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An order is a request from one of your customers to buy specific products, at specific quantities and prices, from your business.

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How an order relates to customers, products and invoices

Every order belongs to exactly one customer and one supplier — yours. Each line on the order records a product, quantity and price, taken from your catalogue and the customer’s pricing group at the moment the order was placed. Editing a product or its price later doesn’t change orders already placed — each order line keeps its own snapshot. An order doesn’t automatically have an invoice. A draft invoice is created when you select Create Invoice on the order (or, for auto-accept customers, automatically — see below) — see How invoices are created for the full flow, including the separate step that finalizes it.

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How an order enters FikaTrade

Orders can arrive in two ways: a customer places one through their ordering portal, or a member of your team creates one on a customer’s behalf. See How orders enter FikaTrade for both. Every order is created against an already-known customer and already-matched products — FikaTrade doesn’t currently have any channel (such as email or PDF order parsing) that would produce an order needing customer or product matching.

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Which orders need your attention

By default, a new order sits in Placed status until a supplier team member creates its invoice (which still needs to be sent/finalized afterward) or rejects it. The customer can also cancel it themselves while it’s Placed — cancelling isn’t something your team does. If a customer has auto-accept enabled on their account, their orders skip manual review and go straight to a finalized invoice at the moment they’re placed. See Approve or reject an order for exactly which actions are available to whom.

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Where orders are managed

Go to Orders in your supplier workspace to see, review and action orders.

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A simple lifecycle