6 · Orders — Dealer and Direct Sales

Every sale — to a dealer or straight to a customer — is an order. The order is what reserves a bike and, when it’s delivered, marks it sold.

Draft → Confirmed → VINs allocated → Dispatched → Delivered (or Cancelled).

The Orders page has tabs: Open, Dealer requests, Draft, Confirmed, Dispatched, Delivered, Cancelled, All. Each order page shows a blue box telling you the next step.

Creating an order

1. Orders → + New order (or New order next to a dealer on the Dealers page).
2. Choose Dealer or Direct customer.
   • Dealer: pick the dealer — contact, phone, email and delivery address fill in by themselves. Tick Consignment if the bikes are going to the dealer but stay our stock until they sell them (see below).
   • Make sure the contact email is right — that’s where the dealer’s order emails go.
   • Direct customer: type the customer’s name and contact details. If HubSpot is connected, use Find in HubSpot to fill them in from the contact.
3. Fill in Delivery: method, ETA, address, courier and tracking if known.
4. Under Lines, add + Moped (model, colour, qty) and + Battery / part lines.
5. Add Extras (accessories, fitting notes) and who the order was received by.
6. Save as draft if it’s not agreed yet, or Save & confirm if it is.

Order numbers carry on from our invoice numbers (#0134 onwards).

Dealer requests from the portal

Dealers can send requests from their portal. They arrive as drafts in the Dealer requests tab (and on the dashboard), and the staff email list gets an email with a link straight to it. Open it, check it, click Edit to set anything they left out, then Confirm order.

Allocating VINs

Once confirmed, the order needs actual bikes.

1. In the VINs box, click Allocate N next to each model/colour.
2. The app suggests bikes in stock first — front row first, top level down, then oldest — then bikes on the water. If the bikes are in more than one place, use the Location box to show only one place (e.g. just Rockdale); it re-suggests from there. Tick the ones you want and click Allocate selected.
3. Allocated bikes become Reserved. Release takes a bike back off the order.

You can allocate a bike that’s still on the water — the order then waits for the container to be marked arrived.

Getting it to the customer

• Create pick — for anything going by truck or courier. Makes a new pick for this order (you can choose to join an existing draft pick instead). Then follow 5 · Picks and Transfers.
• Hand over now — the customer is collecting, or you’re handing it over yourself. Enter how and the date, and where any batteries/parts came from. The bikes become Sold and the order Delivered straight away.

Consignment orders

A consignment order sends bikes to a dealer without selling them — they stay our stock, shown as Consignment at that dealer, until the dealer sells them.

1. Create a dealer order as normal and tick Consignment (it can’t be changed once dispatched).
2. Confirm, allocate, pick and deliver as usual. On delivery the bikes become Consignment at the dealer, not Sold. The order shows a Consignment badge.
3. When the dealer sells one, make a normal dealer order for it and allocate that same VIN — delivering that order is the sale.

Emails to the dealer

Once email is switched on, a dealer order sends the dealer an email automatically when it’s confirmed, dispatched (with carrier and tracking — fill those in on the order before the pick is marked picked up) and delivered (with the VINs). You don’t need to send these yourself. Each one is listed in the order’s Activity; if one failed, it says why — usually a wrong email address on the order.

Order confirmation

The order page has the Order confirmation in our standard order format. Copy it or Open in Outlook to send to the dealer/customer. VINs show as “TBC” until allocated, and deposit terms only appear if a deposit was entered.

HubSpot (direct customers)

When a direct customer’s order is delivered, their HubSpot contact gets the VIN, model, colour, delivery date and warranty end date, and a timeline note. If that fails, the order shows Send VIN to HubSpot to retry — the delivery still counts.

Changing or cancelling

• Edit — details can be edited until it’s delivered; customer, dealer and lines lock once it’s dispatched.
• Cancel — only while draft or confirmed. Allocated bikes go back to Available and come off any draft picks.