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Instance · Ecommerce

Adding an Order

Last updated 7 November 2026

To add an order:

  1. Navigate to Ecommerce from the main menu.
  2. Select Orders.
  3. Select ADD ORDER.
  4. Fill out the forms on the following tabs in order:
    • Details
    • Items
    • Discounts
    • Contacts
    • Shipping
    • Billing
    • Custom Fields
    • Notes
    The input requirements and descriptions for each tab are discussed in a corresponding section in this article.
  5. Select CREATE ORDER when done filling out all the forms across all the tabs.

Details

Use this tab to record basic details about the order, such as order reference and status.

Input Label Type Required Description
Order Reference Input Field No Unique reference code for searching and tracking specific orders and transactions.
Order Date DateTime Field No The date and time the order was placed.
Order Status Dropdown Field No

The current status of the order. Options include:

  • Back Ordered
  • Cancelled
  • Completed
  • Deleted
  • For Collection
  • For Delivery
  • Open
  • On Hold
  • Other
  • Parked
  • Placed
  • Processing
  • Refunded
  • Subscription Active
  • Subscription Cancelled
Payment Status Dropdown Field No

Confirms financial clearance; use this to decide whether to release or hold stock. Options include:

  • Unpaid
  • Paid
  • Part Paid
  • No Charge
  • Failed
  • Refunded
  • Other
Shipping Status Dropdown Field No

The shipping status of the order. Options include:

  • Not Applicable
  • Packed
  • Picked Up
  • In Transit
  • Delivered
Currency Dropdown Field No The currency used on the order to identify the transaction's monetary unit for accurate global financial reporting.
Opportunity Dropdown Field No The pipeline opportunity associated with the order.
Is Scheduled Toggle No Identifies orders set for a future date to help plan inventory and staffing.
Recurring Group ID Input Field No Groups related orders (like subscriptions) to track long-term customer value.
Is Recurring Toggle No Flags automated repeat orders for predictable revenue forecasting.
Processing Fee Number Field No A service or handling charge. Enter a fixed amount, or tick 'Percentage processing fee' to charge a percentage of the order amount. A percentage fee is worked out on line items, discounts, shipping and tax, and it recalculates when any of them change.
Shipping Instructions Text Area No Special handling notes to ensure successful delivery and customer satisfaction.

Items

Please refer to the Adding an order item section in the 'Managing Order Items' article for more details.

Discounts

Use this tab to add discounts to your order. These are the types of discounts you can choose from:

  • Custom Discount
  • Ecommerce Discount

Custom Discount

To add a custom discount from the 'Discounts' tab:

  1. Select the dropdown () on the ADD DISCOUNTS button.
  2. Select Custom Discount.
  3. Fill out the form for adding a custom discount.
  4. Select ADD DISCOUNT.

The input requirements for adding a custom discount are as follows:

Input Label Type Required Description
Discount Name Input Field Yes Name of the discount.
Discount Type Dropdown Field Yes

Type of discount. Options include the following:

  • Fixed Amount
  • Percentage
  • Free Shipping
  • Fixed Shipping Discount Amount
  • Percentage Shipping Discount Amount
Discount Value Number Field Yes Monetary value of the discount.

Ecommerce Discount

To add a standard discount from the e-commerce database:

  1. Select the dropdown () on the ADD DISCOUNTS button.
  2. Select Ecommerce Discount.
  3. Fill out the form for adding a standard discount.
  4. Select ADD DISCOUNT.

The input requirements for adding a discount from the standard options are as follows:

Input Label Type Required Description
Discount Dropdown Field Yes Standard discount stored in the e-commerce database. Please refer to Discounts for more details on creating and managing standard discounts.

Contacts

Use this tab to add contacts to your order. You can add the following types of contacts:

  • Custom Company
  • CRM Company
  • Custom Contact
  • CRM Contact

Custom Company

To add a custom company from the 'Contacts' tab of your order:

  1. Select ADD COMPANY.
  2. In the form that appears, disable the 'Use CRM Company' field.
  3. Fill out the rest of the form.
  4. Select ADD COMPANY.

