Orders and shipping

In Count-IT a sales order goes through the steps of checking, picking, delivering, shipping, invoicing and payment.

1. Create or open the order and check the customer, delivery address, date, warehouse and lines.
2. Create a pick list if needed.
3. Record the picked or delivered quantities.
4. Create a shipment if you use a carrier integration.
5. Invoice the quantities not yet invoiced.
6. Record or synchronise the payments.

An order can, for example, be paid but not yet delivered, or partly delivered and partly invoiced. The Delivered and Invoiced columns show where you stand for each line.

You create a quote, send it to the customer and then convert it into a sales order or invoice.

This means you do not have to enter the lines and customer details again. After converting, check the delivery date, warehouse and shipping method on the order.

Quotes, orders and invoices each have their own PDF template and email template. After changing a template, check both the preview and a real test email to an internal address.

Yes. A customer opens the quote via the link in the email and signs it online with a signature and name.

After signing, your company's email address and the customer's sales managers receive an email saying the quote has been signed, with the time and the name of the signatory. A quote can only be signed once.

With the Name field when signing and Name required when signing settings you decide whether a name is requested alongside the signature and whether it is mandatory. Then convert the signed quote into an order.

Yes. Sales orders support partial deliveries: you record only the quantities you are delivering now, and the rest stays open.

For each line, the Delivered column shows how much has already been delivered. With the Undelivered lines at the top setting, open delivery lines are shown first for faster processing.

If you only want a shipping email to go out on full delivery, set the Shipping email to full delivery only. With Automatically deliver products without stock, lines without stock tracking pass the delivery step automatically.

Open the order and choose invoice; Count-IT only offers the quantities that have not yet been invoiced.

With partial invoicing you invoice some of the quantities, and the remaining quantities stay open for a later invoice. With the First note on every partial invoice setting you repeat the context on each partial invoice.

After finalising, check whether automatic delivery is wanted or should be switched off. A payment already recorded on the order can be linked to the invoice when the invoice is created.

If Create invoice shows no lines, the order lines have most likely already been fully invoiced.

For each line, compare the Quantity column with Invoiced and check whether partial invoices already exist for this order. Only quantities that have not yet been invoiced are offered.

If an invoice was created by mistake, use a credit note rather than quietly changing the final invoice.

You record a down payment as a payment on the order; the remaining amount stays open until the next payment.

To do so, switch on the Allow payment on order setting. When the invoice is created, the order payment must be taken over or matched; check this before collecting again.

If you work with a down payment via a negative product amount, the order PDF (when payments are visible) shows the total first, then the down payment and finally Still to pay. With Deliver order after full payment or Invoice order after full payment, that step only starts once everything has been paid.

You create a recurring order with a recurrence definition in which you set the customer, lines, interval, start time and payment method.

1. Create the recurrence definition with the customer and order lines.
2. Choose the interval and the start time.
3. Set the payment method you want; Default payment method recurring order suggests it.
4. Decide whether the created order is emailed automatically (Email recurring order automatically) or invoiced.

Check the first order created before the process continues unattended.

From a sales order you create a pick list, on which you record the picked quantities per line by scanning or entering quantities.

While picking, the bottom always shows picked/total, for example 5/8. Useful settings are:

• Auto-fill quantity when picking: pre-fills the open quantity (does require extra checking);
• Show select all: tick everything at once;
• Screen after picking: choose where you go next;
• Invoice after picking: invoice automatically after a full or chosen pick status.

With Automatic picking, orders from the customer portal can go straight into the picking process.

Yes. In the packing slip template, switch on the Show weight and Show dimensions options; both are off by default.

The weight is shown with three decimals as the total for the quantity delivered; dimensions appear per item below the description. If weights are missing, those lines show Unknown and the total line states that only known items have been counted.

Record the weight per product in the Weight field (in kilograms) and switch the field on if needed via Settings › Visible fields › Products.

You create a shipping label by creating a shipment from a packing slip or sales order via a linked carrier.

Count-IT has integrations with Sendcloud, MyParcel, DHL Parcel, GLS, QLS, Parcel Pro and Sendy, among others, for shipments and labels and, depending on the service, tracking and pick-up points. A shipment usually requires a complete delivery address, country, weight and a chosen carrier or shipping method.

Once all item weights are known, Count-IT suggests the weight for one parcel based on the quantities. Weight and dimensions can also be requested per parcel. For fulfilment there are integrations with Monta and 3BM. See all integrations.

First check the delivery address, country code, shipping method, weight, dimensions and parcel distribution.

Also check whether the carrier app is active and whether the order already has an earlier shipment. A shipment also requires a suitable order or pick list status.

With the Order number prefix or webshop order number setting you decide which reference goes to the carrier and onto the label. If it still fails, note the full error message, the order number and the time, and contact support.

Yes. Add products and a customer at the till and choose the create order button or the configured completion route.

Then check the delivery date, shipping method, payment and warehouse on the order. A payment made on the order can later be linked to the invoice when the invoice is created.

This lets you, for example, take an order in the shop that is delivered or collected later, and settle the down payment straight away.

Yes, with separate settings for automatic invoicing and automatic delivery; one does not switch on the other.

• Invoice sales order automatically: no invoice, a final invoice straight away, or via on account.
• Deliver automatically after invoice: only switch on if physical delivery matches it.
• Invoice order after full payment or Deliver order after full payment: that step only starts once the full amount has been recorded.
• Invoice after picking: invoices after a full or chosen pick status.

Test a new setting with one order first.

Yes. With the Shipping email setting you choose never, always or only on full delivery, and whether the email is sent after the shipment or after picking.

With Pick list with shipping email you attach the pick list. You determine the content of the email in the email template, which can also contain links to documents.

With Copy of email to fixed address you send an extra copy to an address of your own. Only use a valid internal email address for this.