Set up the Item Entry Steps

Before you start setting up your overall Order Entry process, it is important to define your Line Item Entry Steps. Think of this as preparing the "details" for your services. By setting this up first, you ensure that when a staff member creates an order later on, the system already knows exactly what questions to ask for each item, such as the quantity or any special notes. Without this, the system wouldn't know how to handle the individual items added to an order entry.

Plan Your Item Details

If you choose to set this up, identify the information your staff needs to collect when they handle an item. For this guide, we will set up a common workflow for each line item: Select a product → Enter the quantity → Add a note.

Access the Action Wizard

To define the steps your staffs follow when creating a new line item, you will first need to set up the steps in the Action Wizards.

On the top navigation bar, click the Gear Icon (Settings).

Select Operations from the dropdown menu.

Within the Operations dashboard, click on Order Management.

This is the central hub where you define your sales orders, the steps necessary for your team to create an order, and the processes tied to that order.

Click on the Action Wizards tab to start creating a new Line Item Entry (the steps to create a new line item in your sales order).

Set up a new Line Item Entry

Locate the Line Item Entry Wizards section. This is where you define the steps to create a new line item in a sales order form.

Click on the + Add wizard button to create a new Line Item Entry.

A pop-up window will appear for you to name your new Wizard (this name will be used to identify the procedure later on).

For this demo, we will name this "Standard Item Details", but feel free to name it based on your current business terminology.

Once done, click on the Create button.

The pop-up will close and you will see a notification confirming the successful creation on the bottom right of your screen. Your new entry will now appear in the list under the Line Item Entry Wizards section.

Define Line Item Steps

Now that you have created a new Line Item Entry, the system needs to know what steps the staff should follow to create a line Item in a Sales Order.

For this demo, we will set up a 3-step common workflow that most service businesses would probably have:

1. Select a product: The specific item or service the customer wants.
2. Enter the quantity: How many of that item are being ordered.
3. Add a note: Any additional information or special instructions for that specific item.

Locate the Line Item Entry you have just created.

Click on the ••• on the far right of the line item entry that you want to define the actions to and select Edit Actions.

In the Wizard Actions section, click on the + New Action button.

You should now see a list of actions which is available for you to choose from depending on the use case of your line item entry.

Select Product

We will begin by setting up the selection of a product. This step enables the user to choose the specific service or product the customer wants.

Select the Select Product Action type.

A pop-up window will appear. Here is how to set up your fields in the pop-up window:

• Action Name: The name appearing as a step in the process. Leave blank to use the default name.
• Completion Type: This decides if the step is mandatory.
  • Required step: Staff must do this.
  • Optional step: Can be skipped.
  • On-demand: Available if needed.
• Add Action Step Display Rule: Used for hiding/showing steps based on specific criteria.
• Enable "Add Other": Toggle this on if you want staff to be able to add custom items not explicitly listed.
• Limit Product Types: Choose "Service" or "Product" to fit your business.
• Limit Products: Leave blank to show all product categories. Select from the dropdown field to limit to a specific product only.

For this demonstration, we will leave everything as default and click on the Add button.

The new action should now show up in the table view of the Wizard Actions section.

Enter Line Item Qty

Next, we need to allow the staff to enter the quantity of the service/product item. This is essential for calculating the total cost of the line item.

• Once again, click on the + New Action button.

• This time, select Enter Line Item Qty from the Action Type list.

A pop-up window will appear. Here is how to set up your fields in the pop-up window:

• Action Name: The name appearing as a step in the process. Leave blank to use the default name.
• Completion Type: This decides if the step is required, optional, or on-demand.
• Add Action Step Display Rule: Used for hiding or showing steps based on specific criteria.

Once again, for this demonstration, we will leave everything by default and click on the Add button.

• The new action will now show up in the table view.

Closing the Line Item Entry Flow

To complete the common workflow of our line item entry, we need an area for the staff to be able to add additional notes or special instructions for the line item.

The process for adding this is exactly the same as the previous steps, with some extra configuration to be done for some depending on the action type picked.

Enter Note:

1. Select Action Type: Click + New Action and select Enter Note.
2. Action Name: The name appearing as a step in the process. Leave blank to use the default name.
3. Completion Type: This decides if the step is required, optional, or on-demand.
4. Add Action Step Display Rule: Used for hiding or showing steps based on specific criteria.
5. Click Add when done.

For a quick reference, we will show you how to find and add the Enter Note Action inside of the Wizard Actions section.

Save your Line Item Entry Steps

Once you have added the actions necessary for your specific business use case, they will be listed in the Wizard Actions table.

• Rearrange: Simply drag and drop the actions (steps) if you want to change the order.
• Finalize: When you are done reviewing the list, click on the Save button at the bottom right to save your changes. This is now ready to link to your order entry set up in the next guide, ensuring your team captures the right details every time an item is added to the sales order.

Action Types

When you clicked the + New Action button, you likely noticed many other options in the list. While we used the three most common steps for our demo, this section explains what each one does so you can choose the right steps for your line item workflow.

Product & Service Details

• Select Product: Enables the staff to choose the product that represents the type of service or item being handled. This defines the line item for tracking and billing purposes.
• Select Service Option: Allows the staff to choose specific service details linked to the product. This helps define how the item will be processed, priced, or customized.
• Edit Line Item Addons: Use this to add or update extra service options linked specifically to the item.
• Edit Line Item Accessories: Used to add or update additional physical items linked to the main item, such as belts, bags, or chains.

Pricing & Quantity

• Enter Line Item Qty: Allows the staff to define the quantity of the items. This is essential for calculating the total cost of the specific line item.
• Enter Line Item Unit Price: Allows staff to enter the price per unit (e.g., per kg, per piece, per hour). This is used for calculating the total cost manually if needed.
• Enter Line Item Pieces: Enter the number of pieces for label generation. Use this only if the label unit differs from the pricing unit (e.g., priced by kg but labeled per piece).

Logistics & Documentation

• Select Line Item Date: Select a specific date for an individual item. This is useful if items in the same order will be ready for collection on different dates.
• Take Photo: Used to document the condition of an item. Great for proper handover and avoiding disputes.
• Enter Note: A simple box for internal remarks or special instructions.

Advanced Customization

• Custom Data Entry: If your business has a very unique requirement, you can create your own fields. These will appear here once you have configured them. Click here to learn how to set up Custom Data Fields →