Create a new order

Create the order

To create a new order, navigate to: Billing > Orders > Order Overview

Click the „+ Add“ button in the top left corner and the order window will open. Select the customer you want to add the order to by clicking the "Select" button at the end of the customer entry. The order detail page is now filled with the customer data.

Select the "Business segment" from the drop-down menu and define the "Order date". Now select the "Billing timing" depending on how you want to process your order - on demand or immediately. Learn more about the difference between on demand and immediately and how to invoice on demand orders.

Add properties (optional)

Before you continue with the purchase items, you can add one or more properties - additional data fields - to the order. Learn more about properties.

Define the payment details

Now it is time to define the payment details for your order. There are two options to choose from: select a payment type or activate the automatic payment collection.

Select the payment type

Specify which payment type you want to set for the order. Select your required form of payment from the "Payment type" drop-down menu (credit card, bank transfer, PayPal etc.)

Automate the payment collection

If you want to enable "Automatic payment collection", set the slider of the same name to active. If activated, the "Customer payment account" section opens. Select the required payment account from the overview or add a new customer payment account. Learn more about how you create a customer payment account.

Add line items

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Expert mode:

Activate the expert mode to specify the item, the billing type, pre-tax deductions, post-tax deductions, and deposits!

Before proceeding to create the line items for your order, we need to draw your attention to the expert mode which enables an advanced and fine-grained work with the Nitrobox Webportal. In regards to orders the expert mode allows you to specify:

• the type of item (digital, physical, service, voucher, etc.) you want to create
• the type of billing related to this order (invoice or self-billing invoice)
• pre-tax deductions, post-tax deductions, and deposits

Before you continue, you have to decide if you want to create a simple order or an advanced/specified one:

Create simple items (no expert mode)

To add a line item click the "Add item" button and fill in the "Line item" data fields article number, name and description. Then, enter the amount, the net price, select the currency from the drop-down menu, enter the service country and delivery date.

You can add further purchase items by repeating this process.

Create advanced items (incl. pre-/post-tax and deposits)

Several features in the webportal have a "Expert mode" toggle in the upper right corner. Set the toggle switch to "Active" to use the expert mode.

Follow the steps of Option A and enter the requested data. Then fill in the two additional line item data fields:

Type: Select "Sales" from the drop-down menu to create invoices, or select "Self-billing" to create self-billing invoices, e.g. for creating commissions to your partners.

Category: Select the type of item you want to create from the second drop-down menu: digital or physical product, buy or rent, labour or logistic cost, service or voucher.

Then enter the start and the end date and add an item group if required.

Define deductions or deposits:

Below the line item data is a "details table" where you can define deductions and deposits for the line item you are creating.

Learn more about adding pre- and post-tax deductions. To learn how to add deposits to your order, click the "Deposit" page.

Save the order

When you added all line items to the order, click the "Save" button and the order will be saved for later (if you selected on demand) or processed immediately (if you selected immediately). If you do not want to proceed with the order, click the "Discard" button and the window will close.

The order now appears in the "Order Overview". Click at the "Details" button at the end of the entry to open the order detail page, where you can see all order related info.

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View order details

After you've created an order, view all order-related information on the order details page.
At the bottom of the page is an order table that consists of several tabs. Some tabs offer actions buttons as well.

Billable items tab

Click the "Billable items" tab to see the list of processed billable items that belong to this order. At the end of each entry is the "Actions" menu. Click the "Details" button to take a look at the billabe item data such as price, tax and more.

Documents tab

Document status

To see the billing documents that belong to the order, click the "Documents" tab. At the end of the respective entry the document status (invoiced, completed etc.) is stated.

Document details

If you want to review the document details or take further actions, go to the "Actions" menu at the end of each entry. Click the "Details" button and the billing document detail page will open. Check booking entries, payment intents, payment assignments and more.

Open PDFs

You can review, download or print documents with a click on the "Open PDF in dialog window" or "Open PDF in new tab" button.

Open items tab

OPOS status

If no/ not all payments for the orders have been received yet, the details will be listed in the "Open items" tab. At the end of the respective entry the status (unbalanced, balanced etc.) is stated.

OPOS details

If you want to review the OPOS case details, go to the "Actions" menu at the end of each entry. Click the "Details" button and the detail page will open. Check booking entries, payment intents, payment assignments and more.

You can also reevaluate the open case with a click on the "Reevaluate open case" button in the top right corner, that refreshs the page, to see if there has been an update for the open case.

Furthermore, you can clear the open item manually, if you click the "Clear open item" button. A new dialog window will open where you can start the clearing process. Learn more about how to manually complete and clear open positions in the Nitrobox Webportal.

Attachments tab

Nitrobox enables you to add attachments to billing documents. If there are attachments to the selected order, they will be listed on the "Attachments" tab.

Deposits tab

If an order contains deposits, it is listed in the "Deposits" tab. Click the tab to review the deposit details. Also listed is a "Payment ident" link that leads you to the "Payment transaction details" page where you can view all payment transaction data.

Allowances tab

If an order contains allowances such as discounts and reductions, they will be listed in the "Allowances" tab. Click the tab to review the allowances details such as type, name, price, tax etc. You can also add new allowances to the order, if you click the "Add" button that is listed in the tab. A new dialog window will open. Learn how to apply discounts and vouchers to line items of orders.

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Modify an order

After you have created an order, you can make changes to e.g. line items and properites.

To do this, go to the order overview and click the "Details" button of the order you want to edit.

Manage properties

To change, add or delete properties (additional data fields) of an order, click the "Edit" button on the right side of the order number.

A new overlay opens where you can enter your modifications. Click the "Save" button to save the property changes, or the "Discard" button to close the window without saving the changes.

