This guide will lead you from creating products and contacts to creating orders in Xentral. These are the most important components in Xentral, that gather all information needed to send products to your customer and generate the invoice and delivery note. Most processes in Xentral are order-driven. The following steps provide an overview of all components you need to get started with a manual order workflow.
There are no prerequisites. This guideline is a potential starting point for your Xentral setup.
To manually create an order, you need to perform the following tasks:
Before creating your first order, you need to have at least one customer (or test) contact in Xentral.
Log into Xentral and go to Master data > Contacts.
Click on +New.
Enter the following data into the creating contact form:
Type: Choose between Company, Mrs, or Mr. This indicates a B2B or B2C customer.
Name: the full customer name. Either the name of the company or the full name of your B2C customer. There are no separate fields for first and last names.
Address data: Street, Place, State, and Country of your contact. You can also add an additional invoice or delivery address.
Language for receipts - use this field to update the language on your corresponding documents and emails sent to the customer.
Select the type of your contact. Choose between customer, supplier, and employee. Select the customer checkbox and click Mark now.
After the type of your contact. Choose between customer, supplier, and employee. Select the customer checkbox and click Mark now.
Each order needs to contain at least one product. Products can be physical objects or services. Follow these steps to create a new one:
Click on Master data > Products.
The only mandatory field for your products is the Item field (for product name).
If the field item no. remains empty, Xentral will assign the product number automatically from the Xentral number ranges in your Basic settings.
Add the product description that Xentral prints in the order document.
If you want to create a physical product and not a service, you must mark the product as a stock item. This enables the warehouse management for this product as well.
In the Sales tab, you can add your sales prices. All prices in Xentral are net prices. Xentral calculates the tax on the order level.
You’re now ready to sell this product.
Xentral lists orders in Sales > Sales orders. This list includes orders created manually and imported orders from your online shops or marketplaces.
Log into Xentral and go to Sales > Sales order.
This new order will be in draft mode. Orders in draft mode will not be processed in your logistics or sent to any customer.
Add your customer contact in the customer field.
As each order has to be assigned to a project, add a project in the project field. Projects are important as they trigger your logistics. Find more about that in the Logistics guide.
Click Apply. Xentral fills out all the contact data automatically.
Go to the Positions tab and add the products you want to sell within the order. You can add or change the corresponding prices within that table.
Click Preview to see the order confirmation that Xentral creates from your current draft.
If you are happy with the preview, click Release. The order draft becomes an actual order document, which can be sent to your customer, processed by your logistics, or invoiced.
Orders are the main constituent of transactions between you and customers. The order document connects all associated documents, like delivery notes or invoices. It allows you to generate them with a few clicks. You don’t need to reinsert the data for invoices and delivery notes. Use the Action menu to select what you want to do next with this order.
You can automate the order processing to a large extent. For the moment, you should have a closer look at every field this order offers you. Refer to this article if you need a detailed explanation for a certain field.
You should also use the Action menu to create a first invoice or delivery note from your order. As soon as you are familiar with these essential components of Xentral, you can start to set up your actual process.