Creating Orders
For: Sales Representatives (primary), Administrators
Overview
Creating orders in Masava is the core workflow for sales representatives. This guide walks you through the complete process of creating a sales order from start to finish, including product selection, pricing, and order configuration.
What You'll Learn
How to start and set up a new order
Selecting customers and configuring order details
Adding products and managing line items
Applying deals and discounts
Reviewing and confirming orders
Best practices for order entry
Prerequisites
Customer account must exist in Masava
User must have order creation permissions
Products must be added to catalog
Order vs Purchase Order
Sales Order (this guide):
Customer orders product from you
You fulfill and deliver to customer
Creates invoice for customer to pay
Purchase Order:
You order product from vendor
Vendor fulfills and delivers to you
Creates bill for you to pay vendor
→ See Creating Purchase Orders
Starting a New Order
Navigate to Orders Page
Click "Orders" in the main navigation menu
You'll see the orders list page showing existing orders
Use this page to view, search, and manage all orders
Click "New Order" Button
Locate the "New Order" button (usually top-right corner)
Click to open the order creation form
You'll see a blank order form ready for input
Order creation form includes:
Customer selection
Product search and line items
Order details (delivery date, address, etc.)
Deal/discount application
Order summary with totals
Save/submit options
Selecting the Customer
The first step in creating any order is selecting which customer account this order is for.
Using the Account Selector
Click in the "Customer" or "Account" field
Dropdown menu appears showing recent customers
Or type to search for customers by name
Search tips:
Type customer name: "Tramonte", "Restaurant", "Bar"
Search by account ID if known
Partial names work: "Tram" finds "Tramonte & Sons"
What Happens When You Select an Account
As soon as you select a customer account, the system automatically:
✅ Loads account-specific information:
Primary shipping address (auto-populated)
Payment terms (Net 30, COD, etc.)
Assigned sales representative
Customer notes or alerts
✅ Applies account pricing:
Account-specific product prices (if configured)
Volume discounts
Contract pricing
Special deals available to this customer
✅ Shows available credits:
If customer has available credits
Displayed in sidebar or summary
Can preview credits on invoice
✅ Checks account status:
Verifies account is active
Checks credit limit (if applicable)
Displays any account holds or warnings
Important: You cannot proceed with the order until a customer is selected.
Adding Order Items
Now you'll add the products the customer wants to order.
Product Search and Selection
Step 1: Find products
Use the product search box
Search by:
Product name: "Pinot Noir", "IPA", "Vodka"
SKU: "WNE-2021-PN750"
UPC/Barcode: Scan or type barcode number
Brand: "Tramonte Vineyard"
Step 2: Browse results
Search returns matching products
Each result shows:
Product name and brand
Available product variants
Current pricing
Inventory availability
Step 3: Select product variant
Most products have multiple variants
Variant = specific size/package configuration
Examples:
Wine: 750ml Bottle vs Case of 12
Beer: 6-pack vs 12-pack vs Keg
Spirits: 750ml vs 1.75L
Important: You must select a specific variant, not just the product.
Setting Quantities
Enter quantity:
Type quantity in quantity field
Or use +/- buttons to adjust
Unit of measure shown (cases, bottles, each, etc.)
Inventory availability indicator:
Green/Available: Sufficient inventory on hand
Yellow/Low Stock: Limited inventory available
Red/Out of Stock: Insufficient inventory
Can still order (creates backorder)
→ See Managing Backorders
Minimum order quantities:
Some products have minimums (e.g., "Case of 12 minimum")
System prevents ordering below minimum
Error message shown if minimum not met
Pricing Display
For each product, you'll see:
Base Price:
Standard selling price
Before any deals or discounts
Deal Price (if applicable):
Price with active deals applied
Original price struck through
Discount percentage shown
Example:
$15.00$12.00 (20% off)
Account-Specific Pricing:
If customer has special pricing configured
Automatically applied when account selected
Overrides base price
Example: "Account Price: $13.50"
Volume Discounts:
Discounts based on quantity ordered
"Buy 5 cases, get 10% off"
Automatically calculated
Shown in deal panel
Add to Order Button
After selecting variant and quantity:
Click "Add to Order" button
Product added to line items table
Order totals update automatically
Product search clears for next item
Adding multiple items:
Repeat process for each product
Build order one line item at a time
Or use quick add for multiple products
Managing the Line Items Table
After adding products, the line items table shows:
Product name and variant
Quantity ordered
Unit price (with deals applied)
Line total (quantity × price)
Inventory status indicator
Editing line items:
Change quantity: Click quantity field, edit number
Remove item: Click trash/delete icon next to item
Edit product details: Click pencil/edit icon (if available)
Line item totals:
Each row shows subtotal for that item
Order subtotal shown at bottom (sum of all line items)
Reordering line items:
Some systems allow drag-and-drop reordering
Or use up/down arrows
Useful for matching customer PO format
Applying Deals & Discounts
Masava can automatically apply eligible deals to orders.
