Practical examples / How to set up order processing

How to set up order processing

You can easily automate order processing by using the QuickBPM ready-to-use Order Management solution. A new order received from a customer is saved in the system and sent to the warehouse, then shipping documents are prepared, and the order is delivered to the customer. Each step is controlled by QuickBPM.

Order Management

The Order Management solution is preconfigured for working with orders, claims, and business proposals. Download it from QuickStore: on the QuickBPM homepage, click Add Workspace and select Download. Then select and install the Order Management package.

When installing, assign your employees to the Sales rep, Accountant, Head of Production and other roles. You can read more about installing and customizing ready-to-use solutions in the How to download a workspace from QuickStore article.

Later on, you can adapt the entire workspace to how your company works, for instance, modify the main order fulfillment process, create additional workflows and apps.

Receiving and preparing an order

Here is how an order is fulfilled:

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When a sales rep receives a new order order from a customer, he or she adds the order to QuickBPM by opening the page with orders and clicking +Order. A form opens where the sales rep enters the order details: customer's name, specification, delivery date.

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This information is stored on the order's page and is sent to the warehouse, production, and accounting.

If you want other details to be specified on this form, you can edit it and add other fields, for example, total amount or shipping address. Read more about editing forms in this article.

After receiving this information, QuickBPM sends the order to the warehouse and assigns warehouse employees with a task to check the stock and send the order to be manufactured. If you do not produce goods, but resell them, you can edit the process: on the process diagram, delete the Production item and replace it with the Order goods from supplier task.

To edit the process, click on the gear icon in the workspace menu. Click Business processes and then select Order processing from the list. The process will open for editing and you will be able to introduce any necessary changes.

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Documentation and shipping

The next step of the process is preparing documentation. For shipping an order you need an invoice and a packing slip. Your accountant or secretary can prepare all the documents by using the order details provided by QuickBPM. However, you can also set up document templates for the system to automatically generate such documents prefilling them with the information taken from the order's page. To do that, add the Generate from template task to your process.

Place it on the process diagram and configure the settings. To learn more about adding and configuring templates, please read this article.

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Let's say you have uploaded an invoice template. Now, when the workflow reaches this step, the system will automatically insert the order's serial number, the customer's name, the amount and other data into the template. The document will be attached to the Prepare documents task assigned to the accountant. The accountant will only need to download and print the invoice and register it.

When the order and the documents are ready, the sales rep coordinates the delivery time with the customer. QuickBPM then informs the logistics about when and where the goods should be delivered.

By adding a table to a customer's page, you can display all the items purchased by the customer, as well as the total amount of their orders.

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To read more about configuring and using tables, go to the Tables article.

Order monitoring

Setting up deadlines and statuses helps monitor the process.

You can set up a deadline for any task. QuickBPM will then remind your employees to prepare documents and ship the order on time. If someone misses a deadline, QuickBPM will immediately notify the superior. To set this up, click on the task on the process diagram (tasks look like rectangular shapes), open the Deadlines tab and specify the required date and time. On the same tab, you can enable notifications and specify who should be notified if a task is overdue.

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On the orders' page, all orders with overdue tasks are marked with a red dot.

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Statuses are also an important part of process monitoring. The status of an order is changed on each step. Statuses help you see the current situation: when you open the Orders page, you can immediately see how many orders are being manufactured at the moment and how many have already been delivered. You can edit the statuses to better fit your business, for instance, add an "awaiting shipment" status. To do that, use the Manage status element on the process diagram, which you can read more about in this article.

Enable the kanban board to better order monitoring - you will see all current order statuses as well as orders with overdue tasks.

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How to set up order fulfillment from scratch?

If you company handles orders in a completely different manner, you can create your own workflow and add all necessary steps, executors, tasks, and notifications. In this article, we have described how to create a workflow from scratch, and have taken order fulfillment as an example.