Luminous Product

How to Create an Order in Luminous

In this article:
  • Step 1: Access the Sales Order Grid
  • Step 2: Create a New Sales Order
  • Step 3: Enter Order Information
  • Step 4: Set Channel and Allocation Details
  • Step 5: Add Products to the Order
  • Step 6: Add Charges and Taxes
  • Step 7: Review and Save the Order
  • Step 8: Manage the Order

Follow these step-by-step instructions to create an order in Luminous using the Sales Order Grid. This guide will walk you through every detail, from entering order information to saving and managing the order.

‍

Step 1: Access the Sales Order Grid

  1. Navigate to the Shipping section.
  2. Click on Sales Order Grid to view all your orders in various stages and statuses.
    • You can customize the columns and filters in this grid, which will be covered in another guide.

Step 2: Create a New Sales Order

  1. In the Sales Order Grid, click the Actions button in the top-right corner.
  2. Select Create Sales Order from the dropdown menu.

Step 3: Enter Order Information

  1. Order Details:
    • Add an Order Number and a Customer PO Number (if applicable).
    • Specify the Order Date and a Requested Ship Date (if different).
  2. Customer and Shipping Information:
    • Select the Company for the order.
    • Add or edit the company details if necessary.
    • Choose from the customer's stored shipping addresses, or add a new one.
  3. Notes:
    • Add Customer-Facing Notes (e.g., messages for the packing slip).
    • Add Internal Notes for team use within Luminous.

Step 4: Set Channel and Allocation Details

  1. Channel:
    • Select a channel for the order.
    • Channels can be configured for automation, such as:
      • Pushing orders to ShipStation.
      • Automatically creating invoices.
  2. Order Allocation:
    • Choose the allocation status:
      • Allocated: Inventory is committed and deducted from availability.
      • Unallocated: Inventory is not yet committed (useful for future orders).
    • You can adjust the allocation status later if needed.

Step 5: Add Products to the Order

  1. Add products to the order:
    • If a SKU doesn't exist in Luminous yet, click Add New SKU to create it.
    • Use Add Multiple Line Items to filter and bulk select products, and set quantities in bulk.
  2. Customize each line item:
    • Add an Estimated Ship Date and track whether the line item has been accepted.
    • View Stock Levels for the associated warehouse group by hovering over the product.
    • Adjust pricing by:
      • Overriding the wholesale price.
      • Applying price levels.
      • Adding discounts (percentage or dollar amount).
  3. Use the Calculator Icon to calculate subtotals for the order.

Step 6: Add Charges and Taxes

  1. Scroll down to include:
    • Shipping Charges.
    • Tax Charges (if applicable).

Step 7: Review and Save the Order

  1. Review all entered information to ensure accuracy.
  2. Click Save to create the order.

Step 8: Manage the Order

Once the order is created, it will appear in the Sales Order Grid, where you can:

  • Create an invoice from the order.
  • Push the order to an Order Management System (OMS) or Warehouse Management System (WMS).
  • Add tracking numbers or put the order on hold.

Further actions and features of the Sales Order Grid will be explained in another guide. By following these steps, you can efficiently create and manage orders in Luminous.

Video transcript

The Sales Order Grid

This is going to be a quick video about creating an order inside of Luminous. We're going to come down to Shipping and go to the Sales Order Grid. The Sales Order Grid offers a couple of different things: we're able to see all of our orders in different stages and statuses, and you're able to customize columns and filters, which we'll dive into in another video.

Create the sales order

To create an order, go up to the top right, click Actions, and click Create Sales Order. From this view, you fill out the information for the order.

You can put in an order number. You can also include a customer PO number, which is extremely helpful. You can also indicate the order date, and the requested ship date if it's different.

Company, addresses and notes

Tying into the CRM in Luminous, you're able to choose which company this order is for. I can choose the company, edit it here, or add a new one directly from this view. This will all be auto-populated if it's included in the contact details, but you can also fill it out here.

This is also where you can store multiple shipping addresses for a client, if they have them, and choose which one you want to ship to.

You can include customer-facing notes, which can be printed on something like a packing slip that ships to the customer. An internal note is just for your team to see inside Luminous.

Choose a channel

Next, we can choose a channel. This is helpful because you may configure each channel differently. You may want one channel to push to ShipStation and another one not to. You may also have a channel with an automation that automatically creates invoices when a sales order is created or when it's shipped. You have some flexibility there in the channel setup.

Allocated vs. unallocated

I'm also able to set the status of this order as allocated or unallocated. Allocated means this inventory is committed; it's taken out of availability. Unallocated is not. You might use unallocated if an order is being fulfilled months in advance and you don't want to commit the inventory quite yet. You can change the allocation status after creating the order as well.

Add SKUs and line items

Now comes the part where you add SKUs to the order, in the top left. If a SKU doesn't exist in Luminous yet and needs to be added, you can click Add New SKU. You can also use Add Multiple Line Items, where you can filter by the products you want to add, bulk select them, bulk update the quantity if you'd like, and add all those products in.

There are a couple of other statuses at the line item level. You can include an estimated ship date and a status for whether the line item has been accepted. I can also hover over a line to see the stock levels of the warehouse group this channel is tied to, which is extremely useful.

Pricing, discounts and subtotals

You're also able to override pricing. The price pulls from the product's wholesale price, and I can override it. I can also set different price levels, which apply across the board, and apply discounts as a dollar amount or percentage by line item.

There's also the option to calculate subtotals using this calculator icon. You can switch up the columns available on this grid, too.

Shipping charges and tax

You can scroll down and add additional shipping charges, or a tax charge if you want to include one on this order.

Save and manage the order

Once everything looks good and I've reviewed all the information, I click Save. That creates the order in the system, and it will now appear on the Sales Order Grid. From there you can take other actions on it: create an invoice from the order, push it to another OMS or WMS, add a tracking number or put it on hold. You can do a plethora of different things, which we'll tackle in another video. And that's about it. Thanks, guys.

Join the Luminous community today.

Subscribe for updates from Luminous—fresh insight delivered to your inbox twice a month.
Get started today