Published at: 2026-10-12

Channel ordering process overview

Learn how the channel ordering process runs from setup to fulfillment.

Overview

This page describes the end-to-end ShareOrder Business Process. The content comes from ShareOrder product materials.

Core concepts

The ordering process starts from the product saleable scope. It then moves through product selection, order submission, payment, shipment, receipt, and reconciliation.

Standard ordering process

An admin prepares accounts, ordering accounts, products, prices, and saleable scope.
An order clerk signs in to the mall, selects products, and submits an order.
The supplier reviews the order and creates a Shipment Order when needed.
The order clerk tracks logistics and confirms receipt.
Both sides complete payment, Payment, invoicing, or reconciliation.
For after-sales cases, the order clerk submits a return or exchange request.

Group Edition adds channel merchants and trading relationships before the standard process. If a channel partner does not have enough inventory, it can also transfer a lower-level order upstream.

Detailed description

Channel ordering transaction process

Order processing

Orders created in CRM and orders created in ShareOrder are stored as CRM orders. You operate them the same way as CRM orders.

Order approval

The order admin follows the CRM process to approve the order. Downstream users receive a notification when the approval is passed or rejected.

Confirm shipment

After approval, the system can automatically send a message so shipping users can ship.

NOTE: If Shipment Orders are not enabled, confirming shipment is only a status. If you need to record shipped products or ship in batches, Create Shipment Order.

Confirm receipt

After upstream confirms shipment, downstream dealers, agents, and accounts receive a notification in ShareOrder. After the goods arrive, confirm receipt. That action completes the order process.

Shipment Order

For physical products, enable Shipment Orders when you need to record shipped quantity, logistics information, or split shipments.

Enable Shipment Orders

The tenant includes Shipment Orders, but they are disabled by default. In CRM > CRM Admin > Inventory Management, turn on the switch. After you refresh, the Shipment Order object appears. CRM admin and shipping users have management permission by default. Assign more permission if needed.

Create a Shipment Order

You can create a Shipment Order from two entries:

Create a Shipment Order from a shipping notification on the order.

When you create a Shipment Order from an order, the system fills in the order number and all order products. For a full shipment, create it directly. For a split shipment, enter the shipped quantity. After you enter the logistics company and tracking number, you can query logistics status in real time.

Create a Shipment Order from the Shipment Order list.

Shipping users can create a Shipment Order in the list. After they select an order, all order products appear. Then enter the tracking number.

NOTE:

If the shipping user does not have data permission on the order, set a sharing rule in CRM data permission.

Shipment Order approval

Admins can set an approval process. The system does not preset a default process. If there is no approval process, the Shipment Order is confirmed when you create it, and the status becomes Shipped. If there is an approval process, Update Status after approval. After confirmation, the system notifies downstream.

Confirm receipt

After Shipment Orders are enabled, you confirm receipt on the Shipment Order, not on the order. For multiple shipments, confirm receipt multiple times. After downstream receives the goods, find the related order and Shipment Order and confirm receipt.

Return order

When dealers, agents, or accounts need a return, upstream sales or logistics users can enter a return order in CRM, and ShareOrder can display it. Dealers can also submit a return order directly in ShareOrder.

Payment management (optional)

Payment covers standard account Payment and order write-off. The system provides these write-off modes:

Payment writes off orders.
Payment writes off receivables.
Payment writes off orders. Small and midsize companies, or companies with lighter management requirements, can use this mode. It is similar to C-end ecommerce and B2B ordering systems and fits some FMCG companies. This capability remains preset as the current Payment and Payment Details.
Payment writes off receivable documents (and writes off orders directly). Large and midsize companies, or companies with stricter finance requirements, can use this mode. It is the mainstream ERP receivables model. ShareCRM provides integration for a simplified business-finance solution. This scenario requires the paid Accounts Receivable Management plugin.

This section describes mode 1. For mode 2, see Accounts Receivable Management.