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Properties on billing documents

Every billing document that is created from an order receives the properties the order had at the time of billing. If you change the order properties after a document has been created, the changes will not apply to the document.

Add new line items

You can add new line items to existing orders. They behave according to the selected "Billing timing" of the order "immediately" or "on demand".
If it is an immediate order, the new line item will be billed immediately after they are added. If you add new line items to an on demand order, you need to trigger the invoicing process yourself by clicking the "Prepare Invoice" button.

To see what type of order it is, take a look at the top right corner of the detail page. There, you can see the "Billing timing": immediately or on demand.
Furthermore, you can see the status: active, cancelled etc.

To add a line item to the order, open the order detail page and click the "Add" button in the items section. The "Add line item" overlay will open, where you can enter all the necessary data. Click "Save" to complete the purchase. Depending on whether it is an immediate or on demand order, a billing document is generated for the new line item or the document creation needs to be triggered when the order is ready to go.

Click the "Discard" button to close the "Add line item" window without making any changes.

Edit existing line items

You can edit existing line items and edit all details - from name, product type, quantity to net price, tax, or properties,

If the line item has already been invoiced, the item will be credited 100% and re-invoiced according to the changes.

If it has not been invoiced yet, the line item will have only the new data and will be invoiced according to the defined invoicing time.

To edit a line item click the "Actions" button at the end of the respective item entry and select "Edit line item". The "Edit line item" overlay will open, where you can edit all item details. Click "Save" to complete the purchase. Depending on whether it is an immediate or on demand order, a billing document is generated for the new line item or the document creation needs to be triggered when the order is ready to go.

Click the "Discard" button to close the "Edit line item" window without making any changes.

Cancel line items

You can cancel existing line items. If the line item has already been invoiced, the item will be credited. If it has not been invoiced yet, the line item is given the status "Cancelled" and will never be billed.

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Cancellations cannot be reversed

Please be aware, that once cancelled, the action cannot be reversed.

To cancel a pline item, click the "Actions" button at the end of the respective item entry and select "Cancel line item". An overlay opens where you can enter a reason and click "Confirm" to cancel or "Discard" to close the window without cancelling the item.

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Navigate orders

The webportal allows you to access all your orders with just a few clicks. If you want to search for an order, you have several options. Depending on the order information you have at hand, you can search by name or order number, for example. Let's take a closer look.

Search by customer name

If you want to search an order by company or customer name, go to the "Billing" section in the main navigation on the left. Click on the "Customers" menu item to open the customer overview.

Now, click the "Filter" button in the top left corner to enter your search criteria.

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Example: Search by company name

You want to search for an order that belongs to "Myers Limited" and is addressed to "Mrs. Sara Perkins".

Filter window:
Columns: Select "Company" from the drop down menu
Operator: Select "equals" from the drop down menu
Value: Enter "Myers"

As soon as you entered all data, customer entries under that company name will be listed immediately. Click the "Details" button at the end of the respective customer entry to open the customer details page. At the bottom of the page is a details table. Click the "Order" section to see all orders that belong to the customer. Select the order you want to see by clicking the "Details" button at the end of the entry and the order detail page opens.

The same goes for the search using the first or last name - and of course, many more criteria.

Filter window:
Columns: Select "First name" from the drop down menu
Operator: Select "equals" from the drop down menu
Value: Enter "Sara"

To add the last name to the search, click "+Add filter".

Filte window:
Columns: Select "Last name" from the drop down menu
Operator: Select "equals" from the drop down menu
Value: Enter "Perkins"

As soon as you entered all data, customer entries under the first and last name will be listed immediately and you can follow up by clicking the "Details" buttons to get to the details table at the bottom of the page.

Search by order number

If you want to search an order by order number (ID), go to the "Billing" section in the main navigation on the left. Click on the "Orders" menu item to open the order overview.

Now, click the "Filter" button in the top left corner to enter your search criteria.

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Example: Search by order ID

You want to search for the order ID 123456789.

Filter window:
Columns: Select "ID" from the drop down menu
Operator: Select "=" (equals symbol) from the drop down menu
Value: Enter "123456789"

As soon as you entered all data, the order with that ID - if it exists - will be listed immediately. Click the "Details" button at the end of the correct order entry to open the order details page where you can check all related data.

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Cancel an order

To cancel an order go to the “Billing” section of the main navigation on the left side. Click the navigation item “Orders” to get to the "Order Overview".

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Cancellations cannot be reversed.

Now, there are two ways to proceed: via the overview page or the order details page.

Cancel multiple orders at once

If you want to cancel several orders at the same time, use the "Multi-select" on the left side of the order overview. Select the orders to be cancelled and click the "Cancel all selected orders" button in the top right corner.

Enter a reason and the cancellation date and click "Confirm" to cancel the orders. If you do not want to cancel, click "Discard" and the cancel window will close.

For immediate orders the cancellation documents will be listed in the order details.

Cancel single orders

Choose the respective order you want to cancel from the overview and click the "Details" button at the end of the entry. The order detail page opens.

Cick the "Cancel Order" button in the top right corner of the order detail page. Enter a reason and the cancellation date and click "Confirm" to cancel the order.

If you do not want to cancel, click "Discard" and the cancel window will close.

For immediate orders the cancellation documents will be listed in the order details.

Cancel single line items

It is also possible to only cancel single line items of an order. Therefore, open the detail page of the respective order and select the line item(s) you want to cancel. Click the "Cancel line items" button.

Enter a reason and click "Confirm" to cancel it. The status of the line item is now "Cancelled". For immediate orders the cancellation document will now be listed in the order details below.

If you do not want to cancel, click "Discard" and the cancel window will close.