The input requirements are as follows:

Input Label Type Required Description
Use CRM Company Toggle No Set this toggle to 'Disabled' to add a custom company to the contacts in the order.
Company Name Input Field Yes Name of the company.
Email Input Field Yes Email address of the company.
Phone Number (Country Code) Dropdown Field No Country code of the company's phone number.
Phone Number Input Field No Phone number of the company

CRM Company

To add a CRM company from the 'Contacts' tab of your order:

  1. Select ADD COMPANY.
  2. In the form that appears, enable the 'Use CRM Company' field.
  3. Fill out the rest of the form.
  4. Select ADD COMPANY.

The input requirements are as follows:

Input Label Type Required Description
Use CRM Company Toggle No Set this toggle to 'Enabled' to add a company from the CRM to the contacts in the order.
CRM Company Dropdown Field Yes The company from the CRM to be added to the contacts in the order.

Custom Contact

To add a custom contact from the 'Contacts' tab of your order:

  1. Select ADD CONTACT.
  2. In the form that appears, disable the 'Use CRM Contact' field.
  3. Fill out the rest of the form.
  4. Select ADD CONTACT.

The input requirements are as follows:

Input Label Type Required Description
Use CRM Contact Toggle No Set this toggle to 'Disabled' to add a custom contact to the contacts in the order.
First Name Input Field Yes First name of the contact.
Last Name Input Field No Last name of the contact.
Email Input Field Yes Email address of the contact.
Mobile Phone (Country Code) Dropdown Field No Country code of the contact's mobile phone number.
Mobile Phone Input Field No Mobile phone number of the contact

CRM Contact

To add a CRM contact from the 'Contacts' tab of your order:

  1. Select ADD CONTACT.
  2. In the form that appears, enable the 'Use CRM Contact' field.
  3. Fill out the rest of the form.
  4. Select ADD CONTACT.

The input requirements are as follows:

Input Label Type Required Description
Use CRM Contact Toggle No Set this toggle to 'Enabled' to add a contact from the CRM to the contacts in the order.
CRM Contact Dropdown Field Yes Contact from CRM to be added to the contacts in the order.

Shipping

Use this tab to add the following types of shipping information to the order.

  • Shipping Company
  • Shipping Contact
  • Shipping Address
  • Shipping Packages

Shipping Company

Use this section to add a shipping company to the order. You can choose from the following options:

  • Custom shipping company
  • CRM shipping company

You can only add one shipping company to the order.

Custom shipping company

To add a custom company from the 'Shipping' tab of your order:

  1. Select ADD SHIPPING COMPANY.
  2. In the form that appears, disable the 'Use CRM Company' field.
  3. Fill out the rest of the form.
  4. Select ADD SHIPPING COMPANY.

The input requirements are as follows:

Input Label Type Required Description
Use CRM Company Toggle No Set this toggle to 'Disabled' to add a custom shipping company to your order.
Company Name Input Field Yes Name of the shipping company.
Email Input Field Yes Email address of the shipping company.
Phone Number (Country Code) Dropdown Field No Country code of the shipping company's phone number.
Phone Number Input Field No Shipping company's phone number

CRM shipping company

To add a CRM shipping company from the 'Shipping' tab of your order:

  1. Select ADD SHIPPING COMPANY.
  2. In the form that appears, enable the 'Use CRM Company' field.
  3. Fill out the rest of the form.
  4. Select ADD SHIPPING COMPANY.

The input requirements are as follows:

Input Label Type Required Description
Use CRM Company Toggle No Set this toggle to 'Enabled' to add a shipping company from the CRM to your order.
CRM Company Dropdown Field Yes Shipping company selected from the CRM database.

Shipping Contact

Use this section to add a shipping contact to the order. You can choose from the following options:

  • Custom shipping contact
  • CRM shipping contact

You can only add one shipping contact to the order.

Custom shipping contact

To add a custom contact from the 'Shipping' tab of your order:

  1. Select ADD SHIPPING CONTACT.
  2. In the form that appears, disable the 'Use CRM Contact' field.
  3. Fill out the rest of the form.
  4. Select ADD SHIPPING CONTACT.

The input requirements are as follows:

Input Label Type Required Description
Use CRM Contact Toggle No Set this toggle to 'Disabled' to add a custom shipping contact to your order.
First Name Input Field Yes First name of the shipping contact.
Last Name Input Field No Last name of the shipping contact.
Email Input Field Yes Email address of the shipping contact.
Mobile Phone (Country Code) Dropdown Field No Country code of the shipping contact's mobile phone number.
Mobile Phone Input Field No Shipping contact's mobile phone number.

