Create an order

Data entry form - header

When you create a new order in AbaNinja, you start with the data entry form. In the header, you first select the customer's address. You can choose an existing address or enter a new address directly without leaving the form. In addition to the address, you can specify other header information such as the order date, reference, delivery date, and currency. If specific payment conditions or account suggestions are already stored on the address, they will be automatically taken over. The header forms the basis for the order and should therefore be carefully filled out. Changes to the address or header data are only possible as long as the order is in the "draft" status.

Items and products

In the next step, you add the items to the order. You can choose from existing products, create new products, or enter manual items. For each item, you can individually specify the quantity, unit, price, VAT, and discount. The "quantity" and "discount" columns can be optionally displayed or hidden.

Additional design options include:

• Grouping of identical products or by product group (if stored in the product master)
• Automatic sorting of items by product number or performance date
• Adding subtotals, separators, or page breaks

Public notes, conditions, and footer

Below the items, you can enter public notes for each order that are visible on the document. There are also fields for conditions and the footer. Standard conditions and standard footers can be predefined in the settings, but can be individually adjusted or supplemented for each order.

You also have the option to add attachments such as images or PDFs to the order (max. 5 MB per file).

Actions and Status

Once the order is fully captured, you can save it as a draft, send it via email, or print it. The status of the order will automatically change depending on the action:

• Draft: The order can still be edited.
• Sent: After sending via email or printing. The order is no longer freely editable.
• Viewed: The customer has opened the order in the customer portal.
• Converted: The order has been converted, for example, into an invoice or delivery note.
• Archived: The order is completed and no longer actively needed, but can be restored at any time.

Notes

• Changes are only possible in the "Draft" status. After sending, the order may need to be cancelled to make adjustments.
• Archived orders still count towards the document limit of your subscription.
• For recurring or similar orders, it is recommended to use templates.