An order is considered a new order when a customer places an order for either a delivery or a pick-up. Customers may place orders over the phone, through online platforms, or by visiting the store. To understand the different types of orders that can be placed, refer to Types of Orders.

When you enter a new order for delivery, it is placed in New status or Pending Delivery status. It immediately shows up under pending deliveries for the selected date.

TABLE OF CONTENTS

• Steps to Create a New Delivery Order
• Step 1: Access the Order Entry Page
• Step 2: Select Shop and User
• Step 3: Add Customer & Recipient Information
• Step 4: Enter Delivery Details
• Step 5: Enter Order Details
• Step 6: Add Product Information
• Step 7: Apply Tax & Source Details
• Step 8: Enter Payment Details
• Final Step: Place the Order
• Step 9: Confirm Order Submission

Steps to Create a New Delivery Order

Step 1: Access the Order Entry Page

• On the Dashboard, click New Order and select Order Entry from the dropdown list.

• This feature is accessible from all pages within Hana POS, allowing for quick order creation.

The Create New Order page will now be displayed.

Step 2: Select Shop and User

• In the top row, choose the florist shop from the Select Shop dropdown list.

• Select the user handling the order from the Select User dropdown list.

Step 3: Add Customer & Recipient Information

• In the Customer section, either search for an existing customer or add a new one. (For more details, refer to How to Search for/Add a Customer?)

• In the Recipient section, search for or add recipient details. (For more details, refer to How to Search for/Add a Recipient?)

• Select a special note about the order from the dropdown list (e.g., Confidential, Save Funeral, Frequent Address).

Step 4: Enter Delivery Details

• Choose the delivery date using the calendar.
• Select the preferred delivery time from the Select Delivery On dropdown list. Available options include: After, Around, Before, Exactly At, AM, PM, and Any.
• Select the exact delivery time using the time clock.

Step 5: Enter Order Details

• In the Order Details section, choose the occasion from the Choose Occasion dropdown list.

• To send automatic reminders for birthdays or anniversaries, check the Send Reminder box.

• Use short codes in the card message area by clicking View ShortCodes. (For more details, refer to How to Add a Short Code?)

• Enter a message in the Card Message field. Click the browse icon to view suggestions. Drag the resize icon to adjust the field size.

• Check the Print Ticket box to print the order ticket upon creation.

Step 6: Add Product Information

• In the Products section, add order items. Click the gift card icon or Add Gift Card link to include a gift card. (For more details, refer to How to Add a Gift Card?)

• Note: Once a gift card is added, the system auto-populates details such as Item, Description, Qty, Price, Ext Price, Discount, Discount %, and Taxable.

• Search for an item in the database or add a new one if unavailable. (For more details, refer to How to Search for/Add an Item? and How to Create a Recipe?)

• Enter any special instructions in the designated field.

• Add driver instructions if necessary.

• Enter customer private notes, which are visible only to the florist.

Step 7: Apply Tax & Source Details

• Select the item tax type from the Select Tax Type dropdown list (Standard Tax or Tax Exemption).

• Enter the Tax ID in the field provided.

• Select the source from which the customer found Hana using the Source Code dropdown list (Friend, Newspaper, Social Media).

• Choose the customer type from the Cust Type dropdown list (Wire Service, Corporate, Florist, Other Location, Staff, Retail).

Step 8: Enter Payment Details

• Add payment information in the Payment section. (For more details, refer to How to Add Payment Information?)

Final Step: Place the Order

• Click Place Order to complete the process.

• Note: You can also schedule an order on a recurring basis, eliminating the need for manual input each time. (For more details, refer to How to Set an Order as Recurring?)

The order is now successfully scheduled in the queue!

Step 9: Confirm Order Submission

• The Order Confirmation dialog will be displayed.

• Click Submit to finalize the order.

The order is now successfully placed!

