Creating an order is simple and can be initiated from several areas in the platform:
From Accounts
Go to Accounts > Manage Accounts > Select the desired account > Products card, then select Create Order.
From Commerce
Navigate to Commerce > Orders, then click Create Sales Order in the top bar.
From CRM
Go to Companies > Orders card, then click Create Sales Order.
From Opportunities
Once an opportunity is created, you can create an order directly from the opportunity page.
Starting an Order
Once you click Create Order, you'll be prompted to either start a new order or resume your last draft for the account. If you start a new order, you’ll land on a blank order page in Draft status.
Click Add Items to begin selecting products or packages.
Order Detail Panel
On the right side of the page, you’ll see several cards that allow you to configure and enrich your order.
Contract Start Date
This is primarily used for record-keeping. When set, products without specific start dates will activate on the contract start date. It also triggers automation events 90, 30, and 1 day before the contract expiry.
Note: This date does not deactivate products—billing terms on individual line items determine that.
Active Products
Displays currently active products for the customer. Only visible while the order is in draft.
Admin Attachments
Used to attach internal-only documents like contracts or external collateral. These are never shared with vendors or service teams and are only visible to your internal sales and admin teams.
Customer Attachments
Visible to your customers during the Send for Customer Approval process and afterward in Business App.
Admin Notes
Internal-only notes not shared with vendors or service teams. Visible only to your sales and admin users.
Customer Notes
Visible to your customers during the Send for Customer Approval process and within Business App.
Tags
Internal-use only. Tags can help identify the order source, trigger automations, and assist in reporting or record-keeping.
Wholesale Spend
This card appears when you add a variable-priced product (e.g., advertising). Use it to enter the wholesale spend associated with the item.
Order Forms and Fulfillment Forms
Once you’ve added a product with a form, you’ll see Order Forms and Fulfillment Forms tabs above the items table.
These tabs appear only when applicable products are added and are removed in real-time if the product is removed. Fulfillment forms can also be sent to customers for completion.
Submitting or Processing an Order
Once the order is filled out, you can take one of the following actions (if your workflow and Vendasta Payments are configured):
Send for Customer Approval
Opens a modal where you choose the recipient, expiration date, and whether to collect payment. Always preview the order before sending.
Process Order
Opens a modal with three processing options:
- Send for Customer Approval with Payment
- Takes you to the same modal as above. The order activates upon successful payment.
- Add Credit Card and Process Order
- Allows you to enter or confirm a saved credit card. You’ll review the charge and confirm wholesale billing. The order will activate upon confirmation.
- Skip Payment Collection
- Confirms wholesale billing without collecting customer payment. The order activates immediately.
Order Statuses After Processing
Once an order begins processing, it will move into one of the following statuses:
Activated
The order has been successfully processed, and the products are active.
Scheduled Activation
The contract start date is set in the future. The order will activate on that date.
Activation Errors
One or more products failed to activate. The order requires attention and correction.
Declined
If the payment fails (using Vendasta Payments), the order enters a Declined state. You can either convert the order back to draft or duplicate it to retry payment.
No Products Activated
This occurs if no items could be activated, typically due to errors or declined payments.