Introduction

This article will review how to create a new order from the Back Office

Create an Order

1. Go to Order Module.

2. Click Add Order on the top right.

   

Order Details Tab

You'll first be taken to the Order Details Page to input all the necessary information about the Order including the Date, Customer Info, and Payment Method.

Some information is required to input before you can Save and continue. 

Tip: Before entering any information, click 'Add Order' at the bottom to see all the required fields highlighted in red.

Site/Location

Add the Site or Location the Order is being placed for. This will either be one of the Multiple Sites you've set up, or a specified Delivery Zone.

Customer/Contact

1. As you type the Customer's name in the Customer field, a drop-down appears showing matching Customers to choose from. This only happens if they're already registered in the system.

2. To add a customer, click the '+' button

3. If the Customer and the Contact are the same, the Contact auto-fills. Otherwise, select the Contact whose placing the Order from the drop down options

Delivery/Pickup

Here you will choose:

1. The Date and Time of the Order. (From the Back Office, operators have the ability to choose time and dates not available to the customer online. However, menus may show as unavailable if they are programmed with specific day and time availability. Learn about Menu Availability here)

2. If the Order is for Pickup or Delivery. If for delivery, fill in the required fields

Select Payment Method

Choose which Payment Method the Customer will pay with. Learn more about the different Payment Methods Here.

If the Customer is paying with a PO Number and 'On Account' is not an option to select, you need to give that Customer 'On Account' Payment Access. Learn more about that Here.

Once all the necessary information is entered in the Details Tab, click 'Add Order' at the bottom right page.

Item Selection Tab

In Item Selection Tab, you'll enter the Menu Items, Charges, and Gratuity.

Add Menus

Select 'Add Menu' to add the requested Menus and Items.

Choose the Menu Category the Menu is in.

Select the requested Menu.

A La Carte Menu

1. A pop-up with the Menu Details appears.

2. Choose the Quantity next to the item name.

3. Add a Bespoke Item if needed, if that option is available. Note: This feature must be enabled and is controlled by User Permissions

4. Add Item Notes (ex: no tomatoes on sandwich) by clicking 'Note' near the Quantity Box of each Menu Item.

5. When finished, click 'Add to Order'

Fixed Price Menu

1. A pop-up with the Menu Details appears.

2. Choose the Quantity of requested Menus.

3. Add a Bespoke Item if needed, if that option is available. Note: This feature must be enabled and is controlled by User Permissions

4. If a Menu has options to choose from, manually enter the quantity of each choice.

5. Every other included item automatically has the quantity selected in the overall quantity.

6. Add Item Notes (ex: no tomatoes on sandwich) by clicking 'Note' near the Quantity Box of each Menu Item.

7. When finished, click 'Add to Order'

Once selected, Menus and Items show up under the 'Your Choices' section.

Add Service Charges

1. Click 'Add Service Charge to add a Charge to the Order.

2. Click 'Add New Charge' to add a Charge that you don't see.

3. Once selected, Charges show up under the Menus in the 'Your Choices' section.

Add Multi-Slots

Review Order Selections

Once all the Menus, Charges, and Slots are added, review them under 'Your Choices.' This functions as the Order Summary to make sure everything your Customer requested is Ordered.

1. Click the Red X Button to remove a Menu Item.

2. Click the Pencil Button to Edit a Menu.

   

    

3. 'Unit Price' shows how much one Menu cost.

4. 'Line Price' shows that Price multiplied by the Quantity selected.

5. The Order Total show up under the receipt.

   

6. Write any additional Delivery Notes or Special Requests at the bottom of the page.

Confirm Order

1. At any point during the Order, click Save to save a Draft of the Order without confirming or finalizing it.

2. Once everything is added, click Confirm Order. Until the Order is Confirmed, it won't appear in Reports or a Delivery Schedule.

   

3. Click 'Confirm Order' to get a pop-up asking if you'd like to send a Confirmation Email to the Customer and any Back Office Users set to receive Confirmation Emails.

   

4. Click 'Skip Email' to keep the Customer from getting that Email Confirmation.

5. Click Confirm.

Once the Order is Confirmed, you'll see it on the Calendar, Delivery Schedule, and in Awaiting Payments. You can edit a Confirmed Order if needed.

Additional Tips

• Check the Messages Tab to see a record of all Emails sent to the Customer and Users.

• A draft order is an order which has been added to the system and saved but is NOT CONFIRMED.

• Draft orders appear in red in the Calendar and do not show up in Production or Delivery.

• Cancel Order on the far left Deletes the Order and removes it from the schedule. Please be careful before canceling an order, as a Cancelled Order can't be undone.

• If a customer has confirmed the order online and has not attempted to make payment by credit card or the card payment has failed due to a transaction error or the card was rejected - the order will appear in ABANDONED.

• You will have the option to convert an abandoned order to a live order.

• You can find the draft orders in DRAFT ORDERS, unpaid credit card orders in AWAITING PAYMENT, unsuccessful online credit card orders in ABANDONED and orders that are edited by customers in CUSTOMER EDITED ORDERS.That's how to create an Order in the Back Office on Spoonfed!