Comprehensive Guide to Sales Order Management in SwilERP

Comprehensive Guide to Sales Order Management in SwilERP

Manage your Sales Order in SwilERP: A Complete Guide

Why is the Order Fulfillment Process Essential?

The order fulfillment process is essential for businesses because it directly impacts customer satisfaction, operational efficiency, and overall success. Efficient order fulfillment ensures timely delivery of products, reduces errors, and enhances customer loyalty. It streamlines inventory management, boosts revenue, and maintains a positive brand reputation, making it a critical component of any successful business operation.

What Benefits Come from Properly Executed Order Fulfillment?

  1. Better management of variable order volumes: Proper order fulfillment processes help businesses adapt to these fluctuations efficiently. With streamlined procedures in place, you can scale your operations up or down as needed, ensuring you meet customer demand without overextending your resources during peak periods or having excess capacity during slow times.
  2. Faster fulfilment time: Timeliness is essential in meeting customer expectations. Efficient order fulfillment reduces the time it takes to process and dispatch orders Timeliness is essential in meeting customer expectations. Efficient order fulfillment reduces the time it takes to process and dispatch orders.
  3. Better stock management: Proper order fulfillment includes robust inventory management practices. This ensures that stock levels are accurately monitored, preventing overstocking or understocking of products.
  4. Better customer satisfaction: Happy customers are more likely to become repeat buyers and brand advocates. Properly executed order fulfillment enhances customer satisfaction by ensuring orders are accurate, delivered on time, and well-packaged. 
  5. Increase Profitability: Efficient order fulfillment directly impacts your bottom line. Reduced operational costs, minimized errors, and improved customer retention all contribute to higher profitability. Moreover, by optimizing inventory turnover rates, you can free up capital that can be reinvested in your business or used to explore growth opportunities.

Kanban View in SwilPOS

With our SwilPOS mobile app, you get a clear Kanban view of your business, offering real-time insights into the order fulfilment process. Stay updated on progress effortlessly. A Kanban view is an excellent visual tool to showcase the various stages of order fulfilment in a clear and organized manner. It provides real-time visibility into the status of each order and helps teams manage their tasks effectively.

  1. Real-Time Visibility: Provide a clear, at-a-glance overview of order statuses.
  2. Efficiency: Streamline workflow and task management.
  3. Error Reduction: Minimize bottlenecks and errors in the fulfillment process.

Order Generation: A How-To Guide

The Multichannel in Order Creation

The multichannel advantage in order creation means using different ways to sell products. This helps businesses reach more people, get more orders, and make process easier for customers. When businesses use online b2b ordering app, sales counter, tele calling, e-commerce app and sales person together, they can make their order process better, which helps to grow your business.

Benefits of Using Multichannel Order Creation
  1. Expanded Market Reach: Multichannel order creation allows businesses to tap into diverse customer segments through various sales channels, reaching a broader audience.
  2. Increased Order Volume: Leveraging multiple channels increases the likelihood of receiving more orders, leading to higher sales and revenue.
  3. Enhanced Customer Convenience: Customers can choose their preferred ordering method, making the process more convenient and customer-centric.
  4. Improved Sales Process Efficiency: A multichannel approach streamlines order processing, reducing bottlenecks and improving overall operational efficiency.
  5. Catering to Diverse Preferences: Different customers may have varying preferences for how they place orders, and a multichannel strategy accommodates these differences.
  6. Competitive Advantage: Businesses that offer multiple ordering options gain a competitive edge by providing flexibility and accessibility to customers.

Simplified Advance Receipts Handling in SwilERP

The advance receipt process plays a crucial role in businesses for several reasons. It enables companies to manage funds efficiently and maintain clear financial records. When customers make advance payments, it ensures that the money received is accurately recorded and allocated for future transactions.
In cases where sales invoices are raised against advance payments, as in SwilERP software, the process allows for seamless adjustment, preventing discrepancies in accounting.

Additionally, the advance receipt process enhances trust and transparency with customers by demonstrating a commitment to fulfilling orders or services. Ultimately, it streamlines financial operations, contributing to improved financial stability and the overall success of the business.

