Creating Orders

Creating orders manually lets you add orders from phone calls, walk-in customers, or any offline sales channel directly into OmniOrders. Every order enters the same fulfillment pipeline whether it comes from an integration or manual entry.

Before You Start

Have the customer’s complete shipping address, contact information, and product SKUs ready before creating an order. This makes the process faster and reduces errors.

Why Create Manual Orders?

Manual order creation lets you process sales that originate outside your integrated channels — phone orders, walk-in purchases, trade show sales, or B2B transactions. You control every detail: pricing, shipping method, fulfillment location, and whether to save as a draft or process the order immediately.

Offline Sales

Process phone orders, walk-in purchases, trade show sales, or any orders that don’t come through automated channels.

Full Control

Set pricing, shipping methods, fulfillment locations, special dates, and custom instructions for each order.

Fill Integration Gaps

Add orders from sales channels without direct integrations or during integration downtime.

Draft for Later

Save incomplete orders as drafts to finish later, perfect for quotes or orders pending payment approval.

Creating a New Order

1. Open the Create Order Form

   Click Orders in the main navigation, then click the New Order button in the top right corner.

2. Set Order Number

   The system auto-generates an order number with format SO-[timestamp]. You can edit this to match your own numbering system or leave it as-is.

3. Select Channel

   Choose which sales channel this order belongs to:

   • OmniOrders - Default for manual orders
   • Shopify, Amazon, eBay, etc. - If order originates from a connected channel

   The channel determines which automation rules apply to routing and processing.

4. Choose Fulfillment Method

   Decide how to route this order:

   Option 1: Run with channel’s rules (Recommended)

   • Automation rules determine the fulfillment location
   • Based on inventory, customer location, product type, or custom rules
   • Click Run with channel’s rules button

   Option 2: Select Fulfillment Location (Manual)

   • You choose which warehouse or 3PL handles the order
   • Click Select Fulfillment Location button
   • Pick from available locations
   • Shows as “TO: [Location Name]” when selected

   Automation

   Click the eye icon next to “Run with channel’s rules” to view the routing rules that will apply to this order.

5. Add Customer Contact

   Click Add Contact to either:

   • Choose existing customer - Search by name, email, or phone
   • Create new customer - Click New Contact and fill in details

   Required customer information:

   • First Name and Last Name
   • Email Address
   • Phone Number
   • Company Name (optional)

6. Add Shipping and Billing Addresses

   After selecting a contact, fill in address details:

   Shipping Address (Required):

   • Address Line 1, 2, 3
   • City
   • State/Province
   • Postal/Zip Code
   • Country

   Billing Address (Optional):

   • Check “Same as shipping” to copy shipping address
   • Or enter different billing address details

   Required Fields

   Orders cannot be saved without complete customer contact and shipping address information. Missing fields will show validation errors when you try to save.

7. Set Order Details

   Fill in additional order information:

   Reference Numbers:

   • Reference 1 - Customer PO number, tracking reference, etc.
   • Reference 2 - Secondary reference or order source

   Important Dates:

   • Order Date - When customer placed the order (defaults to today)
   • Ship By - Target shipping date
   • Must Arrive By - Customer delivery deadline
   • Hold Until - Delay processing until this date/time

   Order Settings:

   • Currency - Select currency (defaults to account currency)
   • Tags - Add tags for organization and filtering

8. Add Products to Order

   In the Product Data Table section, click Add Product:

   1. Search for products by SKU or product name
   2. Select one or multiple products
   3. Set quantity for each product
   4. Click Add to insert products into the order

   For each product line, configure:

   • Quantity - Number of units ordered
   • Sold Price - Price per unit (pre-filled from product catalog)
   • Discount - Amount or percentage off (toggle % button for percentage)
   • Surcharge/Tax - Additional charges per unit (toggle % button for percentage)
   • Attributes - Add custom metadata to specific line items

   The SubTotal column calculates automatically: (Quantity × Sold Price - Discount + Tax)

   Total Order Value appears at the bottom of the product table.

   Product Availability

   You can only add products that exist in your product catalog. If a product is missing, create it in Inventory first.

9. Add Shipping Information (Optional)

   Choose shipping details:

   Option 1: Manual Entry

   • Click Shipping Information
   • Select Carrier (UPS, FedEx, USPS, etc.)
   • Select Method (Ground, 2-Day, Overnight, etc.)