Automatic Deal Application
System automatically checks for:
Active promotional deals
Volume discounts (case quantity breaks)
Customer-specific deals
Bundle offers
Free goods promotions
When deals are found:
Prices adjust automatically
Deal description shown
Discount amount calculated
Multiple deals can stack (if allowed)
Deal Recommendation Panel
The deal recommendation panel shows:
All deals available for this customer
Deal requirements (minimum purchase, specific products)
Potential savings if applied
Click to apply/unapply deals
Example deal recommendations:
Applying deals manually:
Click on recommended deal
System applies deal to eligible items
Pricing updates immediately
Deal shown in order summary
Understanding Deal Calculations
Deal stacking:
Some deals can combine
Example: Account pricing + Volume discount
System enforces deal precedence rules
Deal conflicts:
Some deals cannot be combined
System shows best available deal
You can choose which deal to apply
Deal validation:
System verifies all deal requirements met
If requirements change (quantity reduced), deal may be removed
Warning shown if deal no longer valid
Related: → See Understanding Deal Types
Configuring Order Details
Now configure the delivery and payment details for this order.
Delivery Date Selection
Select when order should be delivered:
Click delivery date field
Date picker calendar appears
Select desired delivery date
Considerations:
Lead time: System may enforce minimum lead time (e.g., 2 business days)
Customer preferences: Check customer's preferred delivery days
Inventory availability: Ensure products available by delivery date
Route scheduling: Coordinate with delivery routes
Cannot select:
Past dates
Dates outside delivery service area
Dates the organization is closed
Shipping Address
Default address:
Customer's primary shipping address auto-fills
Verify address is correct
Using a different address:
Click "Change Address" or "Use Different Address"
Select from customer's saved addresses
Or enter custom address
Address validation:
System validates address format
Checks for deliverability
Warns if address issues detected
Confirms address before saving order
Multiple locations:
If customer has multiple locations
Select appropriate delivery location
Address saved for future orders
Payment Method Selection
Select how customer will pay:
Check
ACH / Electronic Transfer
Credit Card
Cash
COD (Cash on Delivery)
Default: Customer's default payment method auto-selected
Changing payment method:
Select different method from dropdown
May affect payment terms
Note special arrangements
Payment Terms Configuration
Payment terms define when payment is due:
Net 30: Payment due 30 days after invoice date
Net 15: Payment due 15 days after invoice date
Due on Receipt: Payment due immediately
COD: Payment due on delivery
Prepaid: Payment before delivery
Default terms:
Customer's default payment terms auto-applied
Based on customer account configuration
Changing terms:
Select different terms from dropdown
May require manager approval
Note reason for change
Purchase Order Number (Customer PO Reference)
Enter customer's PO number:
Customer may provide their purchase order number
Used for customer's internal tracking
Optional but recommended
Appears on invoices and reports
Example: "PO-2026-0326-WINE"
Benefits of entering PO number:
Easier for customer to reconcile invoices
Helps with customer inquiries
Required by some customers
Order Notes and Special Instructions
Add notes for:
Fulfillment team: Special packing, handling, or delivery instructions
Delivery drivers: Gate codes, delivery window, loading dock location
Accounting: Payment arrangements, billing instructions
Internal reference: Context about the order
Types of notes:
Internal notes: Only staff can see
Customer-facing notes: May appear on printed orders
Delivery instructions: Gate codes, access information
Example notes:
Representative Assignment
For administrators:
Assign or change sales representative for this order
Default: Current user or customer's assigned rep
Used for commission tracking and reporting
For sales reps:
Usually cannot change assignment
Order auto-assigned to you or customer's rep
Reviewing Order Summary
Before saving, review the order summary to verify all details.
Order Total Breakdown
The order summary shows:
Review checklist:
✓ Customer correct
✓ All products and quantities correct
✓ Pricing looks accurate
✓ Deals applied as expected
✓ Delivery date appropriate
✓ Shipping address correct
✓ Payment terms correct
Reviewing All Order Details
Double-check:
Product line items and quantities
Unit prices and line totals
Applied discounts and deals
Delivery date and address
Payment method and terms
Order notes and instructions
PO number if provided
Make corrections if needed:
Click back to edit sections
Adjust quantities or products
Change order details
Review summary again
Saving the Order
Once you've reviewed everything, you're ready to save the order.
