Order
- Order Status
- Payment Types
- Delivery Type
- Branches
- Shipping Rate
Introduction
The Order Page in iPOS is where you can create, view, and manage customer orders. This is useful for handling advance orders, deliveries, pickups, or special requests that aren't immediate sales. It bridges sales and inventory, ensuring accurate tracking and smooth customer service.
Step 1: Access the Order Page
Login to your iPOS dashboard.
From the sidebar or top menu, go to Orders.
Click “New Order” to begin a new customer order.
Step 2: Select Customer
You can choose an existing customer or click “Add Customer” to create a new one.
This helps keep track of customer orders and preferences.
Step 3: Add Items to the Order
Search or scan products to add them to the order.
You can:
Adjust quantity
Set priceAdd discounts (per item or total)
Step 4: Set Order Details
Choose:
Order status (Name , Color , Pending, Confirmed, Processing, Delivered, Cancelled, etc.)
Payment status (Paid, Unpaid, Partially Paid)
Delivery type (Pickup, Delivery)
Delivery date/time if required
Step 1 : Order Statuses
What are Order Statuses
Order statuses help you track the progress of each customer order — from the moment it is placed to final delivery or completion.
These statuses improve communication and streamline operations.
New Order Status
Label: New
Meaning: This status is assigned to an order immediately after it is created or placed by the customer or cashier.What It Represents:
The order has been recorded in the system.
It has not yet been processed, packed, or delivered.
It is waiting for action — such as confirmation, preparation, or assignment.Example Use Case:
A customer places an order for 2 biryanis through the POS system.
The system tags this as a “New” order — letting the kitchen or staff know that this order needs to be handled next.
What Happens Next?
After "New", the order may go through various stages like: Confirmed / In Progress – Someone is preparing or handling the order.
Ready / Completed – It’s ready for pickup or delivery.
Delivered / Collected – The order has been given to the customer.
Cancelled – The order was not processed or was rejected.Step 2 : Payment Types
Overview
This section in your POS (Point of Sale) system helps you manage the different methods of payment that customers can use to complete their purchases. You can add, edit, or view payment options from here.
New Payment Type
This allows you to add a new payment method to your system.
You’ll usually need to enter:
Name (e.g., PayPal, Bank Transfer)
Image/Icon (optional)
Status – whether it is currently available or notOptions in the Table
|Column | Explanation | |Name |Name of the payment method | |Image |An icon or image that represents the method (e.g., card symbol, cash icon) | |Available |Indicates if the method is currently usable by customers | |View |Click to see more details about the payment method | |Edit |Click to update or change the payment method details |
Examples in Your System
-
COD (Cash on Delivery)
Customers pay by cash when they receive the item. Available: Yes Good for offline/local deliveries -
Stripe
An online payment gateway for credit/debit cards. Available: Yes Suitable for online transactions, secure and fast
Create Payment Type
This form allows you to add a new method of payment that customers can use at checkout
(e.g., bank transfer, mobile wallet, credit card).
🔹 1. Name*
Required field Enter the name of the payment method (e.g., "Cash on Delivery", "Credit Card", "Bank Transfer", "EzCash", "Stripe"). This is what users and staff will see during checkout.
🔹 2. Description*
Required field Provide a brief explanation of the payment method. Example: “Customer pays cash when the order is delivered.” Or: “Secure online payment using credit or debit cards.”
🔹 3. Image (600 x 600 pixels)
Optional but recommended Upload a logo or icon representing the payment method (e.g., credit card symbol, bank logo). Helps users recognize payment options quickly. Must be 600x600 pixels in size for best appearance.
🔹 4. Available*
Required field Set whether this payment type is active (available) or not.
If checked = It will appear at checkout for customers.
If unchecked = Hidden from customers but saved in the system.
Step 3 : Delivery Type
This section allows you to create and manage different types of delivery options offered to customers, depending on how you fulfill orders.
Example Delivery Types:
Home Delivery Pickup at Store Curbside Pickup Dine-in Third-Party Courier
New Delivery Type
Fields Explained
🔹 Name (Required)
Enter the name of the delivery method.
Example: Home Delivery, Pickup, Courier, etc.
🔹 Description
Give a brief explanation of this delivery type.
Example: “Delivered to customer’s address within 24 hours.”
🔹 Icon
You can upload an image/icon that visually represents the delivery type.
Example: a truck icon for delivery, or a shopping bag for pickup.
Recommended size: 600 x 600 pixels
🔹 Order
This sets the display order (priority) of this delivery method in the list.
Lower numbers (e.g., 1, 2) appear first.
🔹 Slug
This is a unique identifier (usually auto-generated from the name).
