Creating and importing orders

Orders get into Boxture in four ways:

1. By hand, using the order form.
2. By import, uploading a spreadsheet.
3. Through the API (see API).
4. Through an integration such as Shopify, WooCommerce or NetSuite (see Integrations).

Whichever way you use, the same rules, defaults and validations apply. This page covers the form and imports.

Creating an order by hand

1. Go to Orders and open the menu (the ellipsis at the top right of the list).
2. Choose New sales order, New purchase order, New return order, New transfer order, New scrap order or New kit order.
3. Fill in the header fields on the tabs (see below).
4. Add one or more lines under Lines: choose a product, a quantity and, depending on the order type, an origin location, status, serial number, lot or expiry date. Use the add button below the lines to add more. See Order lines.
5. Click Save, or Create and continue editing to stay in the form. The order is now in state concept.
6. Check the order and click Confirm. The order goes to confirming and a background job turns it into pending. Outbound orders are then allocated automatically if that is enabled.

Accounts

If you work in a parent account, choose which account the order is for. The products you can select are those of that account.

Location defaults

If you only have access to one location, Boxture fills it in for you: as the origin location of every line on outbound orders, and as the destination location on inbound and kit orders. Otherwise the location selector is preselected with your current location.

The form tabs

The fields depend on the order type. The type pages describe them in detail.

Tab	Contents
Basics	References, dates, business model, channel, delivery terms, shipping method, customer or vendor, destination location, related order and return reason.
Notes	Notes for the people processing the order. Sales orders also have Packing instructions and Gift message.
Customs	AES code (Automated Export System code for US exports).
Delivery, Billing, Pickup	Contact and address details. Sales orders have Delivery and Billing; return orders have Pickup and Billing.

When you select a Customer, its contacts are copied into the empty contact tabs of the order. On sales orders, an empty billing contact is filled with the delivery contact.

Reference fields

Field	Use
Customer reference number	Your or your customer's reference, for example the webshop order number. Must be unique per account and order type among orders that are not cancelled, regardless of upper or lower case. In the form it may be at most 35 characters. It is stored in capitals.
Purchase order number	The customer's purchase order number (sales orders) or your PO number (purchase orders). Stored in capitals.
Other reference number	Any additional reference.

Re-using a reference

A customer reference number becomes available again once the order that used it is cancelled. Related orders (such as a return order and its sales order) may share a reference.

Defaults

When an order is saved and these fields are empty, Boxture fills them from your settings:

Field	Setting	Can differ by
Shipping method	Shipping › Default shipping method	destination country, order type, location, business model, channel, export or not
Delivery terms	Shipping › Default delivery terms	order type, location, destination country, channel, export or not
Business model	Shipping › Default business model (system default: Business to consumer)	channel, order type

"Export" means the shipment leaves the customs area of the origin location; Boxture works this out from the origin and destination addresses.

Delivery terms

Delivery terms are Incoterms. You can choose from: EXW (Ex Works), FCA (Free Carrier), CPT (Carriage Paid To), CIP (Carriage and Insurance Paid To), DPU (Delivered At Place Unloaded), DAP (Delivered At Place), DDP (Delivered Duty Paid), FAS (Free Alongside Ship), FOB (Free on Board), CFR (Cost and Freight), CIF (Cost, Insurance & Freight), and the older terms DAF, DAT, DES, DEQ and DDU.

Business models

Business model	Meaning
Business to consumer (b2c)	Shipping to private customers
Business to business (b2b)	Shipping to companies
Business to government (b2g)	Shipping to government bodies
Buy online, pickup in shop (bopis)	Orders collected in a shop

The business model is used to pick defaults, such as the shipping method, cutoff time and SLA days.

Validations

An order can only be saved when it meets these rules:

• It has at least one line, and every line is valid (see Order lines).
• The customer reference number is unique as described above.
• A shipping method is present if Shipping › Shipping method required is on for this order type and business model.
• The customer, vendor and locations are active and belong to the account.
• Type-specific rules, such as the delivery contact of a sales order, the vendor of a scrap order, or a transfer order's destination differing from its origin locations. See the type pages.