CRM shipping contact

To add a CRM contact from the 'Shipping' tab of your order:

  1. Select ADD SHIPPING CONTACT.
  2. In the form that appears, enable the 'Use CRM Contact' field.
  3. Fill out the rest of the form.
  4. Select ADD SHIPPING CONTACT.

The input requirements are as follows:

Input Label Type Required Description
Use CRM Contact Toggle No Set this toggle to 'Enabled' to add a shipping contact from the CRM to your order.
CRM Contact Dropdown Field Yes Contact selected from the CRM database.

Shipping Address

Use this section to add a shipping address to the order. You can only add one shipping address to the order.

To add a shipping address from the 'Shipping' tab of your order:

  1. Select ADD SHIPPING ADDRESS.
  2. In the drawer that appears, choose an address. The drawer lists the saved addresses of the shipping contact as cards. It also has a 'Custom Shipping Address' card for a one-off address that is not saved to the customer's addresses.
  3. To use a saved address, select its card. To enter a custom address, select the 'Custom Shipping Address' card and fill out the form.
  4. Select ADD SHIPPING ADDRESS.

If the order has no shipping contact yet, the drawer shows no saved addresses and you can only enter a custom address.

Custom shipping address

The input requirements for a custom shipping address are as follows:

Input Label Type Required Description
Search Address Input Field No Search bar for finding an address. Integrating your Instance with Google Maps lets you use the 'Search Address' field to search for a particular address and automatically fill out the form. Please refer to the Google Maps Integration article to learn how to set up Google Maps.
Address LabelInput FieldYesA custom nickname (e.g., 'Work' or 'Home') used to quickly identify this address.
Address 1 Input Field Yes Shipping address line 1.
Address 2 Input Field No Shipping address line 2.
Address 3 Input Field No Shipping address line 3.
City Input Field Yes City where the shipping address is located.
County Input Field No County where the shipping address is located.
District Input Field No District where the shipping address is located.
Suburb Input Field No Suburb where the shipping address is located.
State Input Field No State where the shipping address is located.
Country Input Field Yes Country where the shipping address is located.
Postal Code Input Field No Postal code of the shipping address.
Latitude Input Field No Latitude of the shipping address.
Longitude Input Field No Longitude of the shipping address.

Shipping Packages

Use this section to add shipping packages to the order. A package holds order items and the freight details for sending them. Tracking is recorded on each package in the Freight Tracking Code field.

To add a shipping package from the 'Shipping' tab of your order:

  1. Select ADD SHIPPING PACKAGE. If the order already has a package, the button is CREATE SHIPPING PACKAGE.
  2. Fill out the form in the drawer.
  3. Select ADD SHIPPING PACKAGE.

The input requirements are as follows:

Input Label Type Required Description
Package Name Input Field Yes Name of the package.
Package Status Dropdown Field Yes Status of the package. Options include: Not Applicable, Processing, Packed, In Transit, Delivered.
Shipping Fee Number Field No Shipping fee for the package.
Package Dispatch Date DateTime Field No Date and time the package was sent.
Package Delivered Date DateTime Field No Date and time the package was delivered.
Freight Supplier Dropdown Field No The freight supplier for the package. The options come from the freight suppliers on your instance.
Freight Method Dropdown Field No The freight method. The options come from the selected Freight Supplier.
Freight Option Dropdown Field No The freight option. The options come from the selected Freight Supplier.
Freight Tracking Code Input Field No Tracking code for the package.
Items Multi-Select Field Yes The order items in the package.

Billing

Use this tab to add the following types of billing information to the order:

  • Billing Company
  • Billing Contact
  • Billing Address

Billing Company

You can add one of the following types of billing companies:

  • Custom billing company
  • CRM billing company

Custom billing company

To add a custom company from the 'Billing' tab of your order:

  1. Select ADD BILLING COMPANY.
  2. In the form that appears, disable the 'Use CRM Company' field.
  3. Fill out the rest of the form.
  4. Select ADD BILLING COMPANY.

