{"id":444478,"date":"2019-10-01T15:13:21","date_gmt":"2019-10-01T13:13:21","guid":{"rendered":"https:\/\/www.kafinea.com\/documentation\/uncategorized\/customer-purchase-orders\/"},"modified":"2019-10-01T15:13:21","modified_gmt":"2019-10-01T13:13:21","password":"","slug":"customer-purchase-orders","status":"publish","type":"docs","link":"https:\/\/www.kafinea.com\/en\/help\/sales\/customer-purchase-orders\/","title":{"rendered":"Customer purchase orders"},"content":{"rendered":"<blockquote class=\"bq-exemple\">\n<p>\ud83d\udccd <strong>Where can you find this module?<\/strong><br \/><em>Main menu &gt; Sales<\/em><\/p>\n<\/blockquote>\n<hr>\n<h2>Introduction<\/h2>\n<p>The <strong>Customer orders<\/strong> module lets you manage purchase orders issued by your customers. It is accessible via <em>Main menu &gt; Sales &gt; Customer orders<\/em>. <\/p>\n<p>The customer order formalizes the purchase commitment. It generally comes after a quote has been accepted and forms the basis for Invoicing and delivery. <\/p>\n<p>Here you will find features to:<\/p>\n<ul>\n<li>Record and track your customers\u2019 orders<\/li>\n<li>Convert an order into an invoice, a delivery note, or a supplier order<\/li>\n<li>Manage recurring Invoicing from an order<\/li>\n<li>Finalize an order to lock it permanently<\/li>\n<\/ul>\n<hr>\n<h2>1. Create a customer order<\/h2>\n<h3>Access<\/h3>\n<ol>\n<li>Access the <strong>Customer orders<\/strong> module via <em>Main menu &gt; Sales &gt; Customer orders<\/em><\/li>\n<li>Click the <strong>Add Customer Order<\/strong> button<\/li>\n<\/ol>\n<h3>Information to enter<\/h3>\n<p><strong>General information:<\/strong><\/p>\n<ul>\n<li><strong>Subject<\/strong>: order title (required)<\/li>\n<li><strong>Customer account<\/strong>: the customer placing the order<\/li>\n<li><strong>Contact<\/strong>: the customer-side contact person<\/li>\n<li><strong>Quote<\/strong>: the original quote, if the order follows a sales proposal<\/li>\n<li><strong>Customer order no.<\/strong>: the order reference provided by the customer<\/li>\n<li><strong>Assigned to<\/strong>: the sales representative or the person responsible for the order<\/li>\n<\/ul>\n<p><strong>Product\/service lines:<\/strong><\/p>\n<ul>\n<li>Add one or more products or services from the catalog<\/li>\n<li>For each line, enter the quantity, unit price, and any discount<\/li>\n<li>Applicable taxes are calculated automatically<\/li>\n<\/ul>\n<blockquote class=\"bq-note\">\n<p><strong>Note:<\/strong> Taxes and tax regions are configured in the administration panel. To learn more, see <a href=\"https:\/\/www.kafinea.com\/en\/documentation\/settings\/tax-configuration\/\">Tax configuration<\/a>. <\/p>\n<\/blockquote>\n<blockquote>\n<p><strong>Good to know<\/strong>: if the order is created by converting a quote, all product lines and customer information are automatically carried over.<\/p>\n<\/blockquote>\n<h3>Addresses<\/h3>\n<p>The order includes two addresses:<\/p>\n<ul>\n<li><strong>Billing address<\/strong>: taken from the customer account<\/li>\n<li><strong>Delivery address<\/strong>: taken from the customer account, editable if the delivery location differs<\/li>\n<\/ul>\n<hr>\n<h2>2. Order lifecycle<\/h2>\n<p>Each customer order goes through different stages:<\/p>\n<div style=\"overflow-x:auto\">\n<table>\n<thead>\n<tr>\n<th>Stage<\/th>\n<th>Meaning<\/th>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<td><strong>Created<\/strong><\/td>\n<td>The order has just been recorded<\/td>\n<\/tr>\n<tr>\n<td><strong>Approved<\/strong><\/td>\n<td>The order has been validated internally<\/td>\n<\/tr>\n<tr>\n<td><strong>Delivered<\/strong><\/td>\n<td>The products or services have been delivered to the customer<\/td>\n<\/tr>\n<tr>\n<td><strong>Cancelled<\/strong><\/td>\n<td>The order has been cancelled<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n<blockquote>\n<p><strong>Good to know<\/strong>: the order status is independent of the status of the associated invoice. You can track delivery progress and Invoicing separately. <\/p>\n<\/blockquote>\n<hr>\n<h2>3. Convert an order<\/h2>\n<h3>To an invoice<\/h3>\n<p>From the order record, you can generate an invoice. The conversion automatically carries over the product lines, amounts, and customer information. <\/p>\n<h3>To a supplier order<\/h3>\n<p>If the ordered products need to be sourced, you can generate supplier orders. The system creates one order per supplier from the selected lines. <\/p>\n<h3>To a delivery note<\/h3>\n<p>From the order, you can create one or more delivery notes to organize product shipment.