Training guide · eCommerce & Sales
One order, from online cart to cash in the bank
There's no separate "web order" system bolted onto Sales — an eCommerce order is a Sales Order the moment it's placed. Both live in the same list, move through the same status pipeline, reserve stock the same way, and post their own invoice and General Ledger journal automatically the moment they're dispatched. This guide follows one order from the storefront cart through dispatch, a split invoice, and a recorded payment.
Sales → eCommerce
eCommerce
A storefront-style cart — categories, product grid, search — used to place an order for a specific customer, either by staff on their behalf or by the customer themselves through the self-service Customer Portal (email + a 4-digit PIN, no separate account to manage). Every order placed here lands straight in the Sales Orders list; there's no export or hand-off step.
Choose what shows in the store
Every product has a Show on eCommerce checkbox in its edit screen. Only products with it checked appear in the storefront grid — the rest of the catalogue (raw materials, discontinued lines, internal-only SKUs) simply doesn't show up, without needing a second product list to maintain.
☑ Show on eCommerce eCom
Place an order from the storefront
Search or browse by category, add items to the cart, then set a Delivery Address and Delivery Date before clicking Place Order — both are required, since this isn't a walk-up POS sale. A quick 👤 Find / Add Customer button up top attaches the order to the right account (or creates one) before checkout.
Customer: 137 Mott Pharmacy Inc
| Item | Qty | Price | Line Total |
|---|---|---|---|
| Amoxicillin 500mg (Box of 100) | 4 | $38.50 | $154.00 |
| Paracetamol 500mg (Box of 200) | 2 | $21.00 | $42.00 |
Sales → Sales Orders
Sales Orders
The one list every open order lives in — however it arrived. A channel badge (🌐 eCom, 🛒 Portal, 🧾 Sales Order) tells you where it came from; everything else — status, dispatch, invoicing — works identically regardless of channel. POS till sales are the one exception: they finalise immediately at the register and show up in Sales History rather than sitting here as an open order.
Read the list before opening anything
The screen opens on open orders only — anything dispatched, delivered, or cancelled drops off automatically (a partially-dispatched order with a backorder still remaining stays visible). Four KPI tiles and a per-status breakdown tell you the shape of the queue before you filter anything.
| Order # | Customer | Channel | Total | Status | Requested Delivery |
|---|---|---|---|---|---|
| EC0483 | 137 Mott Pharmacy Inc | 🌐 eCom | $196.00 | Pending | 05/08/2026 |
| SO0117 | 161st St Pharmacy Surgical Supplies | 🧾 Sales Order | $1,240.00 | Picking | 31/07/2026 |
Create a manual order, or convert a CRM quote
＋ Create Order opens the same order form as an eCommerce cart, just started from the
Sales side — pick a customer (or Guest/Walk-in), add lines, and save at an early status
(quote, pending, confirmed,
or processing). A "quote" isn't a separate document type here — it's simply a
sales order sitting at the quote status until it's confirmed.
Dispatch, backorders, and split invoices
Stock is reserved the moment an order is placed (it counts against available stock) but only physically deducted at dispatch. If a warehouse can only fill part of an order — say 4 of 6 boxes in stock — dispatching just those 4 moves the order to Partially Dispatched, generates an invoice for exactly what shipped, and leaves the remaining 2 as an open backorder line on the same order. Dispatching the rest later adds a second invoice against the same order — that's what a "split invoice" is.
Lines — Amoxicillin 500mg: ordered 6, picked 6, invoiced 4, open 2
| Invoice | Dispatch Date | Qty | Total | Status | |
|---|---|---|---|---|---|
| INV-SO0117-1 | 28/07/2026 | 4 | $154.00 | Posted | Download |
| — | Pending | 2 | $77.00 | Backorder | — |
Invoicing, payment, and post-dispatch adjustments
The Invoice button stays 🔒 Locked until an order reaches partially-dispatched or beyond — nothing can be invoiced before it's actually shipped. Once dispatch happens, NiyuSuite posts the invoice and its General Ledger/Accounts Receivable journal automatically; there's no separate "post to ledger" step for staff to remember.
Sales → Sales History / Returns & RTV
Sales History & Returns
Where every finished transaction ends up, whatever channel it started on — POS, eCommerce, or a manual Sales Order — and where a customer return gets logged and linked back to the order it came from.
Sales History: the completed-transaction record
Reached from the Sales Orders toolbar's own Sales History button (and the reverse link back), this is the completed side of the same pipeline — POS sales that finalised at the till alongside every invoice a Sales Order or eCommerce order produced at dispatch. Search by order number or customer, filter by date, and ⬇ Export the result.
| Date | Order / Invoice | Channel | Customer | Total |
|---|---|---|---|---|
| 28/07/2026 | INV-SO0117-1 | 🧾 Sales Order | 161st St Pharmacy Surgical Supplies | $154.00 |
| 24/07/2026 | POS-88214 | 🖥 POS | Walk-in | $65.68 |
Returns & RTV
A separate screen, not another status on the original order — a return is logged here and linked back to whichever sale it came from (POS, eCommerce, or a dispatched Sales Order invoice), keeping the original transaction record intact while the return is tracked and, where relevant, credited or restocked in its own right.