When confirming, Boxture also checks that the products may be used. If Inventory › Restrict transactions to setup complete is on, allocation and receiving fail for products that are not marked setup complete.

Editing an order

The Edit button is available as long as something on the order can still be changed:

• Lines can be changed while the order is in concept, or (for outbound orders) as long as all its items are still pending or backordered. Once anything is allocated, unallocate first. Lines cannot be changed on confirming, completed or cancelled orders. For purchase and return orders, lines can only be changed in concept.
• Contacts can be changed on outbound orders until something has been packed or shipped.

Changing the quantity of a line on a confirmed order adds or removes pending items. Lowering a quantity only works if enough pending or backordered items are left. A line added to a confirmed order is confirmed straight away.

Importing orders

You can import sales, purchase, return, transfer, scrap and kit orders from a spreadsheet. Only Admins and Account owners can import.

1. Go to Orders, open the menu and choose Import, then the order type.
2. Download the template. It lists every column with an explanation, the allowed values and an example.
3. Fill in one row per order line. Repeat the order fields on every row of the same order.
4. Upload the file. The import runs in the background and you get a notification with the result per row.

For the general workings of imports (templates, result files, scheduled imports) see Imports.

How rows are combined into orders

• If Record ID is filled in, the row updates that existing order.
• Otherwise, rows with the same Customer reference number within the same import file are combined into one order. A reference that already exists on an order from an earlier import is not matched; the row then fails the uniqueness check.
• Without a record ID or customer reference number, each row creates a new order.
• Line Nr identifies the line within the order. A row with an existing line number updates that line. Without line numbers the order of lines is not guaranteed; duplicate line numbers create duplicate lines.
• Lines can only be added or changed while the order allows it (see Editing an order); otherwise the row fails with "Cannot edit order lines".

Confirming during import

Put confirm in the Event column to confirm the order once it has been imported. Leave it empty to keep the order in concept so you can check it first. Confirmation is slightly delayed so all lines of the order are in before it is confirmed.

Columns per order type

Order type	Order columns	Line columns
Sales order	Record ID, Delivery terms, Business model, Channel, Related order, Customer reference number, Other reference number, Purchase order number, Shipping method, Customer, Delivery company name, first name, last name, address lines, postal code, city, country, state or province code, phone number, fax number, email, Ship earliest on, Event	Line Nr, Line origin location, Product, Quantity, Currency, Price, Discount, Tax, Customs value, Serial number, Lot number, Expires on, Status
Purchase order	Record ID, Destination location, Customer reference number, Purchase order number, Other reference number, Inbound tracking number, Forwarder, Shipping container, Shipping container number, Event	Line Nr, Product, Quantity, Serial number
Return order	Record ID, Destination location, Delivery terms, Customer reference number, Other reference number, Shipping method, Related order, Customer, Pickup contact fields, Event	Line Nr, Product, Quantity, Serial number, Status
Transfer order	Record ID, Destination location, Customer reference number, Other reference number, Purchase order number, Event	Line Nr, Line origin location, Product, Quantity, Serial number, Status
Scrap order	Record ID, Vendor, Customer reference number, Other reference number, Shipping method, Event	Line Nr, Line origin location, Product, Quantity, Serial number, Status
Kit order	Record ID, Destination location, Customer reference number, Other reference number, Event	Line Nr, Product, Quantity

Values are matched in a forgiving way: locations, channels, vendors and customers by name or ID; shipping methods by ID, code or name; products by product number; countries by name or code. Business models are given as b2c, b2b, b2g or bopis, delivery terms as the three-letter code, and status as new or defective. Address lines are separated by commas.

For sales orders, an empty price or customs value on a line is taken from the product (times the quantity), and an empty currency from the order's other lines or the product.

Exporting

All order imports also support exporting: you can export existing orders of that type in the import format, change them and import the file again.