Sevo Biz App
Sign inStart free trial
Help centre · Quotations

Orders from shops that buy from you

Take a customer's order at their prices, keep the goods for them, and deliver it in one trip or several: each trip makes the delivery note for the driver and the invoice on the customer's account.

Who can do this: The owner and store managers take and confirm orders; the store (and managers) deliver them. Anyone whose role can View sales orders sees them.

Take an order

  1. Go to Sales → Orders and press New order.
  2. Find the customer by name or phone.
  3. Find each item by name or SKU and type How many. Leave Price empty to use the customer's own price (their group's price list); type a price only to change it.
  4. Add Wanted on, Deliver to and a Note if you like, and press Save. The order is a draft (SO-0001): change it as you need.

Confirm it: the goods are kept

The prices are fixed and what is on the shelf is kept for the customer, so the till and the online shop cannot sell it. What is short shows as Short and goes out when it arrives.

If the order takes the customer over their credit limit, Sevo says so: only someone who may approve credit over the limit can confirm it.

  1. Open the order and press Confirm.

Deliver and invoice

What was not delivered stays on the order and is kept for the next trip. The customer's account, statement and reminders show the invoices.

  1. Open the order and press Deliver.
  2. Each item is filled in with what is left and on the shelf; change it for a smaller trip.
  3. Press Deliver and invoice. The goods come off the shelf, the delivery note (DN-0001) and the invoice (INV-0001) are made, and the invoice goes on the customer's account.
  4. Press Print delivery note for the driver. It has no prices, and lines for the customer's and the driver's signatures.
  5. Press Invoice PDF to open the invoice on your letterhead, or E-mail invoice to send it to the customer with the PDF attached. A copy comes to your company e-mail.

From an accepted quotation

The order has the quotation's lines at the prices the customer accepted, transport and services included (they have no stock and are billed with the first delivery). It is confirmed at once and the goods are kept; if it takes the customer over their credit limit, it waits as a draft until someone who may approve that confirms it.

The advance paid on the quotation pays each delivery's invoice first, so the customer owes only the rest. From then on the quotation's deliveries are invoiced on the order.

  1. Open the accepted quotation. Under Payments and invoices, press Make a sales order.
  2. If the quotation was for a name only, choose the customer.

Buy what the order needs

The order shows them under Bought for this order, and each line says how many are on order. When the goods are received, they are kept for this customer at once, so the till and the online shop cannot sell them.

  1. Open a confirmed order and press Buy for this order. It shows when something is not on the shelf and not yet on order.
  2. Each item is filled in with what is short, its usual supplier and its last price. Choose a supplier where there is none, and change a quantity or a price if you need to.
  3. Press Make purchase orders. One draft purchase order is made for each supplier, linked to the order. Check and send each one under Purchasing → Orders.

See what an order earned

If you can see the finance reports, the order shows its Profit: the sales without VAT, less what the goods cost (as your accounts took them off the shelf) and the order's own costs. Press Add a cost for transport, labour or loading paid for the order: it goes into Finance → Expenses and comes off the order's profit.

Sales → Orders → Profit lists the orders delivered in a month with what each earned, the month's totals, and a CSV to download.

Goods sent back

The credit note (CN-0001) is at the order's prices and comes off the customer's account. Goods back on the shelf go back into stock at what they cost; damaged goods do not. If the customer is in credit after the note, tick Pay back now to give the money back from the cash drawer or the bank.

Print the credit note or e-mail it from the list, like the invoice. The order's profit takes off what was returned.

  1. Open the order and press Take goods back under Returns and credit notes.
  2. Type how many of each item came back, and choose Back on the shelf or Damaged, not for sale.
  3. Say why it came back (it is printed on the credit note) and press Make credit note.

Products you make for an order

The goods made are kept for this order at once, so the till and the online shop cannot sell them. The order shows each plan and whether it is made.

Planned twice by mistake? It cannot be: only what is still short and not planned is planned. Products you buy rather than make are bought with Buy for this order.

  1. Open the order. Under Made for this order, Sevo lists the products you make (they have a recipe) that the order is short of.
  2. Press Plan the batches. Check the batches (always whole batches), where they are made and the day they are needed (the order's Wanted on day comes in by itself), and press Plan them.
  3. When a batch is made, press Made it on the plan under Making → Batches.

Load the lorry for several orders

The list shows first the total of each item to load and the batch to take first (the earliest use-by date), then each order with the customer, phone, address and goods. The storekeeper and the driver sign it.

Nothing changes in stock: when the lorry leaves, deliver each order with Deliver as usual, which prints its delivery note and makes its invoice.

  1. Go to Sales → Orders and press Loading list.
  2. Choose where the goods go out from (when you have more than one place). The confirmed orders with goods still to deliver are listed, the soonest wanted first.
  3. Tick the orders going out on this trip and press Make the list. Check it on screen, then press Print loading list.

Let the customer follow the order

Right after you confirm an order, the message is offered in the confirmation too. It is written in the order's language (Language of the papers).

The link opens a page with what was ordered, delivered and is still to come, the amounts, each delivery with its invoice number, and your phone number. It never shows the customer's phone, address or your notes.

  1. Open a confirmed order and press Send on WhatsApp. Your WhatsApp opens with the customer's number and a message typed in: the order number, the total, the day it will be delivered and a link. Press Send.
  2. Or press Copy order link and paste it wherever you talk to the customer.

Take an order at the customer's shop

The customer's own prices today are used when you save, as for any order.

  1. On your phone, go to Sales → Orders, press New order and choose the customer.
  2. Press Order again: the goods of their last order are added, with what they paid last time as a guide.
  3. Change how many with the + and - buttons, remove what they do not need, and press Save.

Cancel an order

Press Cancel order. A draft or a confirmed order's goods go back on sale; on an order delivered in part, what went stays delivered and invoiced and the rest goes back on sale.

See also

More in this area