Benefits of Advance Receipts Entry
  1. Enhanced Cash Flow Management: Simplified advance receipts handling in SwilERP improves cash flow by efficiently recording and managing credit payments from customers.
  2. Accurate Financial Records: The system ensures precise accounting by systematically documenting advance receipts, reducing the risk of errors.
  3. Improved Customer Relations: Streamlined processes enable prompt acknowledgment of advance payments, enhancing customer satisfaction and loyalty.
  4. Efficient Transaction Tracking: SwilERP simplifies the tracking of advance receipts, making it easier to monitor outstanding payments and manage credit accounts effectively.
  5. Time and Resource Savings: Automated handling reduces manual effort, allowing staff to focus on more strategic tasks and saving time and resources.
  6. Compliance and Reporting: The system aids in compliance with financial regulations and facilitates the generation of accurate financial reports.

 Order Review

The order review process in the SwilSORT Mobile App is a crucial step in ensuring the accuracy and efficiency of order management. After sorting orders, users can seamlessly review them, add or reduce product quantities, and even convert orders into invoices and challans. This process provides a comprehensive view of invoices, challans, and orders, allowing for easy organization and refinement of information. It enhances order tracking and ensures a smooth transition from the "Review" stage to "Packing" in the SwilERP Sales Invoice window, ultimately contributing to a streamlined and error-free order fulfilment process.

How to review order with the help of SwilSORT: Order review

  1. Accuracy and Error Reduction: The order review process enhances order accuracy by allowing users to verify and adjust product quantities, reducing the likelihood of errors in shipments.
  2. Order Organization: Users can easily organize and refine information, ensuring a streamlined and well-organized order management system.
  3. Real-Time Tracking: The process provides real-time order tracking, enabling users to monitor orders from the "Review" stage to "Packing," promoting transparency and efficiency.
  4. Customization and Adaptability: Users have the flexibility to add or reduce product quantities and convert orders into invoices or challans, adapting the process to specific business needs.
  5. Error-Free Fulfilment: With meticulous order review, businesses can minimize errors and ensure a smooth transition from review to packing, leading to error-free order fulfillment.

Order Picking

In the SwilSORT Mobile App, users can optimize their order picking process through the Settings feature. After logging in, users can select transaction series, choose between Simultaneous Picking and Sequential Picking, and even apply Shelf ID Filters to tailor the app to their preferences. This customization ensures efficient and organized order picking, streamlining the workflow for enhanced productivity and accuracy.

  1. Simultaneous Picking between multiple shelf areas: Simultaneous Picking displays orders from various areas all at once.
  2. Sequential Picking for every order: Sequential Picking organizes orders floor by floor.
Make your order picking process easier with SwilSORT: Order Picking

  1. Increased Efficiency: Order picking customization in SwilSORT enhances efficiency, reducing the time required to pick orders accurately.
  2. Enhanced Accuracy: Users can tailor the app to their preferences, resulting in more accurate order picking.
  3. Streamlined Workflow: The ability to choose between simultaneous and sequential picking allows for a streamlined order processing workflow.
  4. Reduced Errors: Customization minimizes errors in order picking, leading to improved order accuracy.
  5. Improved Productivity: SwilSORT's order picking features improve overall productivity by optimizing the order fulfillment process.
  6. Tailored to Business Needs: Users can adapt order picking settings to match specific business requirements, ensuring a more efficient and organized operation.
Stock Review and Analysis

Reviewing stocks in the SwilSORT Mobile App involves a crucial step in ensuring inventory accuracy. After logging in and accessing the relevant transactions, users can reconcile products by comparing physical stock with stock in SwilERP. This process allows for easy adjustments, either by manually entering quantities or scanning barcodes. The Stock Counting display provides a draft status for reconciled products, and users can edit details if needed before finalizing changes. This streamlined approach ensures precise inventory records and optimized operations, contributing to efficient stock management.

Stock review and analysis: Order checking

  1. Inventory Accuracy: Stock review and analysis ensure that physical stock aligns with recorded inventory, minimizing discrepancies and errors.
  2. Efficient Adjustments: Users can easily adjust inventory quantities, either manually or by scanning barcodes, ensuring precise stock levels.
  3. Real-Time Insights: Stock review and analysis offer real-time insights into inventory discrepancies, enabling prompt corrective actions.
  4. Optimized Operations: Accurate stock records lead to optimized operations, reducing the risk of overstocking or stockouts.
  5. Enhanced Decision-Making: Access to precise inventory data facilitates informed decision-making regarding purchasing, restocking, and inventory management strategies.
Order Packing

The order packing process in the SwilSORT Mobile App streamlines the transition of orders from the "Packing" stage to "Ready to Pickup." After logging in and accessing the relevant orders, users can efficiently pack items, specify the number of boxes, add remarks, and advance the order status. This ensures that orders are prepared and awaiting pickup, facilitating a seamless and organized order fulfillment workflow. SwilSORT simplifies the packing process, contributing to enhanced efficiency and customer satisfaction in the SwilERP Sales Invoice window.

