Managing Orders


LeafLink streamlines all of your orders on one platform. Whether the order is placed directly by a retailer or entered by a member of your team, all your orders enter the same flow. At any time, a member of your team can log in to LeafLink to see the status of a current order or pull a report analyzing your order history.

View the details and status for each of your orders using the Orders Received page.

There are two ways that new orders from retailers can be added to your Orders Received queue.

  1. Organic Order: A retailer places an order for your brand on LeafLink.
  2. Manual Order: A sales representative receives an order from a customer and enters it manually into LeafLink.

Both of these types of orders will enter Orders Received in the Submitted state. An organic order will have a LeafLink logo in the Source column, and a manual order will have a gray notepad icon.

Whether organic or manual, all of your orders can be handled in the same way on LeafLink. Both types of orders will appear in your reporting and in Customers’ records. The key difference is that organic orders automatically generate email alerts to your team and to customers, and manual orders optionally send alerts to both parties. (To set up your email notifications, go to Settings).

Although all orders appear in Orders Received, all Accepted orders will also appear in the Fulfillment Queue and all Fulfilled orders will appear in the Shipment Queue. These queues allow your fulfillment team to more easily see which products they need to pick, pack, and ship for each order.

Receiving an Organic Order on LeafLink

When a retailer places an order for your brand on LeafLink, the order will appear in Orders Received and you will receive an email notification.

You can view the details of the order by clicking Orders Received in the LeafLink navigation panel. Then, click the vertical ellipsis to the left of the order and select View.

When you receive the order, it will be in the Submitted state. It’s important when receiving an organic order on LeafLink that you confirm with the retailer that you have received and will fulfill the order. You can do this by moving it from the Submitted to the Accepted state. When accepted, the retailer will receive an email notification as well as a status update in their LeafLink account, which will give them confidence that their order will be fulfilled by your team.

Alternatively, you can edit the order before accepting it or reject the order.

To accept or reject the order, follow these steps:

  1. Click ellipsis-icon.png next to the order.
  2. Click Accepted or Rejected.
    • If an organic order (created by the retailer) is Accepted or Rejected, the retailer will receive a notification via email that their order was accepted or rejected. It will also appear as Accepted in their Orders Sent in LeafLink.
    • If a manual order (created by your team) is Accepted or Rejected, it will only send an email notification if you have selected this option in Settings. Otherwise, it will only appear in their Orders Sent.

When you mark an order Accepted, you cannot move the order back to Submitted. However, you will still be able to edit or reject the order in the Accepted state.

Creating a New Order for a Customer

We encourage you to have your retailers order from you on LeafLink to save you time. However, in the case that they opt to call, email, or text you with a new order, you can manually create an order on their behalf on LeafLink.

To create an order for retailer, they will need to have a customer record in Customers. Learn more about how to add customers here.

To create a new order for a customer, click Customers in the LeafLink navigation panel. Find the customer for which you’d like to create an order. Then, follow these steps:

  1. Click ellipsis-icon.png to the left of the customer name and select Create Order.
  2. Search for the name of product you would like to add to the order. Click the product name when it appears. To shorten the list of products that appear, you can filter it using the Filter by Product Line dropdown.
  3. The price that you set for this product in Inventory will automatically appear in the Price field. If the product is discounted for the customer, you can enter the special price in the Sale Price field.
  4. Enter the quantity of products in the Qty field.
  5. Click Add to Order.
  6. Repeat these steps for each of the products you’d like to add to the order.
  7. By default, products in the order are listed in alphabetical order. You can customize the listing order by clicking Custom. Then, use the drag icon to move the items up and down the list.
  8. You can add a discount to the full order by entering the discount amount in the Discount field. Use the dropdown to change it from a percentage discount to a dollar discount.
  9. Add Order Notes to the order if you’d like your team and your retailer to see them. (You can add internal notes for only your team once the order is created in Order Summary).
  10. Click Create Order.

If the product you are adding is a sample, follow the steps here.

If the product you are adding is backordered, check the Backorder checkbox. It will separate that item into its own order automatically. You can then fulfill that order separately when the item is back in stock.

Once the order is created, you can review the Order Summary. The order will also appear in Orders Received.

Editing an Existing Order

Whether an order is organic or manual, you may wish to make edits to it during its lifecycle in LeafLink. You may edit an order in any state other than Rejected or Cancelled (see more on order statuses in the Tracking an Order’s Status section below). However, in the Fulfilled, Shipped, or Completed states, your edits will not affect your inventory. This means that you would need to update your product availability manually after editing the order, if it indeed affects your inventory. Therefore, it is recommended that you make any edits to an order before you move it from Submitted to Accepted.

To edit an order in LeafLink, click Orders Received. Then, follow these steps:

  1. Scroll to the order you’d like to edit, and click the vertical ellipsis to the left. Select View.
  2. On the Order Summary page, select Actions in the top right corner. Then, choose Edit Order.
  3. You may edit the quantity, notes, price, or sales price of a product already included in the order by clicking the edit icon to the left of the order. To save your work, hit Enter or click the check next to each field.
  4. To stop editing a product, click the edit icon again.
  5. To remove a product from the order completely, click the trash icon to the left.
  6. To add more products to the order, click Add a Product follow the same steps you would when creating a manual order.
  7. Click Save Changes.

Tracking an Order’s Status in LeafLink

You can track an order’s status from Submitted through to Complete on LeafLink.

The following are definitions of each LeafLink order status:

  • Submitted: The retailer placed an order for your brand on LeafLink.
  • Accepted: You have accepted an order submitted by a retailer or you entered a new manual order for the retailer.
  • Backorder: The items in this order were on backorder at the time of purchase and will be accepted once they are back in stock.
  • Fulfilled: The order has been picked, packed, and staged for delivery.
  • Shipped: The product has been sent out for delivery and is no longer in the facility.
  • Completed: The retailer has received the order.
  • Cancelled: The retailer has chosen to cancel their order.
  • Rejected: You have chosen to cancel the order.

Only retailers can Submit or Cancel an order, but as a brand, you can change the order status as it moves through your facility to the customer.

Generally, the way to update an order’s status is from Orders Received. There, you can click the vertical ellipsis to the left of an order. In the dropdown, you can select to move the order to the next step in the order flow or reject the order.

If an order is organic, the retailer will receive notifications when the order is Accepted, Shipped, or Rejected. If manual, they will not receive notifications unless you turn them on in Settings.

If your fulfillment team is using LeafLink, they can more closely manage an order’s status in the Fulfillment Queue and Shipment Queue.

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