Order takers and shop visits
From a shop visit to an order your distribution can deliver
An order taker, also called an order booker, records what a customer shop wants. The distribution then reviews that order and manages delivery. Separate booking from delivery and receiving so the office knows what was requested, what was delivered and what was actually paid.
See the current packages and allowances before you choose.
What should the administrator prepare first?
Create the staff account under the correct distribution, add customer areas and shops, and prepare the products the customer can order. Confirm whether the booker may create or edit customer records. Access depends on the account's role and enabled settings; sharing the administrator's login is unnecessary.
- Check the shop name, area and address.
- Confirm product access, units and any agreed customer-specific prices.
- Review the distribution's order allowance and approval setting before a busy route.
How does the order taker record the shop order?
Select the customer at the top of Create order, add the required products and quantities, then check the total, discounts and receiving. Save only the order the shop actually requested. When the workflow requests GPS, allow location access and wait for the fetch to complete; correct missing shop coordinates before relying on a route map.
Choose the right shop
Check the customer name and location before adding products. Similar shop names can otherwise put the order against the wrong balance.
Check the order lines
Confirm pack/unit quantities, prices and discounts with the customer. Receiving means money actually received, not the full amount the customer may pay later.
Save and check the result
Wait for the successful result and use the order link or order workspace to review its status. If a request fails, check whether the order was created before entering it again.
Where does the order go after it is saved?
Administrator and order-taker orders follow the distribution owner's auto-approval setting. With auto approval off, review them in Unconfirmed orders; with it on, check the confirmed workflow and responsible seller. Customer-created distribution orders still require review. Approval does not mean a salesman has already visited or collected the payment.
What should the booker check before finishing the day?
Review the saved orders and recorded visits for the selected date. Follow up on missing locations, incorrect quantities or failed saves with the office. A booked order without a delivery visit remains a booking; do not change its delivery status simply to clear a list.
The offline POS feature is a separate prepared counter-sale workflow. Do not assume an arbitrary shop-visit or order-booking page works offline just because POS can queue sales.
Your next step
Try the workflow with your own business
Start with a small product list and a trial customer. Check stock, delivery, receiving and any local requirements before a wider rollout.