Order packing streamlines the workflow: Order Packing

  1. Organized Preparation: Order packing helps in systematically preparing orders, reducing the chances of errors and ensuring a smooth workflow.
  2. Timely Order Completion: The packing process facilitates the timely completion of orders, meeting delivery deadlines and customer expectations.
  3. Reduced Confusion: Users can specify the number of boxes and add remarks, reducing any potential confusion during order pickup.
  4. Enhanced Customer Satisfaction: Efficient order packing leads to faster order fulfillment, resulting in satisfied customers.
  5. Accurate Order Tracking: The process provides accurate tracking of orders from the "Packing" stage to "Ready to Pickup," ensuring transparency in the order fulfillment cycle.
  6. Improved Workflow: Order packing streamlines the workflow, allowing for better organization and management of orders, ultimately benefiting both businesses and customers.
Order for Pickup or Delivery

Upon completing these steps, the order is ready for pickup, marking a significant milestone in the fulfillment process. Subsequently, it can proceed to the "Out for Delivery" stage for efficient and timely customer service.

  1. Customer Transparency: It provides customers with the exact moment their order is prepared and ready for collection, ensuring they can plan their visit accordingly.
  2. Minimized Wait Times: Customers can time their arrival at the store or pickup location, reducing wait times and enhancing their overall satisfaction.
  3. Resource Optimization: Helps businesses allocate staff and resources efficiently, as they can prepare orders just in time, minimizing idle periods and labor costs.
  4. Enhanced Customer Communication: Businesses can proactively communicate with customers once orders are ready for pickup, enhancing overall customer experience.
  5. Error Prevention: By confirming order accuracy at the "Ready for Pickup" stage, businesses can significantly reduce the chances of handing customers the wrong items, leading to a smoother pickup experience.
Out for Delivery

Once an order is ready for pickup, it becomes visible in the dispatch application. Users can then retrieve the products, conduct security checks, and prepare them for delivery, ensuring a smooth transition from the warehouse to the customer's doorstep.

Dispatch your product in just three steps:

     Ready for Pick Up

     Security Check

     Active Deliveries/ Ready for Delivery

  1. Swift Product Retrieval: Orders marked as "Out for Delivery" expedite the process of retrieving products from the warehouse, reducing waiting times.
  2. Enhanced Security: Security checks conducted at this stage ensure that the correct products are dispatched, minimizing errors and discrepancies.
  3. Efficient Route Planning: Orders are organized and prepared for optimal route planning, reducing delivery time and fuel costs.
  4. Real-time Visibility: The "Out for Delivery" status provides real-time visibility for both the delivery team and customers, enhancing transparency.
  5. Improved Customer Experience: Timely and accurate deliveries contribute to improved customer satisfaction and loyalty.
  6. Resource Utilization: Efficient delivery management optimizes resource utilization, ultimately leading to cost savings.

Confirm Delivery with Payment Mode Selection

Users can conclude the order fulfillment process by choosing a payment mode, whether it's cash, credit, or cheque, providing flexibility and convenience in settling transactions and ensuring a seamless end to the process.

  1. Payment Flexibility: Customers have the freedom to choose their preferred payment method, enhancing convenience.
  2. Speedy Transactions: Payment mode selection expedites the checkout process, reducing waiting times for both customers and staff.
  3. Accurate Record-keeping: The selected payment mode is recorded for accurate financial tracking and reporting.
  4. Reduced Errors: Manual errors in payment processing are minimized, ensuring accurate transactions.
  5. Customer Convenience: Payment mode selection enhances the overall customer experience, making it more tailored to individual preferences.
  6. Efficient Accounting: Streamlined payment recording facilitates efficient accounting and financial management.


Navigating the sales order process in SwilERP is like following a clear path to business success. This journey includes creating orders, managing them, and making sure customers get what they want on time. It's like a well-orchestrated symphony, with each part playing a vital role. It helps businesses sell efficiently, deliver on time, and keep their inventory in check, all while keeping customers happy. Every step in this process shows how much care goes into each order, making it more than just a sale. It's an experience that customers appreciate. It's like a carefully choreographed dance where everything works smoothly, ensuring that customers are delighted.

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