▶️How To Create A New Order

It starts with the customer order. Whether you are ordering inventory for stock to sell at a later time or completing a drop ship for the customer, your business hinges on the order. In Aturian, investing time to create orders with correct costs, quantities, selling prices and shipping addresses at item level has huge downstream impact in vouching, customer billing, commissions and accurate tax calculations. In this article we outline the basic steps to create a new order.

💡 Tip!

If the information you have is incomplete, you can save the order as a draft at any time and return it at a later date. That said, if you save a draft, accounting and operations will not be impacted. Please note, if you submit order information to a supplier with the draft order number, then you risk receiving an invoice without a finalized PO, i.e., the order will not be available to post the vendor invoice against. As we move through this procedure, you will notice the importance of creating a complete order as it impacts nearly every aspect of the business.

1. Click on Create New Order

In the Main Navigation Menu, expand "Orders" and click on "Create New Order".

2. Complete Order Fields

If you are creating a new order for a current customer, click the "Choose Customer" field and type the customer's name. To quickly add a new customer, click "Add New". All highlight fields are required fields. When all required fields are completed, you can either select "Save as Draft" to return to the order at a later time or click "Next "

💡 Tip!

If ship date is unknown, estimate per your current sales funnel.

💡 Tip!

The "Customer PO #:" field is optional. That said, if a customer requires their PO to display on billing, include that number here.

3. Click on + Add Item

Click "+ Add Item" to engage the vendor search catalog.

4. Select Item Type

If entering manually - Click the "Item Type *:" field and select desired item type, such as drop ship or decorate and ship. Enter your Vendor Item No and Search for your Vendor name. Use "Pull From Supplier" only for integrated suppliers- this will auto-populate item details and variants. Click "Next" to proceed.

⚠️ What are the general ledger implications?

When the order is placed, the G/L is not affected.

However, once the vendor invoice is processed, the following G/L accounts are impacted:

Drop Ship (DRPS) & Decorate and Ship (DECS): Debit prepaid purchases/ credit accounts payable

Order for Stock (OSTK) & Decorate for Stock (DSTK) Standard Stock Owned by Distributor: Debit inventory in transit/ credit A/P

OSTK/ DSTK Prepaid Inventory (PPD): Debit inventory in transit/ credit A/P

OSTK/ DSTK Customer Owned Stock (COS): Debt prepaid purchases/ credit A/P

Ship from Inventory (SINV) & Decorate from Inventory (DINV): Debit prepaid freight/ credit A/P

Then, you can bill the customer, which affects the following accounts:

DRPS & DECS: Debit accounts receivable/ credit sales; debit cost of goods sold/ credit prepaid purchases; debit sales commissions/ credit accrued commissions

PPD: Debit A/R/ credit customer deposit;

COS: Debit A/R; credit sales; debit COGS/ credit prepaid purchases; debit sales commissions; credit accrued commissions

SINV & DINV Standard Stock: Debit A/R/ credit sales; debit COGS/ credit prepaid freight and inventory

SINV & DINV PPD: Debit customer deposit/ credit sales; debit COGS/ credit prepaid freight and inventory

SINV & DINV COS: debit A/R/ credit sales; debit COGS/ credit prepaid

5. Select Variants

Select your Color, Size, or other variants as determined by the previous screen. Enter your quantity and adjust sell pricing as desired. Then Click "+AddVariant"

6. Click Next

Use the blue "+" symbol within each variant line added to quickly duplicate the line item and adjust variants or pricing. When all variants have been added, click "Next".

7. Verification

Verify item information is accurate. If there is a 3rd party, add your decorator in Vendor & Decorator section.

8. Click on + Add Art work

Add your artwork and any other charges such as setups, polybag charges, or proof charges. Use Select Art to pull a file that has been stored in Aturian or the paperclip to attach artwork off of your local system. Nets and Sells can be customized for specific variants by using the check boxes - or check All to apply the art to every piece. Zero Cost and Zero Sell check boxes can be used to either show the price at $0.00 or use Do Not Print The Line in the drop-down menu.

9. Item Review

Once review is complete, click "Add To Order" and then click "Next".

10. Order Template

Design your order template which will be the web version of the order that your customer will view. Add a header as well as logos for your customer, your company, and your salesperson. Use Notification Recipient to dictate who will receive your customer's feedback and comments. Then, click "Next".

11. Shipping & Billing

Review shipping and billing information and edit as necessary. Discounts on the order can be added here as percentages of order sub-total or as lump sums. Note that the customer contact may not be the billing contact. Add your Payment Method and any notes to the customer and/or internal team. When complete, click "Next".

12. Place Order

Complete a final review of the order. If approved, click "Next >" and "Place Order".

13. Notifications

To notify vendors immediately of the order, select "Send Email" checkbox and "Finish". Clicking on the blue highlighted names will allow you to customize the email body and subject to vendors and your customer.