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Getting started with OrderTrac

by Bradly Adams

So you just created an account with OrderTrac - now what? Well, you are in the right place because this guide will help you get started. Just follow along with the steps below to get your account set up.

Update your account settings

Under the Account section of the main menu, you will find the following pages where you can update settings. These settings apply to all locations under your account.

General settings

First, you need to set up a few account settings. On this page, you can set you company name, address, phone, etc. At the bottom of the page you will set your desired start values for purchase orders, sales orders, and items. If you don't have any preference, just leave them at 1000. The first item you create will have item id 1000, then the next will be 1001, then 1002, etc.

Categories

There are a list of categories created by default, but you may want to update these. From here, create or update the categories to fit your needs. Categories are very helpful for reporting. You can identify if a category is commissionable or not which allows you to run reports later on to calculate how much commission is owed to employees based on the total sales for commissionable categories.

Taxes

If you collect sales tax, set up your tax rates here. You can create a separate tax code for each tax authority you pay taxes to. When creating a tax, you can select Default Item Tax if you want that tax to be selected by default when creating new items.

Users

This is where you will add all your users. Each user will need their own login. When you add a user, that user will receive an email at the email you enter with an invite link. Once they click that link, they will be prompted to set up a password which is what they will use to log in.

User groups

User groups is how you can manage permissions. If you want certain users to have access to certain feature in OrderTrac, you will need to create a user group for each group of users that will have the same access levels. For example, you could have an Administrator group that has access to all features. Then you can have a Managers group which has access to all features except for maybe account billing which is part of the Account Administrator permission. Then you could have a Salesperson group which does not have access to certain reports to dashboard sales data, and so on.

Vendors

This is where you will add a list of all vendors. You will add all your manufacture, finish, transport, and POS vendors. When adding a vendor, select the vendor type to indicate what services that vendor offers. Fill out the vendor name, email, fax, etc.

You can also specify a lead time specific to that vendor (for manufacturers), so when creating purchase orders later on for this vendor, the estimated pickup date will automatically be selected based on the vendor lead time. If no vendor lead time is specified, the global lead time will be used (Location > General Settings).

When adding a manufacture vendor, you can opt to select a default finish vendor. When created purchase orders later on, when a new PO is created for this vendor, the finish vendor will be automatically selected based on the default finish vendor you set.

Update location settings

Each account can have multiple locations. By default, when you first create an account, you will only have 1 location. The following settings will only apply to the current active location. To change to a different active location, click the location name at the top of the page and select the location to switch to.

General settings

Location

On the Location tab of the general settings page, you will set the name of your store location - if you only have 1 location, it could be the same as your company name. If you have multiple location, it will be a name that will identify that specific location. You will set the address, email, phone, fax etc for that location. At the bottom you can upload a logo and select a primary color, both of which will be used on printed sales orders, purchase orders, etc.

General

On the General tab of the location settings page, you can specify a global lead and transport time for this location. Global lead time is used to calculate the estimated pickup date when creating purchase orders if no vendor specific lead time is set on the vendor page (Account > Vendors). Global transport time is used to calculate the estimated arrival date by adding the transport days to the lead time days. Transport time would be the number of days is usually takes from the time the goods are picked up from the vendor to the time they arrive at your store.

Faxing

This is where you can set up an integration with Interfax, which is a serve OrderTrac integrates with in order to send faxes directly through OrderTrac. Once you have created an account on their website, enter your credentials on this tab. From then on, you can click the Fax button on purchase orders to fax PO's directly to the vendor.

Sales Orders

The Sales orders tab of general settings is where you can specify some options for how sales orders are printed, such as if the estimated arrival date should be printed on sales orders. You can also specify if you pay commissions based on the sales order created date or the date it was completed.

Purchase Orders

This tab includes options on what data should be printed on purchase orders, as well as a custom footer that will be printed at the bottom of all printed purchase orders. The footer text can be formatted to your liking by updating font size, bolding, text color, background color, etc.

Payment Processor Settings

The Payment processor settings page found in the Location section of the main menu is where you can connect to our integrated payment partner, Basys. This allows you to process payments directly in OrderTrac which drastically streamlines taking credit card payments. Here are dedicated instructions on how to connect to Basys.

Email Templates

Emails sent through OrderTrac can have a default template. You can edit the default template used for sending sales orders, purchase orders, pos receipts, etc. Placeholders can be used to personalize each email sent. For example, you can beging the sales order email with: Hello {{customer_first_name}}. By clicking the placeholders to the right, it will automatically insert the placeholder text in brackets. Later on, when the email is sent, it will automatically replace the {{custome_first_name}} with the customers actual first name, to read like "Hello Bob".

Sales Order Policies

This is where you can customize the fine print that is printed on sales orders. A partial page policy is what appears on the bottom left corner of a sales order, next to the payments. This space is limited so the text in this policy would probably on the shorter side. A full page policy is what will be printed on the back of the page if you enable duplex printing on your printer, otherwise it will be printed on the next page using the full page. You can create policies that apply just to certain copies (store copy, customer copy, etc) and even policies that only apply to quotes.

Add Inventory

You are now ready to add your inventory! On the main menu under Items, click Order Inventory. This is where you can add a new inventory item. Add the item details, price, category, vendor, etc and click Save. If you are adding multiple inventory items, click Save and add another to quickly add more inventory. Each inventory item added will automatically be added with a status of To Be Ordered which means it is ready to be added to a purchase order and sent. If this particular item is already on order or already received, just to to the Items page (Items > Search Items), click on the Inventory To be ordered filter, and update each of the items to the desired status by clicking the options menu next to each item.

Add POS Item inventory

POS items are for your inventory that is smaller non furniture items. Think lamps, artwork, food, rugs, etc. This inventory is tracked more traditionally and don't involve any special orders. You will add each POS item by clicking POS > POS Items > New Item. Add the UPC, description, price, quantity available, etc and click Save.

Start selling!

Now you are ready to start making sales! When a new sale is made, create a new sales order. Select the customer, and add the item to the sales order. When adding an item, you can choose the item type at the top of the sales order which in includes:
- Inventory (select from you inventory items)
- Custom order (new custom order item)
- Charge (for non furniture charges like deliveries, discounts, etc)
- POS Item (Add an item from your POS Item inventory. This is great for items or charges commonly sold, like delivery fees, warranties, furniture polish, etc)
- Repair (for adding repair items - treated like a regular custom order but always tagged with "repair" to know this is just an item being sent back for repair).

Likewise you can navigate to Point-of-sales > POS Register to create a new POS transaction. Just scan the items, record the payment, and you are done!

You are now well on your way to using OrderTrac to manage your day to day activities.

Be sure to check out the full demo video for a walkthrough of all these features.

OrderTrac Inventory

OrderTrac makes it easy to create sales orders, generate purchase orders, and track order status of items all give you time back.
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