The input requirements are as follows:

Input Label Type Required Description
Use CRM Company Toggle No Set this toggle to 'Disabled' to add a custom billing company to the order.
Company Name Input Field Yes Name of the billing company.
Email Input Field Yes Email address of the billing company.
Phone Number (Country Code) Dropdown Field No Country code of the billing company's phone number
Phone Number Input Field No Billing company's phone number.

CRM billing company

To add a CRM company from the 'Billing' tab of your order:

  1. Select ADD BILLING COMPANY.
  2. In the form that appears, enable the 'Use CRM Company' field.
  3. Fill out the rest of the form.
  4. Select ADD BILLING COMPANY.

The input requirements are as follows:

Input Label Type Required Description
Use CRM Company Toggle No Set this toggle to 'Enabled' to add a company from the CRM as the billing company in the order.
CRM Company Dropdown Field Yes Company from CRM to be added as the billing company in the order.

Billing Contact

You can add one of the following types of billing contacts:

  • Custom billing contact
  • CRM billing contact

Custom billing contact

To add a custom billing contact from the 'Billing' tab of your order:

  1. Select ADD BILLING CONTACT.
  2. In the form that appears, disable the 'Use CRM Contact' field.
  3. Fill out the rest of the form.
  4. Select ADD BILLING CONTACT.

The input requirements are as follows:

Input Label Type Required Description
Use CRM Contact Toggle No Set this toggle to 'Disabled' to add a custom billing contact to the order.
First Name Input Field Yes First name of the billing contact.
Last Name Input Field No Last name of the billing contact.
Email Input Field Yes Email address of the billing contact.
Mobile Phone (Country Code) Dropdown Field No Country code of the billing contact's mobile phone number.
Mobile Phone Input Field No Billing contact's mobile phone number.

CRM billing contact

To add a CRM billing contact from the 'Billing' tab of your order:

  1. Select ADD BILLING CONTACT.
  2. In the form that appears, enable the 'Use CRM Contact' field.
  3. Fill out the rest of the form.
  4. Select ADD BILLING CONTACT.

The input requirements are as follows:

Input Label Type Required Description
Use CRM Contact Toggle No Set this toggle to 'Enabled' to add a billing contact from the CRM.
CRM Contact Dropdown Field No Contact from CRM to be added as a billing contact in the order.

Billing Address

Use this section to add a billing address to the order. You can only add one billing address to the order.

To add a billing address from the 'Billing' tab of your order:

  1. Select ADD BILLING ADDRESS.
  2. In the drawer that appears, choose an address. The drawer lists the saved addresses of the billing company as cards. It also has a 'Custom Billing Address' card for a one-off address that is not saved to the customer's addresses.
  3. To use a saved address, select its card. To enter a custom address, select the 'Custom Billing Address' card and fill out the form.
  4. Select ADD BILLING ADDRESS.

If the order has no billing company yet, the drawer shows no saved addresses and you can only enter a custom address.

Custom billing address

The input requirements for a custom billing address are as follows:

Input Label Type Required Description
Search Address Input Field No Search bar for finding an address. Integrating your Instance with Google Maps lets you use the 'Search Address' field to search for a particular address and automatically fill out the form. Please refer to the Google Maps Integration article to learn how to set up Google Maps.
Address LabelInput FieldYesA custom nickname (e.g., 'Work' or 'Home') used to quickly identify this address.
Address 1 Input Field Yes Billing address line 1.
Address 2 Input Field No Billing address line 2.
Address 3 Input Field No Billing address line 3.
City Input Field Yes City where the billing address is located.
County Input Field No County where the billing address is located.
District Input Field No District where the billing address is located.
Suburb Input Field No Suburb where the billing address is located.
State Input Field No State where the billing address is located.
Country Input Field Yes Country where the billing address is located.
Postal Code Input Field No Postal code of the billing address.
Latitude Input Field No Latitude of the billing address.
Longitude Input Field No Longitude of the billing address.

Custom Fields

Use this tab to create and manage custom fields. Custom fields store and manage extra information for the order that is not part of the system's standard data structure or set of fields. These fields let you tailor the order to specific needs, enabling users to capture and organize data unique to their business or use case.

Please refer to the Ecommerce Custom Fields article for more details.

Notes

Use this tab to record notes about the order.

Input Label Type Required Description
Notes Rich Text Area No Notes about the order.