Order management is the centerpiece of the sales process in Xentral and serves as the central element through which all subsequent steps—such as delivery notes, invoices, and returns—are managed. Without an order, no further documents can be created, and customer orders cannot be processed. This module enables efficient and structured management of all customer-related processes, from creating quotes to handling returns.
Order management is the core of all processes in Xentral and serves as the central starting point for all sales and customer-related workflows. An order consolidates all relevant information, including customer data, items, prices, delivery options, and payment methods, forming the foundation for all subsequent documents and processes. Key documents, such as delivery notes, invoices, returns, and credit notes, are generated from an order, making it a pivotal element in the process chain.
Through its seamless integration with other modules and workflows, order management supports both manual and automated processes. For instance, orders can be efficiently created from quotes, imported from online shops or marketplaces, or entered manually. At the same time, the system ensures that all information remains consistent and seamlessly transitions into subsequent steps. This holistic management not only enables smooth operations but also provides maximum transparency and efficiency throughout the entire sales process.
Orders in Xentral can be created in various ways to ensure maximum flexibility:
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From a Quote:: In B2B environments, quotes are often created and then converted into orders.
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Manually: Orders received via phone or email can be entered directly into the system.
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Automatically: In B2C environments, orders are automatically imported from online shops (e.g., Shopify, Amazon, Shopware) or marketplaces.
You can find orders under: Sell > Order
The sales process in Xentral is divided into several logically connected phases:
Note
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Inquiry (optional): Customer inquiries with details about desired items, prices, and terms.
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Offer (optional): Based on the inquiry, a quote can be created.
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Order: Once a customer places an order, it is created with all relevant details such as items, quantities, prices, and shipping options.
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Order Confirmation: After releasing the order, a confirmation can be sent to the customer.
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Delivery Note: Used to transfer goods to logistics and is included with the package.
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Invoice: Forms the basis for payment processing.
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Returns and Credit Notes: Linked to the order for handling returns and issuing refunds.
An order in Xentral goes through several status phases:
|
Status |
Description |
Note |
|---|---|---|
|
CREATED |
Draft order. No order number assigned. Can be deleted. |
Initial phase. Orders in this status are editable. |
|
RELEASED |
Order is active and assigned an order number. Cannot be deleted, but can be canceled. |
Serves as the basis for further documents like delivery notes and invoices. |
|
COMPLETED |
Order is fully processed (e.g., invoice and delivery note are created). |
No further changes can be made. Order is considered finalized. |
|
CANCELED |
Order is canceled. Documents such as invoices or delivery notes created earlier remain intact. |
Only released orders can be canceled. |
Tip
The Order Status Indicator uses color-coded symbols to show the status of individual process steps:
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Green: Step completed.
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Red: Pending steps.
Xentral's order management supports numerous automation processes to ensure efficiency and scalability:
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Automatic Import: From Online-Shops like Shopify, Amazon, and Shopware.
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Auto-Shipping: Transfer to the Dispatch Center for fully processed orders.
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Process Starter "autoversand_plus": Automatically transfers ready-to-ship orders to the shipping center at regular intervals.
Using Projects allows you to organize different business areas and sales channels individually. Projects can be set up based on the following criteria:
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Target Audience: B2B or B2C.
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Currency, Customs, and Taxes: Domestic or international.
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Logistics Processes: Fulfillment by Amazon (FBA) or freight forwarding.
Projects help structure business processes and allow clear separation of different company areas.
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Efficient Processes: Through automation and centralized control.
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Transparency: Clear status of orders with the Order Status Indicator.
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Flexibility: Customizable for individual requirements through projects and manual intervention.
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Integration: Seamless collaboration with other modules such as logistics, warehouse management, and finance.
Before diving into automation, it’s recommended to create a few orders manually to familiarize yourself with the requirements and structure of an order in Xentral:
Steps Create new Order:
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Manual Order: Click + NEW in the order table.
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Select a customer from the address master data.
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Add items and review the details in the preview.
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Click Release to activate the order and proceed to further processing.
Tip
Order management in Xentral is the foundation for a seamless sales process. It connects all relevant areas, automates standard workflows, and provides the flexibility to meet individual requirements. Whether in B2B or B2C, Xentral enables you to manage your entire sales process efficiently and transparently.