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Record a customer order

How to record customer orders, with the customer’s reference, CIG and CUP, and follow them until they are delivered and invoiced.

Where to find it
Orders → New order

Open in Nanus

What it is for

A customer order keeps track of what you promised to deliver and how much is still outstanding. It comes from an accepted quote, is entered by hand, arrives from an agent’s smartphone or from an online shop. From it you issue delivery notes (DDT, documento di trasporto), even in several deliveries, or the invoice without a delivery note. It has no tax value and does not count towards your plan’s documents.

How to do it

  1. Open Orders and tap New order (key N).
  2. In Header choose the Customer; Number and Date are proposed automatically.
  3. If the goods go somewhere else, choose the Destination: one of those saved on the customer record, or Another address, typed here to type it in. Without a choice the Customer’s address applies.
  4. If you have several warehouses, choose the Warehouse the goods leave from: the one of this device is proposed.
  5. If the customer sent you their own written order, enter Customer order no. and Customer order date: they will appear on the invoice as the reference to the customer’s purchase order.
  6. Enter the Expected delivery, if a date was agreed.
  7. For a public administration fill in the order’s CIG and CUP (the Italian tender and project codes).
  8. Write the Lines (products, quantities, prices, discounts) and, if needed, the Document discount %.
  9. In Terms and notes choose Payment terms and Agent (proposed from the customer record) and add the Notes.
  10. Tap Save. With PDF or More → Send by email you send the order confirmation to the customer: the PDF also shows the Delivery address, if you entered one.

Statuses and filters

  • To fulfil: nothing delivered yet.
  • Partly fulfilled: at least one delivery made, but goods are still outstanding.
  • Fulfilled: every line has been delivered or invoiced.
  • Cancelled: closed by hand; quantities not delivered will no longer be shipped.

The To fulfil filter shows orders to fulfil and partly fulfilled ones together; then there are Fulfilled and All. Next to it, the Progress filter shows only orders at a given progress (All to clear it). Search finds by customer, number or customer reference. Orders from online shops show the shop name and the order number there under the customer.

Progress

The Status says how much has been delivered and updates by itself with delivery notes and invoices. The Progress is chosen by you, in the box right under the order title, to say how far the work has got; below it you see since when (“since” and the date of the last change). You can change it at any time, even after delivery notes, and on a saved order it applies at once, without tapping Save.

  • Received: the order has arrived. It is the starting value, also for orders created from a quote or an online shop.
  • Confirmed: you have confirmed prices and delivery to the customer.
  • Awaiting completion: something is missing (goods to receive, a part to prepare) before everything can be delivered.
  • Shipped: the goods have left.

When a delivery note delivers everything that was outstanding, Nanus marks it Shipped by itself, but only if the progress was never changed by hand. If you chose it, it stays as it is and the box shows Mark as shipped. If you then delete the delivery note that completed the order, a progress set by Nanus goes back to Received.

In the order list the progress has its own column; on a phone you see it under the customer, next to the date and status.

Changes, cancellation and deletion

  • As long as there is no delivery note or invoice, the order can be edited freely.
  • After the first delivery the order documents what was delivered: the lines become the Lines and deliveries table with Ordered, Delivered and Outstanding, and below you find links under Delivery notes issued: and Invoices issued:.
  • More → Cancel order closes an order that will not be fulfilled (even after a partial delivery); Reactivate order reopens it.
  • More → Delete is only possible if the order has no delivery notes or invoices.
  • If the order comes from a quote, More → Open the quote takes you back to the offer.
  • The Progress can always be changed, even on fulfilled orders; not on cancelled ones.

What Nanus checks

  • Quantities greater than zero and a VAT nature consistent with the rate, as on invoices.
  • A warning if the Expected delivery is earlier than the order date.
  • The same order number cannot be repeated in the same year.

Frequently asked questions

What are CIG and CUP on the order for?

Italian public administrations require them on the invoice: entered on the order, Nanus carries them over automatically into the purchase order reference of the invoice that fulfils it.

Do ordered quantities commit stock?

Yes: goods in orders not yet delivered count as committed when calculating reorders below minimum stock and, if you choose so, in the stock sent to online shops.

See also