Sales orders
Advanced and Integral plans
Create and deliver customer orders, turn them into production with Orders by product, schedule recurring orders and export the list to PDF or Excel.
What it is for
A sales order records what a customer asks you for, for which day and at what price. With orders in Recipok, the bakery knows what it has to produce, the shop knows what it has to prepare and nobody depends on a notebook or a lost WhatsApp message.
Orders turn into production (with Orders by product) and, when delivered, into dispatches with their lot. They are used by the manager, the salespeople and whoever deals with customers. Orders can be entered by you, come from a store or from the customer portal, or be generated automatically by a recurring order.
Before you start
- Sales orders are available on the Advanced and Integral plans. Delivering them with a lot and deducting stock is part of the Integral plan.
- Add your customers with their price list: the price of each line comes from there.
- Enter the RRP in your recipes and create their sales formats if you sell the same product in several sizes.
- Check the order numbering in Configuration › General Data.
Create an order
Go to Sales › Orders (the Sales orders list) and click New. You can also create it with the Create sales order shortcut in the top bar.
Header
In New sales order choose the Customer, the Document date, the Delivery date and, if needed, some Observations. Click Create order.
Products
With Add search for each product, choose the Packaging format and the Quantity. The Price/unit (€) comes from the customer's price list and you can change it. The Current stock column tells you whether you already have it made.
Time and notes
Edit the header to set the Delivery date and time (with no time, the order is “all day” in the order calendar) and add internal Notes.
If the order is for an event or catering, expand the order's Event material section: we explain it in Event material.
The order list
| Order n° | Customer | D. D. Scheduled | 2Status | |
|---|---|---|---|---|
| PV-0231 | Cafetería El Puerto Recurring | Tomorrow | Pending | 3Deliver |
| PV-0230 | Hotel Mirador | Today | In production | Deliver |
| PV-0228 | Bar La Esquina | Today | Prepared | Deliver |
| PV-0225 | Cafetería El Puerto | Yesterday | Delivered |
- 1Export downloads the orders that match the filters, as PDF or Excel.
- 2Status: Pending, In production (it has a production order under way), Prepared (production finished) and Delivered.
- 3Deliver prepares the delivery note with its lots and creates the dispatch.
Filter by customer, store, status and dates, with Today and Tomorrow shortcuts. Delivered orders can be archived with Archive so they don't get in the way (you'll find them in Archived). Each row's menu offers Edit, Duplicate, Make recurring, Send via Email (if the customer has an email address), Print order and, with the portal switched on, Write to the customer. If a customer has written to you about an order and nobody has replied, you'll see the Unanswered label.
Deliver: from order to dispatch
Click Deliver on the order. In the window you check each product with its quantity, its Lot, its Location and the Output temperature (°C); you can read the codes with a scanner. If you type a lot by hand, say how many units leave with it. Click Confirm and view delivery note: Recipok creates the dispatch, deducts the stock and the order changes to Delivered.
Orders by product and weekly view
Sales › Orders by product adds up all orders by product and compares them with what you have In stock. From each row you can click Produce, which creates the production order for what's missing, or Link to production order if one already exists. Hover over the quantity to see the linked orders (also for ingredients you resell).
The Orders by Product (Weekly View) spreads the quantities across delivery days, with the weekly total. It separates what is sold on its own from what goes inside a menu, and can be printed with Print PDF or Export to Excel to pin up in the bakery. How to plan the week with it: Plan weekly production from your orders.
Recurring orders
For the customer who orders the same thing every Tuesday and Thursday. From an order, Make recurring copies the customer, the observations and the products with their current prices; or create it from scratch with New recurring order in Recurring orders.
- Frequency: every X days, every X weeks, every X months or specific days of the week.
- First delivery, Last delivery (empty means no end), Delivery time and Days in advance: the order is created that many days before delivery.
- Notify me when an order is generated, if you want an alert every time.
On each due day, Recipok creates a normal pending order, marked with the Recurring label. The Recurring only filter shows them together and, by clicking the label, you reach the template to change it, Pause it or Resume it. If you delete it, it stops generating orders, but the ones already created are kept.
Export the list
Click Export. The orders matching the current filters are exported; tick Detail the lines of each order to include products, quantity, price and amount. Choose Download PDF or Download Excel. For very large lists use Excel: the PDF is cut off beyond a certain volume and tells you so.
Do you invoice with another program? We connect Recipok to the invoicing software you already use so the delivery notes for your orders arrive there automatically and you don't have to type them twice.