Create, Manage, and Return/Refund Sales Orders

Created by Mubarak Waqar from Asaan Retail, Modified on Mon, 5 Sep, 2022 at 1:56 PM by Mubarak Waqar from Asaan Retail

TABLE OF CONTENTS

How to Create a Sales Order
How to Manage an Order Life Cycle
- Step-1: Once your order is packaged and ready to ship, click on the Red-coloured Pending button under the delivery status column > Choose Ready to Ship > Click Update
- Step-3: On the confirmation of delivery, click on the Orange-coloured Shipped button under the delivery status column > Choose Delivered > Click Update (like the above step, the manual update option is useful for Brick and Mortar Stores, while it’s updated automatically for Daraz orders and for orders booked with a courier)
How to Record Order Payment in Chart of Accounts
To view a record of your recent transaction in the customer’s ledger:
- Step-1: Hover your cursor to the flyout menu on the left > click the Financials tab > Click on the Customer Ledger tab from the dropdown menu.
How to Return & Refund the Order
- Step-1: In the Orders section, click on the order number.
- Step-2: In the pop-up window, click on the Return tab and add the Return Quantity (against products that were returned in order) > Scroll down & click on the Save button at the bottom-right corner of the window.
To Refund the customer’s payment for the returned order.
- Step 1: Click on the + Post Refund Option.

In this article, we will cover:

How to Create a Sales Order
How to Manage an Order Life Cycle (For successfully delivered orders)
Record Order Payment in Chart of Accounts
How to Refund and Return the order

How to Create a Sales Order

To create a new order in Asaan Retail:

Step-1: Log in to the Asaan Retail portal.

Or you can access Orders by typing Orders in the search bar on the top.

Step 3: In the new window dedicated to the Order’s management, Click +New Order on the top-right corner.

Step-4: A new pop-up window will appear. Enter all the details in the relevant fields like:

External Reference No (Optional)

It is used to identify an order on Shopify, Woocommerce, or Daraz (If it's a Third Party Order, then it'll be imported from Daraz, Shopify, or Woocommerce). Otherwise, if it's a local order, then it's optional to enter anything here for reference (it basically serves as a reference number to the order in any external order-taking system)

Tracking ID (Optional)

This attribute sets automatically once you book an order with a courier from Asaan Retail. If a courier integration is not available in Asaan Retail, then this field can be used to manually enter the Tracking number of respective couriers.

Customer (The customer you want to dispatch that particular order to)
Discount(%) (Discount on the total value of the order - optional)
Type to Search Product (Search product by Product Name/SKU/Barcode you want to book as a sales order)

Once you add a product after, more data fields of added products will appear like:

SKU (Added automatically when you choose a particular product)
Product Name (Added automatically when you choose a particular product)
Quantity (Default product quantity will be 1, choose according to your order requirements)
Selling Price (Added automatically but can be changed - varies if you add discount)
Sub Total (Total Price calculated for the particular product as Number of Products x Selling Price)
Discount (Discount on the particular product)
Gross Line (Total price of the product irrespective of the discount)
Actions (Red-colored bin icon to remove the particular product)

Consider the following example:

Customer name selected as Taimoor Ayaz
Products added in the order include 2 Tactical Torches and 1 Waterproof Camp.
The gross line field is showing the actual cost of both products, i.e;
- 1000 x 2 = 2000 PKR for 2 Tactical Torches (1000 PKR each)
- 2000 x 1 = 2000 PKR for 1 Waterproof Camp
The Selling Price is reduced to 750 PKR for Tactical Torch after a 25 percent discount and 1800 PKR for Waterproof Camp after a 10 percent discount.
Gross Total is showing the sum of Gross line values, i.e; 2000 + 2000 = 4000 PKR
The total Discount is 700 PKR
- 250 x 2 = 500 PKR for 2 Tactical Torches (25 percent)
- 200 x 1 = 200 PKR for 1 Waterproof Camp (10 percent)

(You can also apply an overall discount of 25 percent in the top-right Discount field in case you want to add the same discount for all products in order)

The net total is the total amount payable by the customer after discount, i.e; 4000 - 700 = 3300 PKR

Step-5: Click Punch and your new order will be listed in a sales orders profile as:

In the KPIs shown on the top section of the screen (3 green colored boxes):

The total amount of sales orders changed from 14,800 PKR to 18,100PKR (14,800 previous + 3,300 new orders)
The paid amount remained unchanged as no payment was entered in the ‘Paid Amount’ of this order (we’re going to cover it in the upcoming section of this article)
The pending amount is changed from 6,600 PKR to 9,900 PKR (6,600 previous + 3,300 new order)

How to Manage an Order Life Cycle

Managing the order life cycle can help you automate your inventory management, reduce the chances of mispicks or overselling, and improve order fulfillment rates up to a remarkable extent.