Example: home-delivery
Used for internal system references or URLs.
🔹 Color
Choose a color code to visually identify this delivery type (optional).
It can be helpful for dashboards, labels, or tags in the UI.
Create Delivery Type
This form allows you to add a new delivery method to your system, which helps manage how orders are delivered or picked up by customers.
🔹 Name
Enter the name of the delivery method. Example: Home Delivery Store Pickup
🔹 Description
Provide a short explanation of this delivery type.
Example:
“Customer receives the order at their home”
“Customer collects the order from the store”🔹 Icon
Upload an image or icon that represents the delivery type.
Example:
A truck icon for delivery
A shopping bag for pickup
Recommended size: 600 × 600 pixels.🔹 Ord (Order)
Set the display order (priority) of the delivery type in lists.
Lower numbers appear first.
Example:
1 = Show first
2 = Show second🔹 Slug
A unique ID for the delivery type (usually auto-generated from the name).
Used internally by the system or in links/URLs.
Example:
home-delivery
store-pickup🔹 Color
Choose a color label to visually represent or tag this delivery method.
This color might show up in dashboards, reports, or order tickets.Step 4 : Click the Branch Section
Overview:
The "Branches" section provides a centralized place to view, add, and modify details for each branch or store your business operates. This is crucial for managing inventory, sales, and potentially other aspects of your business on a per-location basis.
Elements on the Page:
New branch:
This is a button or link that allows you to create a new entry for a branch in the system. Clicking this will likely open a form where you can input the details for the new location.
Create Branch:
This form is used to add a new physical location or branch of your business to the system.
Fields in the "Create Branch" Form:
Name*:
💠 This field is for entering the name of the new branch.
💠This should be a clear and easily identifiable name for your business location
(e.g., "Main Street Store," "Warehouse Branch," "Online Division").💠The asterisk (*) indicates that this is a mandatory field. You must provide a name for the branch to create it.
Address*:
💠This field is for entering the physical address of the new branch. This should include all necessary details for the location
(e.g., street number, street name, city, state/province, postal code, country).💠The asterisk (*) indicates that this is a mandatory field. You must provide an address for the branch.
Mobile:
💠This field is for entering the mobile phone number associated with this branch. This could be the main contact number for the location.
💠This field is optional. You can leave it blank if the branch doesn't have a specific mobile number or if you don't want to enter it at this time.
Phone:
💠This field is for entering the landline phone number associated with this branch.
💠This could be the main business phone number for the location.
💠This field is optional. You can leave it blank if the branch doesn't have a landline or if you don't want to enter it at this time.
Email:
💠This field is for entering the email address associated with this branch.
💠This could be a general inquiry email or the email address of the branch manager.
💠This field is optional. You can leave it blank if the branch doesn't have a specific email address or if you don't want to enter it at this time.
Step 5 : After Create Shipping Rates
Shipping Rates define how much a customer has to pay for the delivery of their order based on conditions like location, delivery type, or order value. This helps businesses charge fairly and consistently for shipping services.
New Shipping Rate
When you create a new shipping rate, you set up the rules and prices for how much to charge for deliveries.
Here's what you'll usually fill out:
🔹 Name
A label or title for the shipping rate.
Example:
Standard Delivery - Colombo
Express Shipping - Islandwide🔹 Delivery Type
Choose the delivery method this shipping rate applies to.
Example:
Home Delivery
Pickup Point
Courier Service🔹 Location / Zone
Select the geographic area or zone the rate applies to.
Example:
Colombo City
Northern Province
Entire Sri Lanka🔹 Shipping Cost
The amount charged to the customer for this delivery.
Example:
Rs. 300 for local delivery
Rs. 1000 for nationwide express🔹 Minimum Order Value (optional)
The minimum order amount for this rate to be applied.
Useful if you want to give free or discounted delivery on big orders.
🔹 Maximum Order Weight or Quantity (optional)
Limits shipping by order weight or quantity if needed.
🔹 Estimated Delivery Time
Inform customers how long delivery will take.
Example:
1-2 days
Within 24 hours
Up to 5 business daysCraete Shipping Rate
When you're creating a shipping rate, you're defining how much to charge for delivering an item based on weight, method, or location.
Here's what each field means:
-
Weight
This is the weight of the item or order the shipping rate applies to.
Used when your shipping charges are based on weight.
Example: 5 (for 5 kg or 5 units of the selected unit)
-
Unit ID
This tells the system which unit of measurement you're using for weight.
Common units: kg (kilogram) g (gram) lb (pound) This field helps the system calculate charges accurately.
-
Charge
This is the actual delivery fee charged for the defined weight.
Example: If Weight = 5, and Charge = 500, then orders weighing 5 kg are charged Rs. 500 for delivery.
