Sales

Sales keeps every order in one place: orders from your online stores and orders you type in yourself. It knows what is still to ship, tells the Plan what to make, and takes stock out only when an order really ships.

What Sales does

An order in Ordryx comes from one of three places:

• A store you connect, such as Shopify or WooCommerce. Its orders come in by themselves. See Stores.
• An order you type in: a sale at a show, by email, by phone or in person.
• A sale at the counter, rung up in Point of sale. It is saved as a Sales order too.

Every order shows what is left to ship. While an order counts toward the plan, Production's Plan includes it when it works out what to make. Stock leaves only when the order ships, never when it is placed.

Open Sales in the menu. Its tabs are Orders, Summary, Listings, Sales channels and Customers' data. You see only the tabs your role allows.

The Orders list

Sales › Orders lists orders from every store together.

Use the tabs across the top to choose what you see:

If you sell in more than one place, the Store list shows the orders of one store only. The search box finds an order by its number, the customer's name or their email.

Each row shows the order's status, what is Left to ship, the Total and whether it is Paid. The last column says what to do next:

• Ship: a typed-in order that is ready to go.
• Mark paid: a typed-in order that is waiting for its money.
• Check: a store can no longer find this order. See When a store loses an order.
• A note such as "ships in Shopify": that store's orders ship in the store, not here.

When something needs a person, a banner at the top says so, for example "2 things need your attention". It links straight to the place to fix it.

If a Shopify store is connected, the line under the tabs says when it last synced. Press Sync now to read its orders at once.

An order's page

Click an order to open it.

The page shows:

• Where it is: the steps Ordered, Paid, Shipping and Shipped.
• What's on it: each item, how many were ordered, shipped and left, and the price.
• Plan: the Counts toward the plan switch and the Pick-up or due date. The Plan makes dated orders first, soonest first. For a typed-in order you can also choose where it Comes from: shipping takes the stock from that location.
• Customer and Ships to: who the order is for and where it goes.
• Money: items, shipping, tax, total, and how it was paid.

For a store's order, Open in Shopify (or the store's name) opens the order in the store.

For a typed-in order, Change lets you edit it while nothing has shipped. More has Mark paid or Mark not paid, Ship on a phone and Cancel order…. Cancelling a part-shipped order keeps what already shipped as sold.

Type in an order

Use a typed-in order for any sale that doesn't come from a store: a market, an email, a phone call.

1. Open Sales › Orders and press New order.
2. Under Who's it for?, type the customer's name. Their email and the order date are optional.
3. If you can see customers' addresses, fill in Ships to when the order needs a shipping label.
4. Add a Pick-up or due date if the customer needs it by a certain day.
5. Under What did they buy?, pick an item, set How many and check the price. Press + Add an item for more lines.
6. Tick not shipped (service / digital) for a line that never ships, such as a class or a download.
7. Under Money, fill in Shipping charged and Tax collected, then choose Paid or Not yet, and how they paid.
8. Press Save. Or press Save & ship now to ship it straight away.

Orders you type in are numbered with the shop's prefix, such as M-1001.

Ship a typed-in order

1. Open the order. The Ship it box lists each line, what is left and what is in stock.
2. Set how many of each are going out now.
3. Press Ship (the button shows how many, such as Ship 5). Those units leave stock at the location the order comes from.

If something is short, ship what you have. The rest stays open. On a phone, More › Ship on a phone gives a simpler screen. If Shipping is switched on, buying a label for the order ships it too.

Paid, unpaid and the plan

Two shop settings decide when an order counts and when it can ship. Both are in Sales settings (see Sales settings).

Plan for an order decides when an order starts to count toward the Plan, Reorder and the morning email:

• When it's placed: every order counts as soon as it comes in, paid or not.
• When it's paid: only paid orders count.

Paid orders always count. Cancelled or refunded orders never do. On any open order you can turn Counts toward the plan on or off by hand: for example, a cake on a deposit, or a wholesale order on Net 30. The screens use your shop's own word for making (Build, Make or Bake).

