🛠️ What is Order Placement?
Order Placement is used when a customer wants a piece of jewellery specially made — it does not exist in stock yet. You record what they want, collect an advance, and the craftsman makes it to their specifications.
📄 Invoice
Item is in stock now. Customer pays full amount and takes it today.🔖 Reserve
Item is in stock but customer pays advance and collects later.🛠️ Order
Item does not exist yet. Customer describes what they want. Craftsman makes it. Advance collected now.Permission required: Only users in the BR_ORDER_BILLING group can access Order Placement. If you cannot see this screen, contact your administrator to assign the correct permission.
Each order gets a unique Order Number (e.g. OR-A00123) generated automatically. This tracks the order from placement through to completion and invoicing.
Admin controls: The minimum advance percentage is set per branch by your administrator. Head Office can grant an Order Skip for special cases where a lower advance is acceptable.
Quick simulation — see how advance and balance work for a custom order:
Rs. 0Rs. 120,000
Advance: Rs. 0
Balance on collection: Rs. 0
📋 Step 2: Order Line Details
Unlike invoicing, there is no Tag Number to scan — the item does not exist in stock yet. Instead, you describe each piece the customer wants: a unit number you assign, the category, weight, estimated price, and a due date for when it will be ready.
You can add multiple lines to one order — for example, a customer ordering a ring and matching earrings is recorded as two lines under one order number. Both must be ready by their respective due dates.
Your reference number for this piece
When will this item be ready?
Approximate weight of finished piece
Design details for the craftsman
Special instructions or notes
The Due Date is required for every order line. Without it, the line cannot be saved. Choose a realistic date the craftsman can meet.
🥇 Step 3: Gold Type & Colour
For each order line, specify the gold type (karat) and colour. This tells the craftsman exactly what material to use. The gold type is also recorded for cost tracking against the gold rate at time of completion.
Select the gold type for the item being ordered:
22 Karat
Yellow Gold
18 Karat
Yellow Gold
18 Karat
White Gold
22 Karat
Rose Gold
14 Karat
Yellow Gold
Two-Tone
Mixed Gold
The gold type and colour you specify here are passed to the craftsman. When the item is completed and invoiced, the system uses the current gold rate for that karat to calculate the actual cost and profit.
For Two-Tone items (e.g. white and yellow gold combined), select Two-Tone. The craftsman will receive notes in the description about which parts are each colour.
💰 Step 4: Advance Payment
Collect an advance from the customer now. Your administrator sets a minimum advance percentage for orders. This is usually higher than reservations because the item will be custom-made — the advance covers material costs.
Minimum Advance Rule: The branch admin sets a minimum percentage of the order value that must be collected (e.g. 25%). If the customer cannot pay this minimum, request an Order Skip from Head Office to allow a lower advance. This is logged.
TOTAL ORDER VALUE
Rs. 0.00
MIN. ADVANCE REQUIRED
Rs. 0.00
ADVANCE ENTERED
Rs. 0.00
Configured by administrator per branch
Payment Mode for Advance
💵 Cash
💳 Card
📄 Cheque
📱 Online Transfer
| Mode | Reference | Amount | |
|---|---|---|---|
| No advance payment added yet | |||
The advance is saved as ORDER_1ST in the payment records. When the order is completed and the customer invoices it, this advance is automatically set off against the invoice total.
👤 Step 5: Customer Details & Confirm
Enter the customer's details. These appear on the order slip and are used for follow-up and SMS notifications. All fields marked * are required.
SMS confirmation sent here
After confirming, print the Order Slip and give a copy to the customer and a copy to the craftsman. The craftsman's copy has all the specifications — gold type, weight, description, and due date.
✅ Order Confirmed!
The order is saved and the craftsman can begin work. The order slip below is for the customer and the workshop. When the piece is ready, it will be invoiced and the advance is automatically deducted.
📱 Customer SMS Confirmation
If SMS is enabled, the customer receives:
"Dear Customer, Your order has been confirmed…"
"Dear Customer, Your order has been confirmed…"
Order SMS notifications are controlled by your administrator — at system level by Head Office or per branch by the branch admin.
What happens next? The craftsman makes the item. When complete, the branch marks the order as ready. The customer comes in, you open Stock Invoice, enter the Order No as an advance setoff, and invoice the balance. The advance paid today is deducted automatically.
Voice Guide
Press Play to hear an explanation of this step.
Order Summary
BranchColombo Main
Cashiercashier_01
Order Lines0
Total ValueRs. 0.00
Advance PaidRs. 0.00
Balance on CollectionRs. 0.00
Order No—
Order vs Reserve vs Invoice
• Invoice — item in stock, sold today
• Reserve — item in stock, held for later
• Order — item made to order, not in stock
• Uses Unit No not Tag No
• Requires due date per line
• Needs BR_ORDER_BILLING permission
• Reserve — item in stock, held for later
• Order — item made to order, not in stock
• Uses Unit No not Tag No
• Requires due date per line
• Needs BR_ORDER_BILLING permission
Quick Tips
• Tab — move between fields
• Due date is mandatory per line
• Advance % usually higher than reserve
• Contact HO for Order Skip
• Print two slips — customer + craftsman
• Due date is mandatory per line
• Advance % usually higher than reserve
• Contact HO for Order Skip
• Print two slips — customer + craftsman