There are three main sources of orders in EasyVend:
- Standard Orders ↓: Each customer can have a Standard Order which is imported into My Orders each day
- Orders Menu ↓: Use the options in the Orders menu to add or update orders directly into EasyVend
- Customer Online Order Portal/EasyVend Orders app ↓: If you have the the Online Website module of EasyVend, your customers can log in and enter their own order each day
Standard Orders
You can optionally create a Standard Order for each customer in the Standard Order tab of the Customer details screen. A Standard Order allows you to:
- Create a list of products the customer usually receives
- Optionally enter a quantity each day for each product. You can specify whether the quantity is a standard delivery quantity, or a Build To quantity:
- Standard delivery quantities are imported into orders in the My Orders screen
- Build To quantities are not imported, but are displayed in MiniVend and printed on Run Sheets so the delivery driver can stock the customer up to the Build To quantity for that product
- Optionally enter a percentage or dollar adjustment to the unit price for each product
- Any adjustments in the the Standard Orders screen:
- Are in addition to any adjustment to the list price which results from the customer's Price Level, and
- Are specific to the current customer
- Apply every time the Standard Order is imported into My Orders
- Any adjustments in the the Standard Orders screen:
- Optionally select one or more days of the week for which the customer usually does not place an order
Once a Standard Order has been created for a customer, it will be imported into the customer's Order when you:
- Select Import Standard Orders from the Orders menu to import the Standard Orders for multiple customers, or
- Select My Orders from the Orders menu and create a new order for a customer with a Standard Order
The Standard Order you have imported can then be edited as usual by entering or changing quantities, and adding or deleting products.
Important Note:
Before using Import Standard Orders, consider whether you need to import the standard orders for all customers every day.
If your standard orders don't contain quantities and you have customers who don't receive deliveries every day, you will not want to import all standard orders every day. Doing so would create a lot of empty orders. Instead, when the customer has an actual order for the day, use Create New in My Orders and the standard order will be imported just for that day.
See Import Standard Orders for more information on when and how to use the Import Standard Orders option to create customer orders, including using Customer Groups to import for only selected customers.
Orders Menu
The Orders menu provides several options for adding, updating and reviewing customers' Orders.
My Orders
My Orders is the main order entry screen. Initially, a list of existing orders for the Working Date is displayed. These orders may have been imported from Standard Orders, created or updated in EasyVend, or entered by the customer via your website portal. From this list screen you can:
- Change the sort order of the list by clicking on a column header
- Use the search function to find a specific order, or to limit the list to show orders that match specific criteria (for example, to show orders for a different date, or to list only orders for a particular round)
- Create a new order
- Select an existing order from the list to display the order details
Once you have selected or created an order, the order details tab will be displayed. You can update or cancel the order, mark it as delivered, copy it for use on another day, or print a delivery docket.
While still in the order details screen, you can then:
- Go to the next or previous order in your list
- Go to the next or previous customer, or search for a specific customer
- If an order does not already exist on the day for that customer, the New Order tab will display, enabling you to create a new order
Quick Entry Orders
Quick Entry Orders enables you to rapidly enter a customer's order by specifying the customer and date, and then quickly typing in products and quantities with minimal keystrokes. You may find this particularly useful if you have customers who place a phone order each day.
Order Import
Order Import enables you enables you to import an order for one customer from a csv file. You specify the delivery date and customer to whom the order applies, and then import the csv file containing products and order quantities.
Weekly Order Edit
Weekly Order Edit lets you select a customer and view their daily orders for the entire week. You can move to the next or previous customer, and change the dates displayed by selecting the start date of a particular week, or by moving to the next or previous week.
If an order is still 'Open' (not yet marked as delivered, not yet had a docket printed, and not invoiced), that order can be updated by changing the quantity or adding a new product.
Customer Online Order Portal and the EasyVend Orders app
If you have subscribed to the the Online Website module of EasyVend, your customers will be able to enter (and pay for) their orders online via your Online Orders site or using the EasyVend Orders app. Orders entered by customers will be displayed in the My Orders screen and can be updated by you if required. If you create or update a customer's order in EasyVend, the order will be visible to the customer when they log into the Order Portal.
See The Payment Gateway, Online Website and Customer Order Portal for details on setting up your website and inviting customers to use the Online Order Portal.