Online ordering

Enable an ordering account

After you enable ShareOrder, the system adds the Order Management app. In that app, you can follow the setup guide to build the mall and create External accounts.

Menu path: Order Management > Mall Settings > External Users

NOTE:

First add the downstream account as External Organizations.
Creating an External account in Order Management is a shortcut. You can also use Setup > External Management > External Users.
External Users created in Order Management get the Order Clerk role by default. Adjust feature permission in the Setup.

Path to enable a downstream ordering account: Order Management > Mall Settings > Ordering Accounts. Click Add Account, then select the account and contacts to create ShareOrder accounts in bulk for the specified contacts. You do not need to add an External Organization separately.

Sign in to the ordering mall

After External accounts are enabled, downstream dealers can sign in to the ordering mall. The mall supports Mini Program, ShareCRM App, and web sign-in, and it also supports WeChat Login and WeChat Service Account binding.

When you create a connected enterprise, choose whether it has a tenant:

If you enable a ShareCRM tenant, users with a ShareCRM account can enter ShareOrder from ShareCRM (with tenant).
If you do not enable a ShareCRM tenant, users sign in with WeChat scan or Account & Password Login in the Mini Program or service account (tenantless).

WeChat Mini Program

Platform Mini Program

The Mini Program provides a native Mini Program and an H5 shell Mini Program. The H5 shell supports PaaS low-code extensions, including APL and PWC plugins.

Native Mini Program: dealers search for ShareOrder Pro in WeChat Mini Program, bind a mobile number, and authorize sign-in. The Mini Program also provides a trial mode so WeChat users who are not registered contacts can try ShareOrder.

H5 shell Mini Program: dealers search for ShareOrder Lite in WeChat Mini Program, bind a mobile number, and authorize sign-in.

Dedicated Mini Program

If the brand owner wants to show its own brand, it can apply for a dedicated Mini Program. When users sign in to a dedicated Mini Program, they see the company’s dedicated name and icon.

For detailed steps, see the dedicated Mini Program topic.

Sign in from the ShareCRM App

Ordering accounts are tenantless by default. The dealer has no CRM tenant and only has an ordering account. In the 1+N model, the dealer has its own CRM tenant, so ordering accounts created by the brand owner can sign in from the ShareCRM App.

For downstream companies with a tenant, the dealer creates User accounts for its employees, and those users receive an SMS notification. After an admin sets the User as a contact of the External Organization, the User can view ShareOrder in External Management in the ShareCRM App.

Web sign-in

You can also sign in on the web. In a browser, go to https://fxiaoke.com/qd and sign in with WeChat scan or account and password.

NOTE: Tenantless downstream users can use WeChat scan or mobile number and password. Tenanted users can sign in from the ShareCRM main site.

WeChat Service Account sign-in

If the brand owner has its own WeChat Service Account, it can add ShareOrder to the service account menu. Dealers then click the menu to open ShareOrder.

The brand owner first authorizes and binds the WeChat Official Account, then configures the service account menu.

ShareOrder Mini Program basic information:

AppID (Mini Program ID): wxe7c0c9d76098430c
Mini Program page path: pages/login/login
Backup link:

Sign in to ShareOrder from WeCom

ShareOrder (specifically the upstream Order Management app) is listed in the WeCom app market under supply chain management. Listing on WeCom increases product exposure, brand awareness, and Promotion Channel reach.

After listing, users can search the WeCom app market to try or buy ShareOrder (the upstream Order Management app). The experience and feature scope match Order Management in ShareCRM.

NOTE: Downstream channel ordering still uses the WeChat Mini Program ShareOrder Pro. After the “ShareOrder Mini Program to H5” rollout, it uses the WeChat Mini Program ShareOrder Lite.

Multi-level ordering

Enable the multi-level ordering plugin

After initialization, open the system configuration page. Enable multi-level ordering if you need it. Click Enable. The system checks whether inventory is enabled. If it is, the system initializes multi-level ordering. Otherwise, a dialog prompts you to initialize inventory.