(Case Study)

Step-1: Once your order is packaged and ready to ship, click on the Red-coloured Pending button under the delivery status column > Choose Ready to Ship > Click Update

The order status will change from Pending to Ready to Ship.

Step-2: Once your order is ready to be shipped:

In brick and mortar stores as well as sales counters, transitioning between different delivery statuses will be updated by clicking on the Red-coloured Ready to Ship button under the delivery status column > Choose Shipped > Click Update.

The order status will change from Ready to Ship to Shipped.

For e-commerce, the order status will be automatically updated when the order is booked with a courier, or if the order is from Daraz (if automation switches are turned on in marketplace and courier integration models, know more about syncing order statuses automatically)

Note: The receivable of the customer is recorded in the Customer's Ledger on the ‘RTS -> Shipped’ transition because this is the point the inventory has left your warehouse and now the customer will be payable for it.

Once the order status changes from RTS to Shipped, the stock for the products dispatched under the order will be deducted automatically, giving you a streamlined inventory management process.

Step-3: On the confirmation of delivery, click on the Orange-coloured Shipped button under the delivery status column > Choose Delivered > Click Update (like the above step, the manual update option is useful for Brick and Mortar Stores, while it’s updated automatically for Daraz orders and for orders booked with a courier)

The order status will change from Shipped to delivered.

How to Record Order Payment in Chart of Accounts

You can enter 'Paid Amount' while creating the order as well (Optional)

The Red Cross under the Payment Status column will change to Green Tick.

As soon as you mark the order as paid, the top 3 KPIs (green boxes) will change as per below:

The paid amount will change from 8,200 PKR to 11,500 PKR (after taking payment of new order worth 3,300 PKR)
The pending amount will reduce from 9,900 PKR to 6,600 PKR (after taking payment of new order worth 3,300 PKR)

Step-3: To post the payment and create a record in the Chart of Account, click on the +Post Payment option below the Green Tick mark. A pop-up window will appear like the one below:

Step-4: Click on the + button to add a breakdown of payments received in the Chart of Accounts.

Step-5: Select Account, Choose Payment Option, and Enter Amount > Click Apply.

(You can also add a partial amount or add an amount to multiple accounts by adding on the + button below)

The partial payment option is useful if the customer paid via multiple payment methods i.e. paid 2,000 PKR in cash and did a Bank Transfer of 1,300 PKR.

To view a record of your recent transaction in the Chart of Account:

Step 2: Click on the Cash Drawer to check the record of your recent transaction.

Step-4: Choose Cash Drawer from the filter and click View Ledger

All transactions along with the recent transaction for Order Number 11 will be listed on the screen as:

To view a record of your recent transaction in the customer’s ledger:

In the new window, click on the filter > Select Customer as Taimoor Ayaz > Click View Ledger.

All the orders booked (delivered, failed, or returned) for the customer Taimoor Ayaz will be listed along with the order created above.

How to Return & Refund the Order

To return the order:

Step-1: In the Orders section, click on the order number.

Step-2: In the pop-up window, click on the Return tab and add the Return Quantity (against products that were returned in order) > Scroll down & click on the Save button at the bottom-right corner of the window.

Note: You can also change the Return Price for the order refund as per your return policy (Where applicable).

Once you’re done, your order status will change from Delivered to Returned (the inventory for Returned orders will be restocked automatically)

Note: If particular items in the order were returned instead of the whole order, then the status would change to ‘Partial Returned’.

To Refund the customer’s payment for the returned order.

Step 1: Click on the + Post Refund Option.

Note: You will not be allowed to post a Refund until the order's payment has been posted (the + Post Refund option will be grayed out and limit you from posting a refund in such case)

Step 2: In the pop-up window, choose Account and Payment Method > Enter Refund Amount > Click Apply.

Note: You can use multiple accounts to refund the payment to the customer. For instance, you can refund 1300 Rs from the Cash Drawer and 2000 Rs from your HBL account.

Once you are done, your payment will be refunded successfully. (The circular arrow shows that the refund payment is posted)