Orders

The Orders page lets you browse, filter, and manage the orders recorded in your organisation. From here you can expand any order to read its line items, edit its tags and internal notes, download a per-order PDF, export the list to Excel, and create new orders.

Overview

This page shows live data rather than the offline cache, so it needs a connection: when you are offline it shows a message asking you to go online instead of a stale list.

Finding and filtering orders

The top row holds the tools for narrowing the list:

• Search — a search field (placeholder "Find order") that queries the server as you type, with a short debounce so it waits until you pause.
• Month / year filter — a month-and-year picker that defaults to the current month. You can go back up to five years; you cannot pick a month in the future.
• Excel export — exports the current list (see Exporting to Excel); disabled when the list is empty.
• Add — the primary "+" button that opens the order dialog (see Creating and editing an order). On a phone, the Add and Excel export actions are grouped inside a speed-dial.

Order columns

The list is a compact, server-paged table showing 25 orders per page, sorted by creation date (newest first). Its columns are:

• Created — the date and time the order was created, in your locale format.
• Order reference — the order's reference.
• Client — the client's name.
• Discount total — total discount, currency-formatted and right-aligned.
• Gross total — gross total, currency-formatted and right-aligned.
• VAT total — total VAT, currency-formatted and right-aligned.
• Credit applied — credit applied to the order, currency-formatted and right-aligned.

Amounts use your organisation's currency. The trailing actions cell shows a small tag icon when the order has tags and a note icon when it has internal notes, plus a PDF icon for downloading the order (see Downloading an order PDF). Clicking a row does nothing on its own — use the expander chevron to open a row, and the Add button to create a new order.

Creating and editing an order

The Add button opens a fullscreen dialog with two tabs, Order and Order items. Add is hidden for read-only users without edit permission.

The Order tab holds:

• Active / inactive switch — sets the order active or inactive.
• Client — an autocomplete limited to your organisation; selecting a client is required before you can save.
• Order reference — free text.
• Currency — up to three characters.
• Gross total — a number.
• Discount — a promotion autocomplete shown by code; choosing one links the order to that promotion.
• Discount total — a number.
• VAT total — a number.
• Paid at — a date-and-time field.
• Tag — free text.

Saving requires a selected client and an actual change to the form; on save the order and its items are stored together and the page reloads.

Order line items

The Order items tab is a table with its own Add ("+") button and inline-editable rows. Each row has editable Quantity, Gross, Discount, VAT and Tag columns plus a delete action. New rows start with a quantity of 1. Deleting a line item that was already saved soft-deletes it rather than dropping it outright.

Expanding an order: line-item breakdown, tags and notes

Expanding a row with its chevron lazily loads that order's items and shows them in a read-only inline table, sorted by category then description, with columns:

• Category
• Description
• Quantity
• Discount — currency-formatted.
• Gross — currency-formatted.

If the order has no items, a "no data" message is shown instead.

Below the line items is a metadata block where you can edit:

• Tags — add or remove tags as chips (type a tag and press enter, or pick one from previous tags); pick the small x on a chip to remove it.
• Internal notes — timestamped notes; each note shows its time, the author's name and the text, and you can add a new note from a field beneath them. These notes are saved on their own, separate from the order itself.

Downloading an order PDF

Each row's PDF icon downloads that order as a PDF. The file is named after the order reference (falling back to the order's id) — for example <orderReference>.pdf.

Exporting to Excel

The Excel export button in the top row exports the current order list to a CSV/Excel file. It is disabled when the list is empty.

Permissions and availability

The Orders page lives at /orders; its menu entry appears only when the Payments module is enabled. You need read permission for clients to view orders, and write permission for clients to add or edit them; without write permission the Add button is hidden and the order dialog is read-only; tags and internal notes on an expanded order remain editable regardless of write permission.