Draft vs Confirmed Status
You have two options when saving:
Option 1: Save as Draft
Saves order but doesn't submit
Order status: Draft
Allows you to come back and finish later
No inventory allocated
Not visible to fulfillment team
Can edit freely
Option 2: Create Order (Confirm)
Saves and submits order
Order status: Confirmed
Inventory allocated immediately
Visible to fulfillment team
Ready for fulfillment
Limited editing allowed
"Save as Draft" Button
When to use:
Need to check something before confirming
Waiting for customer approval
Building quote/proposal
Will complete order later
Click "Save as Draft":
Order saved with Draft status
Confirmation message appears
Can find order in Drafts filter
Come back anytime to complete
"Create Order" Button
When to use:
Order is complete and verified
Customer approved order
Ready for fulfillment
Standard workflow
Click "Create Order" or "Confirm Order":
System validates order (all required fields)
Order saved with Confirmed status
Order number assigned
Confirmation message shown
Inventory allocated to order
Order visible to fulfillment team
What Happens After Order Creation
Immediately after confirming:
✅ Order number assigned
Unique order/invoice number
Used for tracking and reference
✅ Inventory allocated
Available inventory reduced
Reserved for this order
✅ Notifications sent (if configured)
Customer may receive order confirmation email
Fulfillment team notified of new order
Sales manager notified (for large orders)
✅ Order status: Confirmed
Ready for fulfillment workflow
Awaiting pickup and delivery
✅ Order visible in reports
Sales reports
Inventory allocation reports
Customer order history
Next Steps After Order Creation
Typical workflow:
Order confirmed (you just did this)
Fulfillment team picks and packs order
Driver delivers order
Order marked as Delivered
Invoice syncs to QuickBooks
Payment collected
Your next steps:
Communicate with customer about order confirmation
Provide order number for customer reference
Track order progress
Follow up on delivery
Related pages:
Common Issues & Tips
"Insufficient inventory" Warnings
Symptoms:
Red warning icon next to product
Message: "Only X available"
Can still add to order
What it means:
Not enough on-hand inventory to fulfill entire quantity
Order can still be created
Will create backorder for unfulfilled amount
Options:
Reduce quantity to available amount
Proceed with backorder - customer waits for inventory
Choose substitute product - if customer accepts
Split order - deliver available now, rest later
Related: → Managing Backorders
Products Not Showing in Search
Problem: Can't find product customer wants
Check:
✓ Is product active? (Inactive products hidden from search)
✓ Are you searching correct name or SKU?
✓ Does product have variants? (Can't order without variant)
✓ Try searching by brand name
Solutions:
Contact administrator to activate product
Check product catalog for correct name/SKU
Add variant to product if missing
Use advanced search with filters
Pricing Not Calculating Correctly
Problem: Prices don't match expected amounts
Check:
✓ Is customer account selected? (Account pricing requires this)
✓ Are account products configured for this customer?
✓ Are deals active and applicable?
✓ Does quantity meet deal requirements?
Solutions:
Verify customer selected at top of order
Check account product pricing configuration
Review deal requirements and eligibility
Contact administrator if pricing incorrect
Related: → Account Product Pricing
Cannot Select Delivery Date in the Past
Problem: System won't let you select past date
Why: Orders must be for future delivery
Solutions:
Select today or future date
If creating historical order (unusual), contact administrator
Most systems require current or future dates only
Order Keeps Validating/Won't Save
Problem: Click save but order won't submit
Check:
✓ Is customer selected?
✓ Are products added to order?
✓ Is delivery date selected?
✓ Are all required fields filled?
✓ Look for red error messages on form
Solutions:
Scroll through form to find required fields
Fix any validation errors shown in red
Ensure at least one product added
Verify all required fields completed
Try refreshing page if persistent issue
Best Practices
Order Entry Best Practices
✅ Verify customer details before starting
Correct customer account
Current shipping address
Preferred delivery date
✅ Use product search effectively
Search by what you know (name, SKU, brand)
Verify correct product variant
Check inventory before adding
✅ Save draft orders for complex situations
Need customer approval
Waiting for more information
Building quote or proposal
Can complete later
✅ Double-check totals before confirming
Verify quantities are correct
Ensure deals applied properly
Check delivery date is accurate
Review payment terms
✅ Add clear order notes
Special delivery instructions
Customer preferences
Fulfillment requirements
Context for unusual situations
✅ Communicate with customer after creation
Confirm order number
Set delivery expectations
Provide tracking if available
Answer any questions
Using Deals Effectively
💡 Check deal recommendations
Review available deals before finalizing
Suggest adding products to qualify for better deals
Maximize customer value
💡 Explain deal benefits to customer
"Add one more case to get 15% off"
"This deal saves you $75"
Helps drive larger orders
💡 Watch for deal expiration dates
Apply time-sensitive deals
Inform customer of upcoming deals
Efficiency Tips
💡 Use recent customers dropdown
Faster than searching
Shows your frequent customers
💡 Learn product SKUs for common items
Faster product search
More efficient order entry
💡 Create templates for repeat customers
If customer orders same items regularly
Start with template, adjust quantities
💡 Use keyboard shortcuts (if available)
Tab between fields
Enter to add product
Faster order entry
Related Documentation
Order Management
Order Status Lifecycle Explained - Understanding order statuses
Fulfilling Orders Step-by-Step - Fulfillment workflow
Managing Backorders - Handling out-of-stock items
Customer & Pricing
Managing Customer Accounts - Customer setup
Account Product Pricing - Custom pricing
Understanding Deal Types - Deals and discounts
Inventory
Understanding On-Hand vs Available Inventory - Inventory concepts
Integration
QuickBooks: Understanding the Sync Process - How orders sync to QB
Need Help?
For order creation issues:
Verify customer account exists and is active
Check product is active and has variants
Ensure you have order creation permissions
For pricing questions:
Contact administrator about account pricing setup
Review deal configuration with sales manager
Check Account Product Pricing
For inventory issues:
Contact warehouse about stock levels
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