1. Order Processing

Whether an order is created in the CRM or via ShareOrder, all orders are stored centrally in the CRM Order object and processed the same way as native CRM orders.

1) Order Approval

Order administrators follow the CRM-configured approval workflow to approve or reject orders. When an order is approved or rejected, downstream parties receive notifications.

2) Confirm Shipment

After approval, the system automatically notifies the shipping personnel to proceed with shipment.

Note: If the Shipping Order feature is not enabled, “Confirm Shipment” acts only as an order status. To record shipped products or support partial shipments, create a Shipping Order.

3) Confirm Receipt

After Upstream confirms shipment, Downstream Distributors, agents, and Accounts receive a notification in ShareOrder. Once they receive the goods, they confirm receipt. After confirming receipt, the order lifecycle is complete.

2. Shipping Orders

For physical product shipments where you need to record shipped quantities, logistics details, or support split shipments, enable Shipping Orders.

1) Enable Shipping Orders

Shipping Orders are included with the subscription but are disabled by default. Go to CRM > CRM Management > Distributor & Inventory Management to toggle the feature on. After enabling and refreshing the page, the Shipping Order object is added. By default, CRM Administrators and shipping personnel have management access; adjust permissions as needed.

2) Create a Shipping Order

There are two ways to create a Shipping Order:

• From an order based on a shipment notice

  Creating a Shipping Order from an order automatically pulls the order number and all order Products into the Shipping Order. For full shipments, create directly; for partial shipments, enter the shipped quantities. After entering the carrier and tracking number, you can track shipment status in real time.

  

• From the Shipping Orders list by selecting an order

  Shipping personnel can create Shipping Orders directly from the Shipping Orders list. After selecting an order, all order Products are populated; enter the tracking number to complete.

  

Note: Ø If shipping personnel lack access to order data, configure sharing rules in CRM data permissions.

3) Shipping Order Approval

If required, administrators can configure an approval workflow for Shipping Orders (the system has no preset default workflow). If no approval flow exists, Shipping Orders become confirmed upon creation and the status updates to “Shipped.” If an approval flow is configured, the status updates only after approval. Once a Shipping Order is confirmed, the system notifies Downstream parties.

4) Confirm Receipt

When Shipping Orders are enabled, receipt confirmation occurs on the Shipping Order record rather than on the Order. For multiple shipments, confirm receipt for each Shipping Order separately. After Downstream receives goods, they locate the related Order and Shipping Order and confirm receipt.

3. Return Orders

When Distributors, agents, or Accounts need to return goods, Upstream sales or logistics personnel can create a Return Order in the CRM for ShareOrder to view. Alternatively, Distributors can submit Return Orders directly within ShareOrder.

4. Payment Collection Management (Optional)

Payment Collection covers customer payments and order write-offs. The system supports two payment allocation modes:

1) Allocate payments against Orders 2) Allocate payments against Receivables

1) Allocate payments against Orders Suitable for small and medium-sized businesses or companies with simple accounting needs (similar to B2C e-commerce or basic B2B ordering systems). This mode is pre-configured as the existing Payment and Payment Details functionality.

2) Allocate payments against Receivables (directly write off Orders) Suitable for larger enterprises or those with stricter finance requirements. This is the mainstream ERP-style receivables management. We offer integration for a simplified unified sales-finance workflow. This scenario requires enabling the Receivables Management paid add-on.

This chapter focuses on mode 1). For mode 2), refer to Receivables Management.