   Option 2: Get Live Rates

   • Click Add Rate to fetch real-time shipping quotes
   • Choose from available carriers and methods
   • Rate automatically populates carrier and method fields

10. Add Additional Details (Optional)

    Enhance your order with optional information:

    Attached Files:

    • Upload invoices, custom labels, packing slips, or other documents
    • Click Attachments button to upload

    Custom Rates:

    • Add handling fees, insurance, or other charges
    • Click Add Rate button to add rate items

    Order Attributes:

    • Add custom key-value pairs for tracking
    • Click Add attribute button to add metadata

    Special Instructions:

    • Instructions (iLoc) - Notes for the fulfillment location (gift wrap, special handling, etc.)
    • Comments (Channel) - Notes visible to the sales channel

11. Save the Order

    Click Save Order button at the bottom. A dialog appears with two options:

    Save as draft

    • Saves order without processing
    • Status becomes “Draft”
    • Does NOT create shipment or trigger fulfillment
    • Can be edited or processed later
    • Perfect for quotes, pending orders, or incomplete information

    Continue

    • Processes the order immediately
    • Status becomes “Open”
    • Creates shipment at fulfillment location
    • Triggers automation rules (if using “Run with channel’s rules”)
    • Sends to warehouse for picking and packing

    When to Use Each Option

    Use “Save as draft” for quotes, orders awaiting payment, or when you need to verify details. Use “Continue” when the order is ready for immediate fulfillment.

Order Form Fields Reference

Required Fields

Field	Description	Validation
Channel	Sales channel source	Must be selected
Customer Contact	Name, email, phone	All contact fields required
Shipping Address	Complete delivery address	Address1, City, Postal Code, Country required
Products	Order line items	At least one product with valid quantity
Order Date	Order placement date	Cannot be empty
Currency	Pricing currency	Defaults to account currency

Optional Fields

Field	Description	Use Case
Order Number	Custom identifier	Match your numbering system
Reference 1 & 2	External references	PO numbers, tracking IDs
Ship By	Target ship date	Priority or time-sensitive orders
Must Arrive By	Delivery deadline	Guaranteed delivery dates
Hold Until	Delay processing	Pre-orders, future fulfillment
Billing Address	Invoice address	When different from shipping
Tags	Categorization	Campaign, source, priority
Shipping Info	Carrier & method	Override automation
Instructions	Fulfillment notes	Gift wrap, special handling
Comments	Channel notes	Customer requests
Attached Files	Documents	Invoices, labels, customs forms
Rates	Custom charges	Handling fees, insurance
Attributes	Metadata	Custom tracking fields

Product Line Fields

Each product in the order has these configurable fields:

Field	Description	Notes
SKU	Product identifier	From product catalog
Description	Product name	Auto-filled
Quantity	Units ordered	Must be > 0
Sold Price	Price per unit	Can override catalog price
Discount	Reduction amount or %	Toggle between fixed and percentage
Surcharge/Tax	Additional charges	Toggle between fixed and percentage
SubTotal	Line total	Calculated: (Qty × Price - Discount + Tax)
Attributes	Line metadata	Product-specific custom data

Understanding Order Status Flow

When you save an order, it enters the order lifecycle based on your choice:

Order vs Shipment Status

Orders have two statuses that work together:

• Order Status - Overall order state (Draft, Open, Closed, etc.)
• Shipment Status - Fulfillment progress (Routing, Assigned, Shipped, etc.)

Both statuses are visible in the orders list and give you a complete picture of order progress.

Draft Orders

Order Status: Draft

Characteristics:

• Shipment: None created
• Fulfillment: Not triggered
• Editable: Yes (all fields)
• Automation: Does not run

Use For:

• Orders pending customer payment
• Quotes awaiting approval
• Incomplete information
• Orders to process later

To Process Later:

1. Go to Orders list
2. Find the draft order
3. Click the three-dot menu
4. Select Edit
5. Complete any missing details
6. Save with Continue to process

Processed Orders

Order Status: Open → eventually → Closed

Shipment Status: Routing → Assigned → Shipped

Characteristics:

• Shipment: Created at fulfillment location
• Fulfillment: Triggered immediately
• Automation: Runs based on channel rules
• Editable: Limited (some fields locked)

Order Lifecycle:

1. Order Status: Open - Order created and active
2. Shipment Status: Routing - Automation determining fulfillment location
3. Shipment Status: Assigned - Sent to warehouse/3PL
4. Shipment Status: Shipped - Order shipped to customer
5. Order Status: Closed - Order complete after successful delivery

Understanding the Flow

The order status stays mostly Open while the shipment status moves through Routing → Assigned → Shipped. When everything is complete, the order status changes to Closed.

