Received Orders (Sales Orders)

Module Overview

The Received Orders module manages sales orders that you receive from your customers. It is a key tool for recording and processing business requests from your clients. The system enables complete management of the entire order lifecycle from receipt through processing to creating delivery notes and invoices.

Key terminology distinction:

Received Orders = orders you RECEIVE from customers (sales orders). The customer orders goods or services from you.
Issued Orders = orders you CREATE for suppliers (purchase orders). You order goods from a supplier.

Prerequisites and Module Activation

Required Permissions

To work with the Received Orders module, you need the following access rights:

0 - No access: User cannot see the module at all
1 - View only: User can see orders but cannot edit or create new ones
5 - View and create own: User sees all orders and can create new ones and edit those they created
10 - Full management: User sees all orders, can edit and create new ones
15 - Administrator: User has full rights including deleting orders

The Received Orders module works with the following system modules:

CRM - For managing customers and contact persons
Contracts - For linking orders to contracts
Products - For selecting items for orders
Warehouse - For inventory records and goods reservation
Offers - For converting offers to orders
Delivery Notes - For creating delivery notes from orders
Issued Invoices - For issuing invoices
Issued Orders - For creating purchase orders to suppliers
Demands - For creating demand requests

Module Configuration

Order Groups (Departments)

The system supports dividing orders into separate groups (departments), each with its own settings and user rights. Groups are used, for example, to separate different company divisions or order types.

Creating a New Group

Go to the Received Orders module Settings
On the User rights / order groups tab, click Create group
Enter the group name (e.g., "Main warehouse", "Prague branch", "E-shop")
Confirm creation

Setting User Rights for a Group

Open the tab with the created group name
In the Access rights table, select the appropriate permission level for each user (0, 1, 5, 10, 15)
Rights are saved automatically after clicking the switch

Supplier Information Configuration (Your Company)

Within each group, you can set supplier information that will appear on printed orders:

Basic Information

Supplier name: Your company trade name
Street: Registered address
City: City of registration
ZIP code: Postal code
Country: Selection from country list
Company ID: Identification number
Tax ID: Tax identification number

Bank Details

For each currency, you can enter a separate bank account with bank name, account number, IBAN, SWIFT/BIC code, and currency.

Company Logo

You can upload a logo that will appear on printed orders. Supported formats are JPG, PNG, GIF. Recommended size is maximum 150x200 pixels.

Numbering Series Configuration

Each order group has its own numbering series for generating order numbers with:

Prefix: Optional text prefix (e.g., "SO", "ORD")
Year: Option to insert year in YYYY format, YY format, or no year
Suffix: Optional text suffix (e.g., "-" or "/")
Number of digits: How many digits the sequence number should have (padded with zeros)
Start from number: What number the numbering should start from (usually 1)

Example: Prefix="SO", Year="Y", Suffix="-", Digits=4, Start=1 produces: SO2025-0001, SO2025-0002...

External Ordering System

Important feature allowing customers to order goods via a public URL without logging into the eintranet.net system.

Activation

In group settings, check Enable external orders
Fill in: welcome text, confirmation message, checkbox for terms agreement, notification email, contact phone
Choose selectable products and configure appearance

Working with Orders

Creating a New Order

Click Create order button in main overview
Fill in basic information:
- Customer: Select from CRM module
- Contact person: Person at customer you communicate with
- Order name: Descriptive name
- Contract: Link to project if enabled
- Order date: Date of order receipt
- Delivery deadline: Required delivery date
- Currency: Order currency
Set delivery address if different from customer address
Add items to the order
Click Save

Adding Items to Order

1. Adding Free Item

Click Add free item row and fill in: code, name, quantity, unit, unit price, VAT rate, discount.

2. Adding Product from Catalog

Click Add product, search for product, select it. Data is copied automatically.

3. Adding Item from Warehouse

If warehouse module is active, select items directly from inventory with automatic reservation.

Order Statuses

New - Order just received
In progress - Being processed
Ready for shipping - Items prepared
Shipped - Goods sent
Delivered - Customer received goods
Invoiced - Invoice issued
Paid - Payment received
Cancelled - Order cancelled

Integration with Other Modules

Creating Order from Offer

When customer accepts an offer, you can create a received order directly from it with all items copied.

Creating Delivery Note

When shipping goods, create a delivery note from the order. Items and quantities are copied automatically.

Creating Invoice

After delivery, create an issued invoice from the order with all items and prices copied.

Creating Purchase Order

If you need to order goods from supplier to fulfill the order, create an issued order directly from the received order.

Printing and Export

Print to PDF - Generate printable document
Export to Excel - Export order list or details
Email order - Send order confirmation to customer
Copy order - Create duplicate of existing order

Tips and Best Practices

Use order groups to separate different sales channels
Configure external ordering for customers without system access
Link orders to contracts for project cost tracking
Update statuses regularly for accurate order tracking
Use warehouse reservation to prevent overselling
Set up email notifications for new orders

Wiki - eIntranet.net