Ship orders before they're paid decides when a typed-in order may ship:

• Off: an order ships once it's paid.
• On: a typed-in order that counts toward the plan can ship before it's paid. It then reads Shipped · unpaid and waits under Waiting for payment until you mark it paid.

Gift cards, digital products and services never ship. An order with only those reads Nothing to ship. If one of those lines is an item you keep stock of, its stock goes when the order is paid.

When a store loses an order

Sometimes a store stops returning an order, for example after it was deleted there. Ordryx never guesses that a missing order shipped. The order reads Can't find, and someone who can link listings must say what happened:

1. Open the order and choose It shipped or It didn't ship.
2. Add a reason if you like. It is kept in Activity.
3. Press Close it as shipped or Close it, not shipped.

Closing it as shipped takes the stock out, so it also needs the right to ship orders.

Listings

A store calls its products by its own SKUs and names. Sales › Listings tells Ordryx which of your items each listing is. You need Link listings to items to open it.

Needs attention lists what a store sold that Ordryx can't match to an item yet. A shipped line waits there and takes no stock until it is linked.

1. Under Which item is it?, pick the item.
2. If one sale is really several units, set Comes as. "Comes as 3" means one sale is 3 of the item.
3. Press Link. Waiting shipments leave stock at once.

If a listing is not something you stock (a gift card, a service, a download), choose Not something we stock and press Not stocked. Its lines close and never take stock.

Every listing shows the links you have. Change a SKU, a product name or Comes as, and it saves as you type. The Not stocked view lists what you marked; press Stock again to undo it. For a connected Shopify store, Bring in from Shopify brings in products that aren't items yet. See Shopify and WooCommerce.

Summary

Sales › Summary is the Sales report: revenue, units and margin by product, from every store. It shows money, so only people who can see costs have it.

• Choose a Period, and Compare it with an earlier one.
• The tiles show Revenue, Orders, Units sold, Average order, Gross profit and processor fees when the store sends them.
• By product lists each product. Use Sort and Columns to change the table.
• Export downloads it as Excel or CSV.

Figures are after discounts and refunds. Test and cancelled orders are left out. See Reports for saved views and favourites.

Customers' addresses

A customer's address is personal. Ordryx shows it only to people whose role has See customers' addresses. The orders list never shows addresses. Without it, an order's page says where it ships is hidden. Buying and printing labels and packing slips also need it.

Each time someone sees, prints or downloads an address, Ordryx records who, when and why, but never the address itself. An owner can review these under Settings › Activity › Address views. See Activity and diagnostics.

When addresses are cleared

Ordryx doesn't keep a store order's address for ever. It clears it:

• 90 days after the order is done;
• when an order has stayed open with nothing changed for 90 days;
• when Ordryx stops reading the store, so a customer's request to be forgotten could no longer reach it;
• at once, when a store passes on a customer's request to be forgotten.

Addresses on orders you type in are not cleared this way. The order's page says why an address went.

Customers' data

Sometimes a customer asks a store for the data the shop holds about them. The request comes into Sales › Customers' data, with the date it's due by (30 days). You need both See orders and sales and See customers' addresses for this tab.

1. Press Select their orders, or search by name, email or phone and press Find.
2. Tick their orders.
3. Press Download JSON or Download CSV.
4. Send the file to the customer yourself. Ordryx never emails it.
5. Press Mark as answered.

Sales settings

Open the gear in Sales to reach Sales settings. You need the right to change settings.

• Numbering: the prefix and next number for typed-in orders.
• Accepted payment methods: the choices for Paid on a typed-in order. Press + Add for another.
• Count an order toward the plan: When it's placed or When it's paid.
• Ship orders before they're paid: Off or On.
• Sales channels: each connected store and a link to its own settings.

Press Save when you are done.

Who can do what

The roles set what each person can do in Sales:

• View: see orders and sales.
• Work: also enter orders, ship them and see customers' addresses.
• Manage: also link listings to items, mark listings not stocked and close lost orders.

Only an owner can connect a store. See People and roles.