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What is order accounting?

Order accounting is the process of tracking and registering information about customer orders. 

If you have implemented order accounting in your store, you won't lose potential customers because the product you need is currently unavailable. 

Accounting of orders allows the buyer to reserve a product that is not yet in the store and wait for its delivery, and the seller or manager not to miss the deadline for the shipment of goods, to communicate with the client and notify about the delivery.

Stages of order accounting in the Torgsoft program: 

• Acceptance of orders from customers — the store receives an order from a customer through various communication channels, for example, by phone, e-mail, through social networks, etc.

• Order registration: reserving a product from the catalog or ordering a product — order data, such as product name, quantity, price, customer information, date and time of the order, are registered in the order accounting system.

• Order processing — a store employee works with an order to prepare goods for delivery: collecting and packing goods, organizing delivery, preparing documents, etc.

• Sending the order to the customer — by courier delivery, postal services, pickup, etc.

• Accounting of mutual settlements with the customer — control of finances: how many goods have been shipped, how much is left to be shipped, and for how much.

Why do you need an order accounting journal?

Accounting of orders in the store improves the efficiency of managing the order process and ensures their timely fulfillment, in particular:

• order control and customer demand,

• tracking the status of orders,

• planning of production or performance of services,

• inventory control,

• improving customer service, 

• improving the quality of products and services — resolving possible problems or disputes related to orders, such as an order error or a delay in fulfillment,

• analyze order data to identify trends and make management decisions.

How to keep track of customer orders?

The Torgsoft program allows you to keep records of goods that are delivered to order or from a catalog. Along with the accounting of ordered goods, the program keeps records of customer prepayments. This feature is used in online stores, drop-shipping, catalog sales, construction, children's, furniture, wallpaper, clothing, lingerie, and other stores.

7 steps of order accounting:

1. Create a customer's discount card — enter the customer's name and surname, contact phone number into the database.

2. Specify the date of order reservation.

3. Select the warehouse for the reservation of goods.

4. Select an item to reserve from the warehouse, or create one if this is an order for an item that is not yet in stock.

5. Accept an advance payment from the customer and make it.

6. After receiving or manufacturing the goods, sell them to the customer.

7. Generate a report on all ordered or reserved orders.

Two options for working with reserved goods:

The method of reservation is determined at the time of acceptance of the order. 

When reserved, the goods are moved to a temporary storage warehouse.

or

The product remains in the main warehouse of the store.

If the goods are moved to the temporary storage warehouse, the system automatically generates internal transfer invoices to the third-level warehouse — such a warehouse is formed in the program automatically when the customer's order is first placed. 

Such goods are either stored in the warehouse separately and the second part of the deposit receipt is attached to it, which determines who ordered this product and for how long, or they are actually placed in a separate room where they are waiting for their buyer. In any case, from the point of view of accounting in the program, this product is in the temporary storage warehouse, and not in the main warehouse of the store — this product will not be included in the inventory, because it is not in the main warehouse. 

If the product remains in the main warehouse of the store, the product is reserved only nominally, that is, it can participate in the normal turnover of the store, can be sold or moved. This usually applies to goods that are never in short supply in the store. The main thing is to ensure that it is present in the store by the time the order is received. I control this with the help of a report on the ordered goods. 

If a customer orders a product from the catalog, and such a product is not available and has not been in stock before, then you can immediately make a description of the characteristics of the product at the time of ordering — the program will allow the seller to make the necessary description of the product, as well as set the retail selling price agreed with the client.

You can add a product to a customer's order in Torgsoft → Document → Sales → Accept order.

Additional order parameters:

"End date" — set the date when the customer should receive the order. This is necessary to remind the customer to pick up the reserved goods. After the expiration date, the goods from the temporary warehouse will not be automatically moved to the main warehouse.

"Prepayment" — the default amount is 50% of the total order amount. The amount of the deposit can be changed manually. A fixed percentage of the prepayment is set in the menu Settings → Options → Accounting → % of advance payment for goods when ordering.

"Customer name — enter the customer's name for easy identification of the order. It is worth noting that such a customer will not be recorded in the database. If you want to add a customer to the database for marketing activities, create a customer card.