Orders, Invoices and Delivery Notes Case Study

The Business Problem

The old ordering system had been in use for around fifteen years. Orders, invoices and delivery notes lived on separate screens, and there was no reliable way to tell when an order had been changed after its paperwork was printed. Reverting an invoice could leave gaps in the numbering, and cancelling an order did not always tidy up the documents that went with it.

The Solution

wildesoft.net built a single order screen that carries an order from first phone call to completed invoice. Staff pick the account, site and contact, add products with the right customer price, add special instructions and choose the van. One button creates an invoice and another a delivery note, each with its own numbered prefix, and the delivery date defaults to the next working day.

Orders can be edited at any time. If anything changes after the paperwork has been printed, the order is clearly flagged for reprinting. An invoice can be reverted to an order and later recreated with its original number, so the numbering never breaks. Orders can be voided and reinstated with a reason recorded, and invoices can be marked complete, or reopened, once they have been dealt with in Sage. Live counts on the order screen show what is waiting at each stage.

The Result

The office now runs the whole order cycle from one place. Paperwork always matches the order, numbering stays unbroken, and nothing goes out on a van with an out-of-date invoice.

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