-
Chargeable Type*
This defines what kind of item or service this shipping rate applies to.
Usually refers to: Product Order Delivery TypeIt helps the system link this rate to a specific type of item or service.
-
Chargeable ID*
This is the ID number or code of the item, delivery type, or product the rate applies to.
It connects this shipping rate with the specific thing you want to charge for
(e.g., a product category or delivery method).
Example:
Field Value Weight 5 Unit ID kg Charge Rs. 500 Chargeable Type Delivery Type Chargeable ID 3 (e.g., Express Delivery)
This means: For express delivery, charge Rs. 500 for items weighing 5 kg.
Step 5: Add Notes or Instructions
Use the Notes section to include:
Special requests
Delivery instructions
Internal staff reminders
Step 6: Save or Confirm the Order
Click “Save” to keep it as a draft or “Confirm” to finalize.
Once confirmed:
It appears in the Order List
You can later update the order status
(e.g., mark as delivered)Managing Orders (After Creation)
Edit or Update Orders
Go to the Orders list
Click “Edit” on any order to:
Change item quantity
Update status (Processing → Delivered)
Add payments or notes
Print or Share Invoice
Generate an invoice for the order
Options to Print, Download PDF, or Send by Email/WhatsApp
Record Payment
If the order is unpaid or partially paid:
Click “Add Payment”
Choose payment method (cash, card, etc.)
Additional Features on the Order Page
Filter by status (Pending, Delivered, etc.)
Search by customer, invoice, or date
Export orders for reporting
Integration with Inventory & POS (stock gets adjusted once orders are fulfilled)
Conclusion:
Using the Order Page allows businesses to:
Handle advance or delivery orders easily
Track order status professionally
Improve customer experience
Keep inventory and sales accurate
It is especially helpful for:
Restaurants
Grocery stores
Hardware shops
Retailers with delivery or pick-up options
Orders Overview
This section provides a summary of all orders, including their statuses and counts.
🔹 All (147) – The total number of orders in the system.
🔹 Today (0) – Orders placed today.
🔹 Yesterday (0) – Orders placed yesterday.
🔹 Placed (9) – Orders that have been created but not yet processed.
🔹 Fulfilled (131) – Orders that have been successfully completed and delivered.
Use Case: You can track order trends and quickly check how many orders were placed, processed, or fulfilled over time.
Step 1 : Export Orders
The Export Today option allows you to download and save the latest order details for reporting or analysis.
🔹 How to Use:
Click the Export Today button.
Choose the file format (CSV, Excel, or PDF).
Save the file to your computer for record-keeping.
Use Case: Ideal for businesses that need daily reports on order processing and sales performance.
Step 2 : Sales Report
This section helps analyze sales performance based on different criteria.
🔹 By Category – View sales data grouped by product category.
🔹 Year – View sales performance for a specific year.
🔹 Monthly – View sales data for each month.
🔹 Cashier – Check the performance of individual cashiers based on sales transactions.
Use Case: Helps in identifying the best-selling products and tracking employee performance.
Step 3 : Search & Filter Options
🔹 Search – Allows you to find specific orders by order number, customer name, or other details.
🔹 Filter – Enables filtering based on date, status, customer, or branch.
Use Case: Useful for quickly finding orders instead of manually scrolling through the list.
Step 4 : Order Table & Bulk Actions
The order table displays all orders with relevant details.
🔹 Toggle Columns – Customize the visible columns by selecting or deselecting order details.
🔹 Select/Deselect All – Quickly select multiple orders for bulk actions such as processing, exporting, or deleting.
Use Case: Makes order management more flexible by allowing customized views and bulk processing.
Step 5 : Order Details Columns
Each order has the following details displayed in the table:
🔹 Date – The date the order was placed.
🔹 Order Status – Shows whether the order is Pending, Processing, Shipped, or Completed.
🔹 Serial No – A unique identification number for each order.
🔹 Customer – Name of the customer who placed the order.
🔹 Branch – The store or branch handling the order.
🔹 Subtotal – The total cost of items before any discounts or additional charges.
🔹 Discount – Any discount applied to the order.
🔹 Shipping – The shipping fee for delivery.
🔹 Total – The final amount payable after discounts and shipping charges.
Use Case: This structured format helps businesses track order progress and financial details at a glance.
Conclusion
The Orders Page in the POS system provides a comprehensive way to manage, track, and analyze all orders efficiently. With search, filters, reports, and export options, businesses can streamline order processing, monitor sales trends, and improve customer service.
Best Practices:
Use filters to quickly find specific orders.
Regularly export sales reports for record-keeping.
Monitor order status to ensure timely fulfillment.