<\/p>\n<blockquote>\n<p><strong>Good to know<\/strong>: you can perform partial conversions. For example, invoice part of the order or deliver in multiple shipments. <\/p>\n<\/blockquote>\n<hr>\n<h2>4. Recurring Invoicing<\/h2>\n<p>The customer order includes a <strong>recurring Invoicing<\/strong> mechanism that automatically generates invoices at regular intervals. This mechanism is particularly suited to subscriptions, maintenance contracts, rentals, or any service billed periodically. <\/p>\n<p>To enable it, open the order and fill in the <strong>Recurring Invoicing<\/strong> block (frequency, period, due date, dynamic invoice subject, automatic addition of usage, etc.). Kafinea then generates invoices automatically and provides a tracking dashboard. <\/p>\n<blockquote class=\"bq-note\">\n<p><strong>Note:<\/strong> Detailed operation (settings, subject variables, date preferences, automatic catch-up, stopping recurrence) is described in the article <a href=\"040_invoicing\/050_recurring-invoicing.md\">Recurring Invoicing<\/a>.<\/p>\n<\/blockquote>\n<hr>\n<h2>5. Finalize an order<\/h2>\n<p>The <strong>Finalize<\/strong> action permanently locks the order. Once finalized: <\/p>\n<ul>\n<li>The document can no longer be modified, except for statuses and recurrence information<\/li>\n<li>The order becomes visible on the customer portal (extranet) if it is enabled<\/li>\n<\/ul>\n<blockquote class=\"bq-important\">\n<p><strong>Important:<\/strong> finalization is irreversible. Make sure all information is correct before proceeding. <\/p>\n<\/blockquote>\n<hr>\n<h2>6. Relationships with other modules<\/h2>\n<p>From the record of a customer order, the relationship tabs allow you to view:<\/p>\n<ul>\n<li><strong>Quotes<\/strong>: the original quote that generated this order<\/li>\n<li><strong>Invoices<\/strong>: the invoices generated from this order<\/li>\n<li><strong>Supplier orders<\/strong>: related procurement orders<\/li>\n<li><strong>Delivery notes<\/strong>: associated deliveries<\/li>\n<li><strong>Documents<\/strong>: associated files (signed purchase orders, etc.)<\/li>\n<li><strong>Activities<\/strong>: calls, meetings, and tasks related to this order<\/li>\n<\/ul>\n<hr>\n<h2>7. Available actions<\/h2>\n<h3>Send by email<\/h3>\n<p>From the order record, you can send the purchase order directly by email. The PDF is automatically generated and attached to the message. <\/p>\n<h3>Export to PDF<\/h3>\n<p>You can download the order in PDF format at any time to print or archive it.<\/p>\n<h3>Duplicate<\/h3>\n<p>Use the <strong>Duplicate<\/strong> function to quickly create a new order from an existing one.<\/p>\n<hr>\n<h2>8. Special cases<\/h2>\n<h3>Order created from a quote<\/h3>\n<p>When an order is created by converting a quote, the link between the two documents is preserved. You can view the original quote from the relationships tab. <\/p>\n<h3>Partial delivery<\/h3>\n<p>You can create multiple delivery notes from the same order to manage shipments in multiple batches. Each delivery note can cover part of the lines. <\/p>\n<h3>Partial Invoicing<\/h3>\n<p>Similarly, you can generate multiple invoices from an order. This allows you to invoice as deliveries are made or according to a schedule agreed with the customer. <\/p>\n<hr>\n<h2>9. Frequently asked questions<\/h2>\n<h3>How can you find all of a customer\u2019s orders?<\/h3>\n<p>From the <strong>Customer account<\/strong> record, go to the <strong>Customer orders<\/strong> tab to display the full list.<\/p>\n<h3>Can an order be modified after Invoicing?<\/h3>\n<p>If the order is not finalized, it remains editable. However, invoices already generated will not be affected by changes made to the order. <\/p>\n<h3>Can the customer view their orders online?