Create a Prebook

Owned by Former user (Deleted)
Last updated: Dec 04, 2023 by Andres Toledo
3 min read

In this article you will learn how to create Prebooks.

Roles enabled to perform this action: Admin, Sales Manager, Sales, Allocations, Procurement Manager.

What is a Prebook?

A Prebook is a pre-sale or commitment between the company and your customer where the company agrees to provide the products to the customer on a previously specified date. You can create a Prebook anywhere in the system by pressing Crtl+E (Please read Common Actions With Prebooks for further details). 

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Step one: Create the Prebook Header

  1. Enter the Customer’s name. The customer information will appear, including the payment methods, credit information, and shipping address.

  2. Select the Truck Date and Carrier.

  3. If required, select a Ship To.

  4. Select the Ship Via.

  5. Select the Salesperson.

  6. Optional: Add special instructions or comments.

  7. Click on Save.

Assign a Salesperson

The system will use the salesperson assigned to the customer and the product type of fresh cut or plants by default.

If you want to manage or modify an order’s salesperson, you can do any of the following:

  • Add a Salesperson Code. If the Salesperson Code setting is enabled, the system will display the Salesperson Code field and automatically use existing salesperson codes to populate the options. For more information on how to set up a Salesperson Code, read the following article: Setup Company Users & User Options.

  • Assign the active user as a salesperson. The user creating the order will be assigned as the order's salesperson if the “Associate the logged user as salesperson” setting is enabled from the Prebook Settings.

  • Change the salesperson. You can change the salesperson of an order by enabling the “Allow salespeople to change the salesperson of the order” setting from the Prebook Settings.

These settings are managed by location. For more information based on your company type, read:

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Step two: Add Items to the Prebook

After the Prebook header has been created, items can be added to the order.

  1. If required, enter the vendor name. This applies to customers that request items from specific vendors.

  2. Search the product.

    1. You can use any combination of the product name. For example:

      1. “roswhit60” will search for all 60 cm white roses.

      2. “redselectcarn” will search for all red carnations.

      3. “akito” will search for all akito varieties.

  3. Enter the number of boxes. 

  4. Select the Box Type.

  5. Enter the Unit type.

  6. Enter the number of Bunches, Stems/Bunch, and Price.

  7.  Click on Add on the right-hand side. The item will be added to the bottom of the grid.

Repeat the previous steps for each item you want to add to the Prebook.

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