Product Selection Tips

Finding Products

Search Methods:

• Type exact SKU in search box
• Type partial SKU to see matches
• Search by product name
• Filter by product attributes

Product Info Displayed:

• SKU code
• Product name
• Description
• Current price
• Available inventory (if applicable)

Adding Multiple Products

You can add multiple products at once:

1. Click Add Product
2. Search for first product
3. Check its checkbox
4. Search for next product
5. Check its checkbox
6. Repeat as needed
7. Click Add to insert all selected products

Modifying Products

After Adding:

• Change quantity directly in table
• Adjust sold price if needed
• Add discount (fixed or %)
• Add tax/surcharge (fixed or %)
• Click Attributes to add product-specific metadata
• Click delete icon to remove from order

💡 Best Practices

Verify Customer Data

Always select existing customers when possible to avoid duplicate records. Verify address accuracy to prevent shipping errors and delivery delays.

Set Accurate Dates

Enter the actual order date (when customer placed it), not the date you’re entering it. This keeps your reporting and analytics accurate.

Use Reference Fields

Fill in Reference 1 and Reference 2 to link orders to external systems, PO numbers, or other identifiers for easier tracking and reconciliation.

Apply Tags Consistently

Create a tagging strategy (campaign, source, priority, etc.) and apply tags consistently. This makes filtering and reporting much easier later.

Double-Check Before Processing

Review products, quantities, pricing, and shipping address before clicking “Continue”. Use “Save as draft” if you need more time to verify details.

Add Special Instructions

Use the Instructions field to communicate gift wrapping, custom packaging, fragile handling, or other special requirements to your warehouse team.

Troubleshooting

”You should select a channel first”

Problem: Trying to add products or select fulfillment location before choosing a channel.

Solution: Select a channel from the Channel dropdown at the top of the form first. All other fields become available after channel selection.

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”The contact information is incomplete”

Problem: Missing required customer fields.

Solution:

1. Click Add Contact
2. Fill in all required fields (marked with validation errors):
   • First Name, Last Name
   • Email Address
   • Shipping Address (Address1, City, Postal Code, Country)
3. Ensure all fields have valid data before saving

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”Field Required” validation errors

Problem: Attempting to save order with missing required fields.

Solution: Check for these common issues:

• Channel selected?
• At least one product added with quantity > 0?
• Order date filled?
• Customer contact complete?
• Shipping address complete?

Fields with errors display red validation messages.

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Product doesn’t appear in search

Problem: Cannot find product when clicking “Add Product”.

Solution:

1. Verify the product exists in Inventory → Product Catalog
2. Check spelling of SKU or product name
3. Ensure product is active (not archived)
4. Create the product first if it doesn’t exist

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”The shipping information is incomplete”

Problem: Shipping carrier or method missing.

Solution:

• Click Shipping Information
• Select both Carrier and Method
• Or click Add Rate and choose from available options

Note: Shipping information is optional for draft orders but may be required by some fulfillment locations.

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Cannot edit order after saving

Problem: Some fields are locked or read-only after processing.

Solution: This is expected behavior. Once an order is processed (not draft), certain fields lock to maintain data integrity. Create a new order or contact support if major changes are needed.

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Order automatically routes to wrong location

Problem: Order assigned to unexpected fulfillment location.

Solution:

• If using “Run with channel’s rules”, check your automation rules
• Use “Select Fulfillment Location” to manually choose the warehouse
• Review routing rules in Automation → Rules to adjust logic

After You Save

Draft Orders

Draft orders appear in the orders list with Draft status:

• Location: Orders > Filter by Status = Draft
• Next Steps: Edit when ready to process
• Editing: Click order → Edit → Make changes → Save with “Continue”
• Deleting: Click three-dot menu → Cancel Order

Processed Orders

Orders saved with “Continue” move through fulfillment:

• Status Changes: Open → Routing → Assigned → Pending Shipment → Shipped
• Warehouse View: Appears on warehouse dashboard for picking
• Tracking: Shipment created with tracking information
• Notifications: Triggers configured email notifications
• Automation: Runs all applicable automation rules

Next Steps

Now that you’ve created an order, explore these features:

• Orders Overview - View and filter all orders
• Editing Orders - Modify existing orders
• Managing Orders - Take action on orders including bulk operations
• Order Status & Workflow - Understanding order lifecycle
• Managing Products - Manage your products
• Customers Overview - Manage customer database