<\/h3>\n<p>If the customer portal (extranet) is enabled, finalized orders are accessible to the customer from their online space.<\/p>\n<h3>How do you stop recurring Invoicing?<\/h3>\n<p>Open the relevant order and disable the <strong>Enable recurrence<\/strong> option, or change the <strong>End date<\/strong> to stop automatic generation.<\/p>\n<blockquote>\n<p><strong>Good to know<\/strong>: even after the order is finalised, recurrence settings remain editable (activation, frequency, dates, preferences). This makes it possible to adjust recurring invoicing without having to create a new order. <\/p>\n<\/blockquote>\n<hr>\n<h2>10. Glossary<\/h2>\n<div style=\"overflow-x:auto\">\n<table>\n<thead>\n<tr>\n<th>Term<\/th>\n<th>Definition<\/th>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<td><strong>Customer order<\/strong><\/td>\n<td>Document formalizing a customer\u2019s purchase commitment<\/td>\n<\/tr>\n<tr>\n<td><strong>Recurring Invoicing<\/strong><\/td>\n<td>Mechanism for automatically generating invoices at regular intervals, with advanced management of dates, dynamic subjects, and usage<\/td>\n<\/tr>\n<tr>\n<td><strong>Finalize<\/strong><\/td>\n<td>Permanently lock a document to prevent any subsequent modification<\/td>\n<\/tr>\n<tr>\n<td><strong>Delivery note<\/strong><\/td>\n<td>Document certifying the shipment or handover of products to the customer<\/td>\n<\/tr>\n<tr>\n<td><strong>Conversion<\/strong><\/td>\n<td>Action of creating a new document (invoice, supplier order) from an existing document<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n<hr>\n<h2>Related references \ud83d\udd17<\/h2>\n<ul>\n<li><a href=\"https:\/\/www.kafinea.com\/en\/documentation\/sales\/customer-quotes\/\">Customer Quotes<\/a><\/li>\n<li><a href=\"https:\/\/www.kafinea.com\/fr\/documentation\/facturation\/comment-generer-une-facture-client\/\">How to generate a customer invoice<\/a><\/li>\n<li><a href=\"https:\/\/www.kafinea.com\/fr\/documentation\/gestion-des-stocks\/comment-generer-un-bon-de-livraison\/\">How to generate a delivery note<\/a><\/li>\n<li><a href=\"https:\/\/www.kafinea.com\/en\/documentation\/catalog\/products\/\">Products<\/a><\/li>\n<li><a href=\"https:\/\/www.kafinea.com\/en\/documentation\/settings\/tax-configuration\/\">Tax configuration<\/a><\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>\ud83d\udccd Where can you find this module?Main menu &gt; Sales Introduction The Customer orders module lets you manage purchase orders issued by your customers. It is accessible via Main menu &gt; Sales &gt; Customer orders. The customer order formalizes the purchase commitment. It generally comes after a quote has been accepted and forms the basis&#8230;<\/p>\n","protected":false},"author":4,"featured_media":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_uag_custom_page_level_css":"","_kad_post_transparent":"","_kad_post_title":"","_kad_post_layout":"","_kad_post_sidebar_id":"","_kad_post_content_style":"","_kad_post_vertical_padding":"","_kad_post_feature":"","_kad_post_feature_position":"","_kad_post_header":false,"_kad_post_footer":false,"_kad_post_classname":"","footnotes":""},"doc_category":[779],"doc_tag":[],"class_list":["post-444478","docs","type-docs","status-publish","hentry","doc_category-sales"],"year_month":"2026-08","word_count":1002,"total_views":"3","reactions":{"happy":"0","normal":"0","sad":"0"},"author_info":{"name":"David Valminos","author_nicename":"david","author_url":"https:\/\/www.kafinea.com\/en\/author\/david\/"},"doc_category_info":[{"term_name":"Sales","term_url":"https:\/\/www.kafinea.com\/en\/help\/sales\/"}],"doc_tag_info":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.1 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Help - Customer purchase orders &#8226; Kafinea<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.kafinea.com\/en\/help\/sales\/customer-purchase-orders\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Help - Customer purchase orders &#8226; Kafinea\" \/>\n<meta property=\"og:description\" content=\"\ud83d\udccd Where can you find this module?Main menu &gt; Sales Introduction The Customer orders module lets you manage purchase orders issued by your customers. 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