Add Order — the tracked order — The Joey Cash wiki

Where it is: Home
Add Order
Who can open it: EveryoneEveryone.
What it writes: The order itself, with its own order number taken from the branch counter
A stock decrement at the branch — or, for a workshop or factored product, its components and materials instead
A workshop job, when a line needs one
The customer record: name, any new address, and the order added to their history
One income entry in the cash registry, when an amount was paid
An expense entry for the cost of any service line
A wallet deduction, if wallet credit was used
The online lead marked approved, when the order came from one

Use Add Order whenever the sale has a future: money still owed, goods still to move, work still to do, or a date to hit. If none of that is true, the sale finishes faster in Quick Order.

The shape of the screen

Three panels, plus the drafts strip above them.

The add-order screen: customer and shipping on one side, a sticky product workspace on the other, and a running total that shows subtotal, discount, shipping and what is still owed. — Add Order. Products and pricing on one side, customer, fulfilment and payment on the other, totals following along.
Numbered on the screenshot
1The title — Add Order, Edit Order, or Approve online order, depending on how you got here.
2Clear, Move to Quick Order, and the save. The save is the only glowing button on the screen.
3The drafts strip. Up to five orders can be part-written at once; double-click a tab to rename it.

Panel	Holds
Products & Pricing	The item search, the four add buttons, every line, and the discount
Customer, Fulfilment & Payment	Who it is for, how it leaves the shop, and how it is paid
Order totals	Subtotal, discount, shipping, grand total, amount paid, remaining

Drafts

The strip at the top holds up to five part-written orders. A sixth is refused: You can keep up to five order drafts open.

New order starts another.
Double-click a tab to rename it. Left unnamed, a tab takes the customer’s name.
A draft marked Shared draft is visible to your colleagues on their own devices — one person can start an order and another can finish it. The app tells you when it was saved on another device or closed on another device.
Closing one asks first: Cancel this order draft? Its unsaved items and details will be lost.

Taking an order

Find or create the customer
1. Customer, Fulfilment & Payment
2. Customer phone
Customer phone (search name or phone) searches as you type and matches on name or number, tolerating a different prefix or a near miss.
Picking a match fills in the name and pulls up their history, their wallet balance and their saved addresses. A number with no match offers to save it as a new customer.
Choose a different customer detaches the one you picked; Not for a customer clears the recipient entirely.
Note
Two flags on a customer surface here rather than being discovered later: an existing pay-later debt, and a block with the reason it was set. Neither stops you saving. The person at the counter may be the one resolving it.

Add the items

Products & Pricing
Search by name, barcode or price…

The same search engine as Quick Order: name, barcode, or a price. Results are filtered to what the chosen branch actually holds.

Button	Adds
Detailed product	A product with its variant, customisation fields and, where allowed, a hand-set price
Bundle / offer	A bundle — the stock comes out of its contents, not out of a “bundle”
Service	A service. Its cost is booked as an expense when the order saves
Custom	A one-off line, with a name and price you type

A line for a workshop product carries its own block: base material cost, workshop labour/fee, and which Workshop the job goes to. Saving the order creates the job.

Note

Offer suggestions. When the lines you have added match a bundle, or come one item short of one, a card headed Suggestion appears above the list, with the bundle’s total price beside its title. There are two of them, and they say different things:

Bundle match — what you have added is a bundle. It names the bundle and asks whether to replace the separate lines with it, then tells you what that does to the price: either how much the customer saves against buying the items separately, or the bundle total, when the bundle is not the cheaper way to buy them.
Offer opportunity — one part is missing. It names the part to add and the bundle it completes, then what that costs: how much more the customer pays, what they get for it and what they save — or, when the extra part costs nothing, that the bundle adds it and still saves.

Replace or Add offer takes the suggestion, Dismiss drops it, and the info button beside them opens the offer’s contents. It is a suggestion, never an automatic change.

Price it
Apply wholesale prices to this order re-prices every line at wholesale. It turns itself on automatically for a customer flagged as wholesale.
Discount takes an Amount or a Percent. A discount that would take the order below cost is capped, and the screen says Discount capped at cost-price margin and shows what was actually applied.

Choose how it leaves the shop

Customer, Fulfilment & Payment
Order type

Pickup Shipped Delivery — and each reveals only the fields it needs.

Type	Then fill in
Pickup	Nothing more. The customer collects from the branch.
Shipped	Shipping company, Governorate, Shipping price (to customer), Full customer address
Delivery	Delivery service, Delivery fee (to customer), Full customer address

Picking a shipping company and a governorate fills the price in from that company’s own rate card — see Shipping & Delivery.

Giving the address an Address label (Home, Work) saves it to the customer’s address book for next time. Without a label it is used once and not saved.

Set the branch, and check it
Branch is where the stock comes from and where the money lands. It defaults to yours, and if you change it the screen warns This is not your default branch.
The order number is taken from that branch’s own counter when the order saves.

Take the payment

Customer, Fulfilment & Payment
Payment

Pick the payment method, then set Amount paid. Remaining is computed and is what the customer still owes.

Three checkboxes change that arithmetic, and it is worth reading this table once because the third row is the one people get wrong:

Ticked	Amount paid becomes	Remaining
Fully paid	The grand total, locked	Zero
Fully paid and a collects box	Grand total minus shipping, locked	The shipping only — the goods are prepaid and the courier collects the shipping
Shipping company collects or Delivery driver collects alone	Whatever you type, default zero	The whole outstanding amount — the courier collects it all, and the tick only records who collects

When a box locks the amount, the field says why: Auto-set: order is fully paid, Auto-set: goods prepaid, courier collects the shipping, The courier collects the remaining amount.

Fill in the details that make it findable lateroptionalاختياري

More order details folds out:

Field	Why it matters
Status	Where the order sits in your pipeline. The statuses are yours, defined in Resources
Source	Where the order came from — walk-in, phone, the online store, an ad
Expected delivery date	Drives the SLA tab and the late/urgent alerts on the home screen
Urgent	Flags it in the same places
Notes	Free text. Shown as a 📝 badge on the order card

Save
Save — or Save changes when editing, or Approve & create order when you arrived from an online order.
A confirmation panel shows the grand total, the amount paid and the remaining before anything is written. Stock is re-checked per line at the branch at this point; a line that no longer has stock stops the save and names the item.
After saving decides what happens next: Print after save with a Receipt / Invoice choice, and Send confirmation via WhatsApp.

Editing an order later

Current Orders
a row
Edit

The same form, titled Edit Order, with the order loaded. Cancel edit asks Discard these order changes? before throwing them away.

Approving an online order

Current Orders
Leads
a lead
Approve

An order from the online store arrives as a lead and is reviewed before it becomes a real order. Approving one opens this same form in Reviewing an online order mode, which states plainly: Saving creates the order and marks this online order approved.

Everything the customer entered — items, address, payment reference — is already filled in. Fix what needs fixing, then Approve & create order. Back to online orders leaves without approving.

Common refusals, and what they mean

Message	Fix
Add at least one item.	The order has no lines
Choose a branch.	No branch selected
Choose a payment method.	Required on a new order
Choose a shipping company. / Choose a delivery service.	The order type needs one
Enter the address.	Shipped and delivery orders need one
Enter a valid phone.	The number is not a usable phone number
Not enough stock at this branch:	The branch cannot cover a line. Change the branch, the quantity, or receive stock first
Required customization info is missing for …	A customisable product has a mandatory field left blank