Creating Manual Orders

Manual orders are created directly in Goflow and are not imported from a connected sales channel. Common use cases include:

• Direct Sale - Orders placed outside of a channel, such as wholesale, phone, or mail orders.
• Non-Integrated Channel - Orders from sales channels that are not integrated with Goflow.
• Replacement Order - Orders created to replace items that were lost or damaged.

Manual orders do not send shipment notifications to the channel.

Follow these steps to view manual orders:

1. From the left sidebar, go to Orders › Orders.
2. At the top of the page, click Filters.
3. Set the Source filter to Manual.

Creating a New Order

To create a new order, follow these steps:

1. From the left sidebar, go to Orders › Orders.
2. In the upper-right corner, click New Order.
3. Enter the order-level details.
4. Add line items.
5. Click Save to create the order, or save as draft.

Entering Order Details

To complete a new order, fill out all required fields and any optional fields relevant to the order.

Required Fields

• Customer - Start by selecting a customer in the Bill To field. You can choose an existing customer, or click New Customer to create one.
• Store - Each customer is linked to a store. When you select a customer, the store is automatically filled. If you change the store, the customer selection will be cleared.
• Warehouse - Select the warehouse that will fulfill the order.
• Shipping Method - Select the carrier and shipping method that will be used to ship the order.
• Shipping Address - Enter a valid shipping address if one isn’t already associated with the selected customer.

Optional Fields

• Order Number - Enter your own order number, or leave the field blank to let Goflow generate one automatically.

Manual order numbers must be unique within each store; however, manual orders may reuse the same numbers as channel orders.

• PO Number - Enter the customer's purchase order number.
• Order Date - Enter the order date, or leave the field blank to default to today.
• Ship-By Dates - The time window during which the order must be shipped.
• Deliver-By Dates - The time window during which the order must be delivered.
• Discount - The discount applied to the order.
• Shipping Charge - The amount charged to the customer for shipping.
• Tax - The sales tax collected for the order.

Advanced Optional Fields

• Reserve Inventory - Choose whether the order should reserve inventory during fulfillment, thereby reducing the available quantity sent to channels.

Even if not reserving while open, inventory is always deducted when the order is fulfilled.

• Future Dated - Use for advance orders that need to be fulfilled at a later date. Enter the Queued Until date to schedule when the order becomes active. The order remains in Future Dated status until that date, then automatically updates to Ready to Pick.
• Gift Order - Indicate whether the order is a gift. Gift orders suppress pricing on the packing slip.
• Signature Required - Select whether a shipping option with signature confirmation is required when shipping this order.
• Notes - Add one or more notes to the order. Notes may be marked as:
  • Private - Internal notes that are not printed on the packing slip.
  • Packing Instructions - Packing instructions for the warehouse team. These must be acknowledged during fulfillment.

Adding Line Items

Manually add line items to the order by filling in the following fields:

• Item Number - Required Enter the item number of an existing product. To create a new product, click New Product.
• Name - Optional The product name.
• Quantity - Required The quantity being ordered.
• Unit of Measure - Optional The unit of measure for the quantity. Automatically selects the product unit of measure sales default.
• Price - Optional The unit price. Automatically prefills with the product default price.

For direct customers, you can set up special contract pricing on the Customer page. The customer on the order determines the contract price applied.

Uploading Items in Bulk

Upload items in bulk using a CSV file. Follow these steps:

1. In the upper-right corner, click the Upload icon and select Load from File.
2. Go to the Columns tab to review required and optional headers.
3. Switch to the Upload tab to download a sample CSV template.
4. Once your file is ready, click Choose File to upload it.

Saving a Draft Order

Open orders typically reserve inventory. To save your progress without affecting inventory availability, save the order as a draft. Draft orders also allow for changing the customer and order number. These fields cannot be changed after the order is saved.

Draft orders never reserve inventory. The Reserve Inventory checkbox simply indicates whether inventory will be reserved once the order is saved as a final order.

To save an order as draft:

1. Click the down arrow next to the Save button.
2. Select Save as Draft.

To edit a draft order:

1. Open the order and click Edit.
2. Make your changes, then click Save as Draft to update the draft.
3. When you’re ready to finalize the order, click the down arrow and select Save.

Cloning an Existing Order

Instead of creating a new order from scratch, you can quickly generate a new one by cloning an existing order. Follow these steps:

1. From the left sidebar, go to Orders › Orders, and open the order you want to clone.
2. In the upper-right corner, click the three-dot menu, and select Clone Order.
3. Update the order-level details.
4. Update the line items.
5. Click Save to create the new order, or Save as Draft.

Creating a Replacement Order

Create a replacement order to compensate your customer for lost or defective items. Replacement orders are similar to cloned orders, with two differences:

• Price - All prices default to 0.
• Linked - The replacement order is cross-linked with the original order. You can view the linked order under the Related Transactions section.

To comply with PII data privacy guidelines, the customer name and address are removed from channel orders 30 days after shipment. For older orders, you'll need to manually re-enter the address.

To create a replacement order, follow these steps:

1. From the left sidebar, go to Orders › Orders, and open the original shipped order.
2. In the upper-right corner, click the three-dot menu, and select Create Replacement.
3. Update the order-level details.
4. Update the line items.
5. Click Save to create the replacement order.

Manual Order Currency

The currency for new manual orders is determined by the store currency setting and cannot be set directly on the order. If you accept direct orders in multiple currencies, create a separate store for each currency.

Cloned and replacement orders use the same currency as the original order.