Orders Management in Salesforce – Part 1

Last Updated on June 1, 2022 by Rakesh Gupta

An order is a contract between a company and a customer to provide services or deliver products with a known quantity, price and date. You can use orders to automate your organization’s post-deal process. After Spring’14, Orders are now generally available. You can use Orders to customize your order management process in Salesforce.

Life Cycle of an Order

1. Customer decides to purchase products or services: – You may  identify this through a closed opportunity.
2. Create Orders : – You can create an order from the Orders tab or through the Order’s related list on an
account or a contract.
3. Review/Add Orders : – Now you can review all products added in Order Products correctly.
4. Activate Orders : – When an order is complete (ready to be shipped or provisioned), you can activate the order.
5. Order is provisioned or shipped : – Once an order is activated, users can respond to the order by provisioning services or shipping products that have been purchased.
6. Reduce Orders : – This step is optional. If your organization supports reduction orders , and a customer returns a product or requests a reduction of services, you can reduce an activated order.

Orders feature is available in Developer, Performance, Enterprise, Professional and Unlimited editions. Reduction in Orders feature is available in Developer, Performance, Enterprise and Unlimited editions.

In this article I will cover How to enable Orders, create, review and activate Orders (First four points), Rest part (Deactivate, Delete and Reduction Order, Reports ) I will be covering in the next article.

Enable Orders

For New organizations, Orders are automatically enabled. If your organization existed before Spring ’14, you need to manually enable orders.Once you enable it Orders and Order products will come in the picture. Order products represent services or products. To enable Orders follow the below instructions

• Click on Name | Setup | App Setup | Customize | Orders | Settings
• Select Enable Orders check-box

• Once Orders are enabled , you can also “Enable Reduction Orders” and “Enable Navigate Quantity“, if this feature supports in your organization
• Click on Save

Note: – Orders follow the sharing model of the parent account. This means that a user with read access to an account also has read access to all of that account’s orders.

Create Orders

You can create an order from the Orders tab or through the Orders related list on an account or a contract. By default, the status of a new order will be Draft. To create an Order it requires at least one active contract on account.  To create order follow the below instruction

• Create a contract for an account and activate it
• Add the Order related list to your account, contract page layout, then you can create orders directly
  from an account or contract
• Navigate to account for which you created a contract
• Navigate to Orders related list and click on “New Order” button as shown in below screen shot

• Fill the all required fields, by default status will be Draft. You can customize fields, create multiple page layout and record types according to your business requirements.

Note:- You can’t edit the account or contract fields on an order. Order Start Date can’t be earlier than the contract start date.

Review/Add Orders

The next step is add Order Product in to order that you created in the last step. To add the product into the Order, follow the below instruction

• Navigate to the Order for which you want to add product
• Navigate to Order Products related list and click on “Add Product” button

• Then Select Price Book ,  IF you have multiple Price Books for your organization and click on Save

  

• Now Select products that you want to add and click on the Select button, like below screen

• Now, add quantity and line description as per below screen shot

• Click on Save

Note:-

• Each order must be associated with only one price book. If the order is a child of a contract, the order inherits the contract’s price book. Once a price book has been assigned to an order, users can’t switch or remove the price book.
• To allow your users to assign price books at the contract level, add the Price Book field to
  the contract page layouts using a custom lookup relationship field.

Activate Orders

To activate Order follow the below instruction

• Navigate to Order that you want to activate
• Add Activate button on page layout, if it’s not available
• Click on Activate button to activate the Order

Note:-

• To activate or deactivate orders, users must have the “Activate Orders”user permission.
• An order must have order products before it can be activated.
• If an order has been activated, users can’t delete its order products or add new ones.
• Users can’t deactivate an order if it’s been reduced, regardless of the status of the reduction order.
• To deactivate an order, users must first deactivate and delete any associated reduction orders.
• To edit an activated order, users must have the “Edit Activated Orders” user permission.

To Add permission, it’s better to create a new Permission set with all permissions that are required to activate, delete or deactivate orders and assign it to users.

Orders Management in Salesforce – Part 2