Manual order creation

A manual order is an order entered directly in Putaway WMS by a user. Use it when the team has all required information about the customer, addresses, products, quantities, and prices, and the order must be prepared for the warehouse flow.

Examples:

• an order received by phone;
• an order received by email;
• an internal order;
• a special order entered according to company procedure.

A manual order does not correct stock. If the physical stock does not match the stock shown in Putaway WMS, use inventory, adjustment, receiving, or transfer flows instead of creating a new order.

Before You Start

Check the following before pressing Create Order:

1. You have permission to add orders.
2. You selected the correct warehouse.
3. You have access to the selected warehouse.
4. The customer exists in Customers or can be created before saving the order.
5. The customer has a suitable billing address and shipping address.
6. The products exist in the catalog and can be added to an order.
7. The products have available stock in the current warehouse.
8. The order currency is correct.
9. The shipping cost is known, if it must be included.
10. The account has available credit for order creation.

The order is saved on the active warehouse. If the warehouse is missing or the user no longer has access to it, the order is not saved.

Creating an order consumes 1 credit. If there is no active subscription, credit wallet, or sufficient credit, saving is refused.

Opening The Form

1. Open Orders.
2. Press Create Order.
3. The order form opens.

The form starts with the Standard type, the account default currency, shipping cost 0, and the shipping address set as the same as the billing address.

The order date is not filled manually on the screen. WMS uses the moment when the order is saved.

1. Order Settings

In the Order Settings card, check the general information:

Field	How to use it
Order type	For orders created from this screen, keep Standard.
Order currency	Choose the currency before entering prices. After saving, the currency can no longer be changed on the order.
Shipping cost	Enter the transport cost if it must be included in the total. If there is no shipping cost, leave 0.

The selected currency must be active for the account. If the currency is no longer available, the order is not saved.

2. Customer

In the Customer Information card, search the customer by name, company, email, or phone. Type at least two characters, then choose the correct customer from the list.

After selection, Putaway WMS shows the name, email, and phone available for that customer.

If you cannot find the customer:

1. Press Add customer.
2. Create the customer in Customers.
3. Add the required details and addresses.
4. Return to Orders.
5. Search and select the newly created customer.

Do not enter the order on a similar customer just to continue. The selected customer remains linked to the order, documents, shipping, and operational history.

3. Addresses

The order uses two addresses:

Address	What it is used for
Billing address	The details used to identify the customer and for documents.
Shipping address	The place where the order must be sent.

After selecting the customer, Putaway WMS loads the addresses saved on that customer.

For the Billing address:

1. Choose the correct address from the list.
2. Check the name or company, town, country, street, phone, and email.
3. If the address is missing, press Add new address and fill in the details.

For the Shipping address:

1. If shipping goes to the same address, leave Same as billing address selected.
2. If shipping goes elsewhere, choose the correct shipping address.
3. If the address does not exist, press Add new address.

An address added from the form is saved on the selected customer. Do not add a temporary address if it should not be kept on the customer.

The order may be refused on save if there is no usable address for the customer.

4. Products

Products are added from the Add Product card.

To search for a product, type at least two characters from the name, SKU, MPN, barcode, or product id. If the list is large, use the Supplier filter to narrow the results.

Putaway WMS does not add parent products directly to the order. For products with variants, choose the variant or real product that is physically handled in the warehouse.

After selecting the product, the screen shows available stock by warehouse and highlights the current warehouse. For a standard order, quantity is taken from the available stock in the current warehouse.

If the product does not appear:

• check that the product exists in Catalog -> Products;
• check that you searched by the correct name, SKU, MPN, or barcode;
• check whether the supplier filter is too restrictive.

If the product appears but has no available stock in the current warehouse:

• you cannot add it to the standard order from that warehouse;
• change the warehouse only if that is the real warehouse where the order will be prepared;
• if the goods must be brought into the warehouse, complete the replenishment or transfer first.

For each added product:

1. Select the product.
2. Check the available stock in the current warehouse.
3. Enter the quantity.
4. Enter the Unit price.
5. Press the + button.

The minimum quantity is 1. The maximum quantity is limited by the available stock shown for the current warehouse, also considering the same product already added to the order.

If you add the same product with the same price and the same VAT rate, Putaway WMS combines the quantities on the same line. If the price or VAT is different, the product remains on separate lines.

To correct a line:

• use the edit icon to change the quantity or price;
• use the delete icon to remove the product from the order.

An order without products is not saved.

5. Prices, VAT, And Total

The entered price is the unit price shown on the order.

Putaway WMS calculates:

• product subtotal;
• VAT, using the rate set for the account;
• shipping cost;
• order total.

Check the summary before saving. If the currency is wrong, change it before saving the order.

6. Internal Notes

In the Notes card, you can add information for the team, for example:

• special preparation instructions;
• delivery observations;
• details received from the customer;
• useful information for colleagues who check or process the order.

Notes do not replace the customer, addresses, products, or quantities. Important details must be filled in their own fields, not only in notes.

7. Saving The Order

Before saving, check:

1. warehouse;
2. currency;
3. customer;
4. billing address;
5. shipping address;
6. products;
7. quantities;
8. prices;
9. shipping cost;
10. total.

Press Submit Order.

If saving succeeds, the order appears in the list with the New status.

After Saving

After saving, the order can be opened from the orders list.

While it is in the New status, the order can be checked and, if the user has permission, edited. After it moves forward in the warehouse flow, editing becomes restricted and corrections are made through the appropriate operational steps.

The new order can continue to picking, packing, and shipping according to the warehouse procedure.

The invoice and shipping label are not filled in the order creation form. They are handled later in the dedicated steps, depending on the company’s workflow.

Situations That Block Saving

The order is not saved if:

• no warehouse is selected;
• the user does not have access to the selected warehouse;
• the user does not have permission to create orders;
• no customer is selected and there are not enough customer details;
• there is no usable address;
• there are no products in the order;
• a product no longer exists in the catalog;
• a product quantity or price is not valid;
• the currency is not active for the account;
• the shipping cost is negative;
• the account has no available credit.

If an error appears when saving, do not create a second order before checking the orders list first. The issue may be missing information, the wrong warehouse, an unavailable currency, or missing credits.

Common Mistakes

• Starting the order without an active warehouse.
• Creating the order on the wrong warehouse.
• Choosing a customer with a similar name, but not the real customer.
• The customer does not have the correct address.
• Leaving shipping the same as billing although the parcel must be sent elsewhere.
• Searching for the correct product while the supplier filter hides the result.
• Choosing the parent product instead of the real variant.
• The product has stock in another warehouse, not in the current warehouse.
• Entering prices in the wrong currency.
• Forgetting to fill the shipping cost.
• Saving before checking the total.