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Guide to Creating Orders at POS & Online Sales

MaxSeller's Order Creation Workspace (POS & Online Order Form) is optimized for rapid order entry by retail cashier staff, online sales agents (Telesales/Chat), and warehouse fulfillment teams, featuring barcode scanning, real-time shipping rate calculation, and dynamic payment QR codes.

🌟 1. Standard 5-Step Order Creation Flow​

🚀 2. Step-by-Step Operational Guide​

📌 Step 1: Enter Customer Information (Customer Info)​

  1. Enter the customer's Phone Number into the search field:
    • Returning Customer: The system auto-fills Name, Saved Addresses, and shows Purchase History, Customer Tier (VIP/Regular), and Past Outstanding Debts.
    • New Customer: Enter Full Name, Phone Number, and select the 3-Tier Delivery Address (Province/City ➔ District ➔ Ward/Subdistrict ➔ Street & House Number).
  2. Optional: Record customer birth date for birthday promotion eligibility.

📌 Step 2: Select Warehouse & Add Products to Cart​

  1. Select Fulfillment Warehouse: Choose the originating warehouse (defaults to branch primary warehouse).
  2. Add Products to Cart:
    • Barcode Scanner: Focus cursor on search field and scan product barcode label. The item is added immediately.
    • Manual Search: Type product name, SKU, or attributes (e.g., White Polo Shirt Size L).
  3. Check Stock Levels:
    • Each item row clearly indicates Available Stock.
    • Out-of-stock items or quantities exceeding stock prompt a red alert.
  4. Adjust Quantity & Unit Price:
    • Click + or - to modify quantities.
    • Authorized staff can click unit prices to apply custom pricing.

📌 Step 3: Apply Discounts, Surcharges & Notes​

  1. Discounts:
    • Enter a fixed discount amount (e.g., $2.00) or percentage (e.g., 10%).
  2. Shipping Fees & Free Shipping:
    • Enter fee billed to customer (or check Free Shipping if absorbed by store).
  3. Surcharges:
    • Additional fees such as premium gift packaging or custom printing.
  4. Order Notes:
    • Internal Note: For staff visibility only (e.g., "Double check packaging before dispatch").
    • Shipping Note (Print Note): Printed on the courier shipping label (e.g., "Call recipient before delivery").

📌 Step 4: Choose Shipping Carrier & Payment Method​

1. Choose Shipping Carrier:​

  • Select an integrated partner carrier (Flash Express, Kerry, J&T, Post...).
  • Real-time freight rates are calculated based on weight, dimensions, and destination.

2. Choose Payment Method:​

  • Option A: Cash on Delivery (COD):
    • Customer pays courier upon receipt.
    • Amount to collect: Total COD = Subtotal + Shipping + Surcharges - Discounts.
  • Option B: Bank Wire / QR Transfer:
    • Displays receiving Bank Account selector.
    • Generates a Dynamic QR Code with exact order total and payment reference DH <Phone>.
    • Once paid, the remaining COD collection balance resets to $0.00.

📌 Step 5: Finalize Order & Print Receipts​

  • Click Save Order: Stored in New status with inventory reserved.
  • Click Save & Push Carrier: Immediately invokes carrier API to generate tracking numbers.
  • Click Print Receipt: Prints standard K80 POS receipts or carrier shipping labels.

💡 3. Order Amount Calculation Formulas​

1. Merchandise Subtotal = Sum (Item Quantity x Unit Price)
2. Total Order Value = Merchandise Subtotal + Shipping Fee + Surcharges - Discounts
3. COD Collection Amount = Total Order Value - Advance Prepayments