Initialization contents

After multi-level ordering initialization, the system adds the Channel Distribution External Apps. Related contents include:

A new Channel Distribution External app, with preset web and mobile page templates
New Order Management menu groups for channel center, channel data, and channel settings, including channel merchant and channel trading relationship objects
Upgraded ShareOrder logic so an account can choose a supplier and place an order in multi-level scenarios
A preset ShareOrder page template for indirect channels, with the applicable role Channel Order Clerk, so direct and indirect channels can work separately
A preset channel navigation template for Channel Distribution

NOTE: Channel Distribution is a new External app built on Partner capabilities. It is the core app for channel merchants. ShareOrder remains the channel ordering app. It supports multi-level channel ordering, and users can choose a merchant when multiple merchants exist.

Plugin-based changes to in-process trading

After you enable multi-level ordering, both direct-sales accounts and channel accounts get trading relationships. In-process trading uses the trading relationship. For example, when you select an account on an order, you can select only an Associated Account of the current organization. When a channel merchant creates an order, it can select only accounts under its trading relationship. Shipment, Payment, invoicing, contracts, quotes, and other Related Documents follow the same rule.

Object	Action	What changes	Note
Account object	Create	Creating a direct-sales account prompts the system to create an organization direct supply trading relationship. Creating a channel account automatically creates a channel supply trading relationship.
	List	Data is filtered by data permission plus trading relationship. Channel data has a separate menu and is isolated from direct-sales data.	Important change
Account, Contact	List	Adds the Channel Type record type. Channel data has a separate menu and is isolated from direct-sales data.
Order, shipment, Payment, invoicing, refund, return, and similar objects	List	Adds the Channel Type record type and detail page layout. Channel data has a separate menu and is isolated from direct-sales data.
	Create	The create page filters accounts by trading relationship. Salespeople or back-office users who place an order on behalf of a customer can select only accounts in organization direct supply. Channel merchants can select only accounts they supply.	Important change
Inventory, inbound order, outbound order, and other inventory objects	List	Adds the Channel Type record type and Details Page Layout. Channel data has a separate menu and is isolated from direct-sales data.	Enable the Channel Inventory Plugin

System configuration process

In the standard channel merchant process, after the brand owner enables the merchant account, the channel merchant can work independently. It can create accounts, saleable scope, Price Book, and promotions, then place orders and manage inventory.

For a brand owner with strong control, the brand owner configures channel saleable scope, channel pricing, and channel promotions in a unified way. The channel can then create accounts and place orders directly.

Brand owner tasks

Create a Shipment Order

When you create a channel-type Shipment Order, you can select only channel orders and channel warehouses. Other logic matches the standard Shipment Order.

Create Payment, invoicing, and similar documents

Payment: when you create a channel Payment, you can select only channel orders. Other logic matches standard Payment.
Invoice Application: when you create a channel Invoice Application, you can select only channel orders. Other logic matches the standard Invoice Application.

Inventory management

Channel inventory includes the eight inventory objects: Warehouse, inbound order, outbound order, inventory, transfer order, Inventory Count, and Inbound/Outbound Details.

A channel merchant both orders from the brand owner and distributes downstream, so inventory has sell-in and sell-out operations:

Sell-in: after the merchant orders from the brand owner or an Parent Channel in ShareOrder and confirms receipt, the system automatically creates a channel inbound order and updates channel inventory.
Sell-out: after the merchant ships a channel order, the system automatically creates a channel outbound order and updates channel inventory.

Inventory

Channel inventory updates from channel inbound and outbound documents. Channel partners can create a channel inbound order manually, or increase inventory by confirming a purchase order.

Usage boundaries

Edition check: Confirm the tenant edition and enabled capabilities first.
Permissions: Exact menus depend on role and data permission.