Set up the Order Entry Steps

In this article

Define the step-by-step procedure your team follows to create an order. In the system, these procedures are called Action Wizards.

Contents

What is an Action Wizard?

Think of an Action Wizard as a Sales Order Entry. It is the screen your staff sees when they create a new order. By setting this up, you are defining your business's "Standard Operating Procedure" (SOP) for taking in new work.

It ensures that whether a staff member is at the POS or an agent is on the workflow app, they see the specific order entry assigned to them.

Prerequisites

To complete this setup successfully, please ensure that you have already configured your Price List. If you haven't done this yet, click here to follow the steps to creating a price list so that your services are ready to be selected.

Access the Action Wizard

To define the steps your staffs follow when creating a new sales order, you will first need to set up a procedure 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 Order Entry.

Set Up a new Order Entry

Locate the Order Entry Wizards section. This is where you define the Sales Order name and the order procedures.

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

A pop-up window will appear for you to name your new Wizard (this is the name of your Sales Order form).

For this demo, we will name this "Sales Order", 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 order entry will now appear in the list under the Order Entry Wizards section.

Define Order Entry Steps

Now that you have created a new Order Entry, the system needs to know what steps the staff should follow to create a successful sales order.

For this demo, we will set up a 4-step workflow essential for most service businesses:

Select customer: The customer to link the sales order to.
Add items: Select the services or/and products.
Fulfillment date: Set the date the items will be ready for customer to collect or be delivered.
Payment Collection: Finalize the order.

📝 Note for this Demo: While there are many actions available, these 4 are the foundation of any service order. Once you learn how to add these first few, adding the rest follows the exact same pattern!

Locate the Order Entry you have just created.
Click on the ••• on the far right of the order 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 order entry.

📝 Confused by the different actions available? We are going to walk through the 4 most important actions for demo purposes. However, if you want to know what all the other options do, we have included the definitions of all the Action Types at the bottom of this guide for your reference.

Select Global Customer Account

We will begin by setting up the action to identify the customer from your customer database. This ensures your staff links the order to the correct person in your database.

Select the Select Global Customer Account 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.
Customer Listing Detail: The information displayed to the staff. Type the '@' symbol in the box and select the necessary information.

For this demonstration, we will leave everything as default and fill in Customer Listing Detail to include the Customer's name.

When you are done, click on the Add button to add this new action.

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

⁉️ Notice the Similarity? If you have previously set up your Line Item Entry Wizards, you will find this process very familiar. The steps are added in the exact same way, but here they are specifically used to define the steps to creating an Order Entry.

Set up the Edit Order Line Items

Now that we have the customer linked to the sales order, the next step in this process is to use our price list to display the specific items (services or products) for the order.

Once again, click on the + New Action button.

This time, select Edit Order Line Items 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.
Items Display Mode: This controls which items are shown. All Products shows everything, while Current Items Only limits the list based on your specific filters.
Item Selection Mode:
- Quick Service Button: Best for fast selection with buttons directly under each item.
- Detailed Selection: Opens a new page for items that require more complex choices.
Line Item Edit Procedures: This allows you to add specific steps for individual items (See the note below for more information).
Enable Toggles: You can switch the on/off buttons for Coupon codes, Surcharges, Discounts, or Pricing Confirmation depending on your workflow.

💡 Note on Line Item Edit Procedures (Optional): This field is only necessary if you have complex steps for individual items (like a special note or inventory check). You can select a procedure from the dropdown menu which you've built in the Line Item Entry Wizards section. Click here to learn how to set up Line Item Entry Wizards →

For this demonstration, we will leave almost everything by default, and change the Line Item Edit Procedures to include what we have set up previously in the Line Item Entry Wizards section.

Click on the Add button when you are done with the set up for this Action Type.

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

Closing the Order Entry Flow

To complete your Sales Order, you will add the final two steps: Fulfillment Date and Payment Collection. The process for adding these is exactly the same as the previous steps.

Fulfillment Date:

This ensures your staff records when the items will be ready for the customer.

Select Action Type: Click + New Action and select Select Fulfillment Date.
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.
Allow Past Dates: Check this box if you want to allow past dates, otherwise it is off by default.
Click Add when done.

Payment Collection:

This allows you to finalize the order and record the transaction.

Click + New Action and select Collect Payment.
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.
Payment Options: Choose from the dropdown menu the list of payment options you want tied to this sales order entry. The options will appear when the staff is settling payment with the customer.
Click Add when done.

For a quick reference, we will show you how to find and add the Fulfillment Date and Collect Payment Actions inside of the Wizard Actions section.

Save your Sales Order

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 POS system, agents and more, ensuring your team captures the right details every time an order is created.

Action Types

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

Customer Identification

Select Global Customer Account: This selects a customer from your central database, allowing for consistent loyalty points and reporting across all locations and online.
Select Private Customer Account: Use this only if you manage specific "Private" lists. This limits the sales order to only select from that specific private group.

Order Items & Pricing

Edit Order Line Items: The standard way to add work. Your team can add, remove, or update services directly from the Price List which is linked to the sales order. (Note: Requires a Price List to be set up first).
Enter Order Total Amount: Use this if you want to skip adding individual items. Your team can simply type in a total price manually (e.g., "$50.00").
Enter Order Total Items Quantity: Use this if you only want to record how many items were received (e.g., "5 items") without listing what they are individually.

Dates & Logistics

Select Receiving Date: Records the exact date you took the order in. Great for historical tracing and accurate bookkeeping.
Set Fulfillment Date: Records when the order will be ready for the customer.
Schedule Pickup: Used for home services. Your team will be prompted to enter the customer’s address and select an available time slot.
Enter Tracking Number: Used if you are shipping items via a third party. Allows you to store an external tracking or logistics reference number to the sales order when created.

Documentation & Proof

Take Photo: Used to document the condition of an item. Great for proper handover and avoiding disputes.
Capture Signature: Requires the customer to sign digitally on the screen. Best for order confirmations, service approvals, or proof of delivery.
Enter Note: A simple box for internal remarks or special instructions.
Enter Order Number: Use this only if you do not want the system to generate numbers automatically and prefer to type in your own manual invoice numbers.

Finalizing & Customizing

Collect Payment: Defines which payment methods are allowed for this order entry (e.g., Cash, Visa, Mastercard, or Loyalty Points/Credits).
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 →

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Up next

Set up the Status Library

The Status Library is a collection of "stages" (e.g., Order created, Processing, Ready for Pickup) that you will use to track the progress of an order.