Creating Orders

Orders are sales to your customers. This guide shows you how to create and manage orders in OKPaid.

View Your Orders

1. Click Orders in the sidebar
2. You will see a list of all your orders

The orders list shows:

• Order number
• Customer name
• Order date
• Total amount
• Payment status (Paid / Unpaid)

Search and Filter

• Use the search box to find orders by number or customer name
• Click filter to show only paid or unpaid orders

Create a New Order

Step 1: Start a New Order

1. Click New Order button
2. The order form opens

Step 2: Select a Customer

1. Click the Customer dropdown
2. Search for an existing customer, or
3. Click Add New Customer to create one

Step 3: Add Products

1. Click Add Item
2. Select a product from the list
3. Enter the quantity
4. Repeat for each product

Tip: You can scan barcodes to add products faster.

Step 4: Review Order Details

Check the order summary:

Field	Description
Subtotal	Total before any discounts
Discount	Amount or percentage off (optional)
Promo Code	Promotion code or active promotion (optional)
Tax	Tax amount if applicable
Total	Final amount to pay

Step 5: Apply a Promo Code (Optional)

1. In Order Summary, open Promo Code
2. Search an active promotion, or type a code
3. Click Apply
4. Check that discount appears before total

If code is not valid, OKPaid shows an error.

Step 6: Add Notes (Optional)

Add notes for yourself or the customer:

• Internal notes (only you see these)
• Customer notes (appear on invoice)

Step 7: Create the Order

1. Review all details
2. Click Create Order

The order is saved and you can view it in your orders list.

View Order Details

1. Click on an order in the list
2. The order detail page opens

On the order detail page you can:

• View all order information
• Change payment status
• Generate invoice
• Print or download PDF

Amount Tendered Information (Cash Payments)

For cash payments, the order detail page shows additional information:

• Amount Tendered: How much cash the customer gave you
• Change Given: How much change you returned to the customer

This helps you track cash flow and reconcile your till at the end of the day.

How Amount Tendered Works

When making a cash sale:

1. Enter products to the cart
2. The system shows the total
3. Enter how much cash the customer gave you (amount tendered)
4. The system calculates the change due
5. Complete the sale

Example:

• Sale total: $15.50
• Customer gives: $20.00
• Amount Tendered: $20.00
• Change Due: $4.50

The system saves both the amount tendered and change given with the sale record.

Update Payment Status

1. Open the order detail page
2. Click the Status dropdown
3. Select the new status:
   • Unpaid - Customer has not paid yet
   • Paid - Customer has paid
   • Partial - Customer paid part of the total
   • Cancelled - Order was cancelled

Edit an Order

You can only edit orders that are unpaid.

1. Open the order detail page
2. Click Edit
3. Make your changes
4. Click Save

Note: Paid orders cannot be edited. Create a new order instead.

Delete an Order

1. Open the order detail page
2. Click Delete
3. Confirm the deletion

Warning: Deleted orders cannot be recovered.

Tips

Tip: Mark orders as paid immediately after receiving payment to keep your records accurate.

Tip: Use customer notes for delivery instructions or special requests.

Common Questions

Can I create an order without a customer? No. Every order needs a customer. You can create a quick customer when making the order.

Can I add discounts? Yes. You can add a manual discount and also apply a promo code when creating the order.

What happens to stock when I create an order? Product stock decreases automatically when you create an order.

Can I duplicate an order? Not yet. You need to create orders individually.

Next Steps

• Invoices Guide - Generate and send invoices
• Managing Customers - Learn more about customers
• Discounts & Promotions - Create and manage promo codes