Create and manage orders

Purpose

Use Orders to find saved orders, review what the customer owes, and track how the customer will receive the goods. Create new sales in Point of Sale.

Where to find it

1. Open Orders from the merchant workspace.
2. Choose the order list or request list that matches the work.
3. Search by order number or customer. Use type, status, date, and location filters to narrow the list.
4. Open an order to review its items, customer, amount due, payment history, notes, and fulfillment.

Product locationMerchant workspace > Orders

Before you start

• Actions depend on your role, the order status, its payment state, and your access to the inventory location.
• Check the order number and customer before editing, refunding, voiding, or printing.
• Some edits and refunds need manager approval. Read the confirmation screen before you submit.

Daily order steps

Create a sale order

1. Open Point of Sale and choose the inventory location for the sale.
2. Add each product. Check the unit and amount, then add a customer when you need customer pricing, tax documents, or account terms.
3. Choose Sale when the customer takes the order now. Review prices, discounts, tax, and amount due.
4. Collect payment or use approved account terms. Check Orders for the saved order number, balance, and status.

Create a delivery order

1. In Point of Sale, choose the inventory location, add the customer and products, then choose Delivery.
2. When the customer is ready to schedule, choose Set delivery details. Enter the delivery address and the date or time choices shown by the form. Check the delivery fee and tax.
3. Review each quantity and the order total. Choose the inventory source shown by FlintPOS when the order can use more than one location.
4. Collect payment or use the customer's approved account terms, then finish the order.
5. Open the saved order and use the delivery planning tools to assign the available truck and schedule. Plan only the quantity marked for delivery.

Example: on an eligible saved order for 8 yards with no delivery plan yet, the customer picks up 2 yards at the counter. Record those 2 first, then plan only the remaining 6 for delivery. Planning all 8 would send too much.

See Deliveries for delivery planning and Delivery Fees for fee setup.

Create a Will Call order

1. In Point of Sale, choose the inventory location, add products, and choose Will Call.
2. Open Will Call details. Choose the pickup location. Add a pickup date and customer if known; both are optional. The pickup location can differ from the selling location.
3. Review the products, quantities, price, tax, and amount due. Collect payment or use approved account terms, then finish the order.
4. When the customer arrives, find the order by its order number. Release only the goods the customer takes. For a partial pickup, record the amount released and leave the rest under the same order number.

Example: if the customer ordered 12 bags and picks up 5 today, record 5 released. The other 7 remain on the same order for a later visit; do not make a second order for them.

Mix pickup, future Will Call, and delivery

1. In Point of Sale, add the customer and products, then choose Delivery.
2. Expand a product line. Enter the Took amount for goods taken now and the Future Will Call amount for a later pickup. FlintPOS shows the rest as Delivery.
3. For Future Will Call, choose a future pickup date and pickup location. Choose Save split.
4. Check each line: Took + Future Will Call + Delivery must equal the amount sold. Review the delivery fee and total before checkout.
5. Finish the order using the usual payment or approved account flow. The pickup and delivery portions keep separate locations and progress under the same order number.

Example: for 10 yards, enter 2 Took, 3 Future Will Call, and 5 Delivery. The three amounts add to 10, so no quantity is lost or counted twice. A 2 + 3 + 6 split is 11 and must be fixed.

On an eligible saved delivery order without an active delivery plan, use Record Pickup when the customer takes part of the goods at the counter. Plan only the remaining delivery amount. See Point of Sale for the cart split.

Save and review a quote

1. In Point of Sale, choose Quote. Add products and review each price, discount, tax, fee, and total.
2. Choose Save Quote. Add a customer and at least one item when FlintPOS asks. Quote mode does not take payment.
3. Check whether the quote was emailed. If it saved but the email failed, fix the email issue and retry the saved quote. Do not make a replacement quote.
4. When the customer accepts, open Orders > Requests. Review the quote and convert it to the Sale, Delivery, Will Call, On Account, or Ship order that matches the agreement.

Quote acceptance does not collect payment, reserve stock, or schedule fulfillment by itself.

Print, collect payment, and add notes

1. To print a receipt or slip, use the order's print action. Print to POS makes an extra copy. It does not complete the order or collect payment.
2. To collect a balance or handle a refund, check the payment history and use the action shown for that order. See Payments.
3. Add a follow-up note when staff need a record of the next step. Use customer-facing notes only for details the customer should see.

Field and action reference

Expected results

The order list shows the filters you chose. The order detail shows its current balance, payment history, and fulfillment progress. A mixed order keeps one order number and tracks each pickup, Will Call, and delivery amount on its own.

Troubleshooting

• You cannot find an order: clear filters, check the order number, date range, and inventory location, then search again.
• A quote was accepted: open Requests and review it. Acceptance is not a payment or a live fulfillment plan.
• Will Call has a balance left: search by the original order number and check the right location. Do not make a second order to replace the remaining pickup.
• A delivery change is blocked: review saved loads and completed work. Use the delivery controls to change eligible unfulfilled work; do not remove completed history to force an edit.
• Payment or refund status is unclear: refresh the order and read its payment history before trying again.
• The wrong records are selected: clear the selection, review the filters, and select only the orders you intend to change.

Related settings

• Point of SaleCreate and complete the original sale.
• PaymentsCollect, refund, or void payment safely.
• DeliveriesSchedule and dispatch delivery fulfillment.
• CustomersReview customer accounts and contacts.
• PurchasingReview purchase orders connected to order work.