Create & process an order
Create orders, install parts, dispatch and invoice them
→ Open the "Orders" module in SimpliServ
Orders represent the operational processing after a purchase, an accepted proposal or a service registration. They reserve stock, document parts installed during repairs and book goods out of the warehouse on dispatch.
Create an order
Open the "Orders" module
Navigate to Sales → Orders and click New order. Orders are also created automatically from accepted proposals or from service registrations.
Maintain customer and line items
Select a contact and add products or services as line items. For each line you can specify quantity, warehouse and, if applicable, serial numbers.
Assign order tags
With order tags you categorize orders (e.g. "rush order", "maintenance"). Workshop tags can additionally be used for labels and print jobs.
Save the order
Once the order is saved, the system reserves the required stock automatically:
quantity_reservedrises by the ordered quantityquantity_availablefalls accordinglyquantity_total(physical) stays unchanged — the goods are still on the shelf
An invoice alone doesn't reserve stock. Only the order builds up the reservation.
Two ways to process an order
Depending on your business model, an order has two different processing paths. Both end in the same stock result (goods out of reserve & physically out), but they start from different buttons on the order detail page:
| Button | Use case | Delivery note? |
|---|---|---|
| Dispatch | Customer has goods shipped or picks them up | Yes, created |
| Parts installed | Service repair, parts used in the customer's device | No |
"Dispatch" — with a delivery note
For regular sales and shipping orders.
Click the Dispatch button on the order
Opens the dispatch dialog.
Step 1 — Choose line items
For each line, enter the quantity to deliver now. The open quantity is preset.
The Warehouse column shows physical stock. If stock isn't enough, a red warning appears — the Next button stays disabled until quantities are adjusted or stock is replenished.
Step 2 — Serial numbers (only for serialized products)
Scan or select the specific serial numbers that leave the warehouse now.
Step 3 — Delivery method, date, note
- Shipment with delivery note (default): a delivery note is created and immediately marked as shipped.
- Confirm pickup: stock is booked, no delivery-note document is created — suitable when the customer picks up in-store.
Additionally: dispatch date (default today) and an optional internal note.
Confirm dispatch
The system books the goods out of the warehouse:
quantity_reservedfallsquantity_totalfalls (physically out)delivered_qtyof the order lines rises- Serial numbers are marked as sold
- The delivery note (if chosen) is immediately in status shipped, the order's shipping status is set to partially / fully delivered
"Parts installed" — without a delivery note
For service orders where parts are installed in the customer's device. The device itself isn't owned by the store, so a shipping delivery note would be semantically wrong.
Click the Parts installed button on the order
Opens the same dialog as "Dispatch", but in service mode.
Choose line items
Just like with Dispatch: choose quantities per line, note the stock warning, capture serial numbers if applicable.
Confirm as installed
- No delivery-note document is created
- No dispatch-date step (date = today automatically)
- Stock is still booked:
quantity_reservedfalls,quantity_totalfalls - The movement is recorded in the stock movement log as
SHIP_RESERVED— the audit trail stays complete
If a part wasn't installed after all: simply remove it from the order line or reduce the quantity. The reservation is returned automatically.
Stock pre-check in the dialog
Both dialogs (Dispatch & Parts installed) check the physical stock per line before the submit button becomes active:
- Stock 0: "No stock for this product." — Confirm button disabled
- Stock less than the chosen quantity: "Only X physically available." — Confirm button disabled
- At least one line must have a quantity greater than 0 — otherwise Confirm is disabled
This lets the frontend catch errors before the backend responds. If someone else changes stock between display and click, the backend also validates finally.
Manage status
The order has two status axes:
Processing status (adjustable in Administration → Order status):
pending— newly createdconfirmed— customer confirmedprocessing— in progressready_for_pickup— ready for pickup (the customer sees this on the tracking page)shipped— handed over / shippedcompleted— completedcancelled— cancelled (the reservation is released automatically)
Shipping status (calculated automatically):
pending— nothing delivered yetpartially_delivered— part delivereddelivered— fully delivered,shipped_atis stamped
Cancellation
When an order is set to a status with a cancellation flag, all not-yet-delivered reserved quantity is released automatically:
quantity_reservedfalls by the still-open quantityquantity_availablerises accordingly- Already-delivered quantities stay booked — those goods have already left the warehouse
Create an invoice from an order
Via Convert to invoice you transfer all line items directly into a new invoice draft that only needs to be reviewed and sent. The invoice contains all installed / delivered items — even when no delivery note was created.
Delivery notes
A delivery note documents the shipment and has its own numbering. The format is definable under Administration → Number ranges.
More on this in Delivery notes.
Related topics
- Delivery notes — document the goods issue on dispatch
- Inventory logic & stock control — how reservation, availability and stock movements fit together
- Create an estimate — estimates can be converted directly into orders
- Create an invoice — invoice the processed order
- Order settings & labels — configure order status, default product and labels
- Shipment & order tracking — show customers the "ready for pickup" and shipping status
How is this guide?