
The starting default.
Site
Overrides the company.
Customer type
Overrides the site and company.
Customer
Overrides everything else.
Can't be changed on the order
If a default price level is set, it can't be changed on the order.
Payment media
Adds a payment for the full order total, using this payment media.
Set it on the company setup, site setup, customer type or customer. The most specific one is used:
Company
The starting default.
Site
Overrides the company.
Customer type
Overrides the site and company.
Customer
Overrides everything else.
You can still change it on the order.
Dispatch date
Normally the dispatch date is the current date and time. In site setup, set Default Customer Order Date to Today (midday today) or Yesterday (midday yesterday). You can still change it on the order.
Location
Fills in the location, if it's always the same. Set Default Customer Orders Location in site setup. You can still change it on the order.
Till
Fills in the till, if it's always the same. Set Default Customer Orders Till in site setup. You can still change it on the order.
Address
Choose a Default Delivery Address and Default Billing Address on the customer.
They're then filled in when you create an order.
Troubleshooting
A product isn't available to select
A product only shows in Customer Order Items if it has an active price on the order's price level. See Prices & Tax Rates.
A till isn't available to select
A till can only be used for customer orders if it's set up for them. In the till setup, tick Back Of House.
A payment media isn't available to select
A payment media only shows in Customer Order Payments if it's turned on for customer orders. In the payment media setup, tick Customer Orders Enabled.