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Sales orders and delivery orders on WhatsApp

Tell Mei in one sentence, check what she shows, reply 1. Sales order, delivery in parts, then the invoice from the delivery orders.

Short names

  • Open a product and fill Short names, for example BM, separated by commas. Staff and customers can write BM and Mei knows the product.
  • If one short name belongs to two products, Mei goes by the price you wrote. She looks first at what that customer paid last time, then picks the nearest price. The preview says which price decided.
  • She asks only when she cannot tell: no price written, the two prices are too close, or the price is in the middle.

Who can do it

  • Owners and admins. A staff member who tries is told it needs the owner or an admin, the same as on the web.
  1. Sales order: write one sentence, for example "SO for Ah Seng: BM 5 kg 2.50, timun 30 kg 1.20". Mei shows the lines and the total. Reply 1 to make it, 0 to cancel. A new customer is added to your customer list when the order is made.
  2. Delivery: "SO-0002 send timun 20 kg" for part of it, or "SO-0002 send all" for everything not yet sent. Mei shows how much is left. Reply 1 and she makes the delivery order and gives you a link to show the driver or customer.
  3. Mei stops you when you send more than is left (for example, only 30 kg are left and you say 40). When everything has gone she says it is all delivered.
  4. Invoice: "DO-0003 and DO-0004 make invoice". Mei shows each line at the sales order price and the total. Reply 1 and the invoice opens as a draft, with the link, and asks if you want to send it to the customer.
  5. A delivery order that already has an invoice is refused, with the invoice number. Delivery orders of two different customers cannot go on one invoice, so say them separately.
  6. Made a mistake? Say "undo". A sales order with no delivery yet is cancelled. A delivery order with no invoice is cancelled and the stock comes back. An invoice is voided.
  7. If your accounting software is linked, Mei ends with a line saying the order is queued for your books, the same as an invoice.

Questions bosses ask

Can I do this from a staff phone?

Staff are told it needs the owner or an admin. Only owners and admins can make sales orders and delivery orders, on WhatsApp and on the web.

Will it take stock twice?

No. Stock goes down once, when the delivery order is made.

Open this in Boss Next guide: Bring your customers and items in from SQL

Sales orders and delivery orders on WhatsApp Β· Lucco Boss