Order Management System | Hortiprise Documentation

Order Management Overview

The Order Management system handles the complete customer order lifecycle, from initial order creation through final delivery and payment processing.

Order Status Dashboard

Status Tracking Cards

Real-time overview of orders across all status categories:

PENDING

Orders waiting for processing

SOWED

Orders that have been sowed

ONTIME

Orders dispatched on schedule

DELAYED

Orders delayed for dispatch

DISPATCHED

Fully dispatched orders

PAID

Fully paid orders

DIRECT SALE

Direct sale orders

Order Information Display

Comprehensive Order Table

The order table provides detailed information:

Order ID & Type: Unique identifier with Regular/Direct Sale badges
Customer Information: Name, phone, and address details
Crops & Quantities: Visual crop badges with quantity information
Status & Payment: Combined status and payment indicators
Booking Date: Order creation and delivery dates
Created By: User who created the order

Order Types

Order Categories

Regular Orders: Standard customer orders with full workflow
Direct Sales: Immediate sales with simplified processing
Quote Conversions: Orders created from accepted quotes
Repeat Orders: Orders from returning customers

Advanced Crop Display

Crop Information System

Crop Badges: Visual indicators for each crop type
Quantity Display: Individual quantities for each crop
Multiple Items: Expandable popover for orders with many crops
Total Quantity: Aggregate quantity across all items
Crop Icons: Wheat icons for easy visual identification

Order Status Management

Status Workflow

Orders progress through defined statuses:

PENDING: Initial order state, awaiting processing
SOWED: Seeds planted for order fulfillment
ONTIME: Order progressing according to schedule
DELAYED: Order experiencing delays
PARTIALLY_DISPATCHED: Some items dispatched
DISPATCHED: All items shipped to customer
IN_TRANSIT: Order in delivery process
PAID: Payment completed
CANCELLED: Order cancelled

Payment Tracking

Payment Management

Payment Status: Visual indicators for paid/pending orders
Pending Balance: Outstanding amount tracking
Payment History: Complete payment timeline
Advance Payments: Track customer advance payments
Collection Rate: Monitor payment collection efficiency

Order Actions

Available Actions

View Details: Navigate to complete order information
Edit Order: Modify order details (restrictions apply)
Generate Invoice: Create invoices for paid orders
Update Status: Change order status through workflow
View Invoice: Access existing invoice documents

Search and Filtering

Advanced Search Features

Multi-field Search: Search by customer name, order ID, or crops
Status Filtering: Filter by specific order status
Date Range: Search orders within date ranges
Customer Filter: Find orders for specific customers
Type Filter: Filter by regular orders vs. direct sales
Payment Filter: Filter by payment status

Invoice Generation

Invoice Management

Payment Validation: Invoices only for fully paid orders
PDF Generation: Professional invoice documents
Automatic Opening: Generated invoices open in new tabs
Invoice Storage: PDFs stored and accessible via URL
View/Regenerate: Access existing or create new invoices

Order Creation Features

Creating New Orders

Regular Orders: Full workflow with customer selection
Direct Sales: Simplified immediate sale process
Customer Integration: Link to existing customer records
Crop Selection: Add multiple crops and varieties
Quantity Setting: Specify quantities for each item
Delivery Scheduling: Set expected delivery dates

Order Statistics

Analytics and Metrics

Status Distribution: Count of orders in each status
Payment Metrics: Paid vs. pending order counts
Order Types: Regular orders vs. direct sales breakdown
Time-based Analytics: Order trends over time
Customer Analytics: Order patterns by customer

Data Export and Reporting

Reporting Features

Order Reports: Comprehensive order summaries
Status Reports: Track order progress and bottlenecks
Payment Reports: Monitor payment collection
Customer Reports: Analyze customer order patterns
Performance Metrics: Order fulfillment efficiency

Integration Features

System Integrations

Customer Management: Seamless customer data integration
Crop Database: Real-time crop and pricing information
Dispatch System: Order fulfillment coordination
Payment Processing: Financial transaction tracking
Inventory Management: Stock allocation and tracking

Best Practices

Order Management Tips

Update order status promptly to maintain accurate tracking
Generate invoices immediately after payment confirmation
Monitor delayed orders for proactive customer communication
Use status cards for quick overview of order pipeline
Review pending orders regularly for processing priorities
Maintain accurate delivery dates for customer expectations
Use search filters to quickly locate specific orders