FAQs – Creating a New Delivery Order

Basic Order Creation Questions

Q1. How do I create a new delivery order in Hana POS?
Go to New Order → Order Entry, enter customer and recipient details, add products, enter delivery and payment details, and click Place Order → Submit.

Q2. Where do I go to create a new order?
Navigate to:
Dashboard → New Order → Order Entry

Q3. What is considered a “New Order”?
Any order placed for delivery or pickup via:

• Phone
• Walk-in
• Online

Q4. What happens after I create a delivery order?
The order is placed in Pending Delivery / New status and appears in dispatch for the selected delivery date.

Customer & Recipient FAQs

Q5. Do I need to create a new customer every time?
No. You can search for an existing customer and reuse their details.

Q6. What is the difference between customer and recipient?

• Customer → Person placing/paying for the order
• Recipient → Person receiving the flowers

Q7. Can I use the same customer as the recipient?
Yes, if the customer is sending flowers to themselves.

Q8. What happens if I enter incorrect recipient details?
It may cause delivery issues. Always double-check address and phone number.

Delivery Details FAQs

Q9. How do I set delivery date and time?
Select the date from the calendar and choose time type (AM, PM, Before, After, etc.), then set the exact time if needed.

Q10. What does “Before / After / Around” mean?

• Before → Deliver before selected time
• After → Deliver after selected time
• Around → Flexible near selected time

Q11. Why is my order not showing in dispatch?
Check:

• Correct delivery date selected
• Order was submitted (not just placed)
• Order is not pickup

Order Details FAQs

Q12. What is the occasion field used for?
It helps categorize orders (Birthday, Anniversary, Funeral, etc.) and can trigger reminders.

Q13. What is “Send Reminder”?
It sends automatic reminders for recurring occasions like birthdays or anniversaries.

Q14. Can I use templates for card messages?
Yes, use Short Codes or browse suggestions to quickly insert messages.

Q15. What happens if I don’t enter a card message?
The order will still be created, but no message will be printed with the delivery.

Product & Item FAQs

Q16. How do I add products to an order?
Search for items in the product section or create a new one if it doesn’t exist.

Q17. Can I add a custom item not in the system?
Yes, you can manually add items or create a new product/recipe.

Q18. What happens when I add a gift card?
The system auto-fills details like price, tax, and description.

Q19. Can I add special instructions for the order?
Yes, you can add:

• Design instructions
• Driver instructions
• Private internal notes

Tax & Source FAQs

Q20. When should I use Tax Exemption?
When the customer is exempt (e.g., corporate or nonprofit with valid Tax ID).

Q21. What is Source Code used for?
It tracks how customers found your business (marketing insights).

Q22. What is Customer Type?
It categorizes customers (Retail, Corporate, Florist, Staff, etc.) for reporting and pricing.

Payment FAQs

Q23. Do I need to add payment before placing the order?
It depends on your shop policy, but typically yes for retail orders.

Q24. Can I create an order without payment?
Yes, but it may remain unpaid and could affect processing or dispatch.

Q25. What if payment fails or is entered incorrectly?
You can update payment details later from the order.

Final Step / Submission FAQs

Q26. What is the difference between “Place Order” and “Submit”?

• Place Order → Saves order details
• Submit → Finalizes and confirms the order

Q27. I clicked Place Order but order is not created. Why?
You may have missed clicking Submit in the confirmation dialog.

Q28. Can I edit the order after placing it?
Yes, orders can be edited unless restricted by shop settings or status.

Recurring Orders FAQs

Q29. Can I create recurring delivery orders?
Yes, you can schedule recurring orders to avoid manual entry each time.

Q30. When should I use recurring orders?
For:

• Weekly deliveries
• Monthly subscriptions
• Regular corporate clients

Common Issues (High Priority for Support Reduction)

Q31. Why is my order not saved?

• Missing required fields
• Payment not entered (if required)
• Submit not clicked

Q32. Why is the order not appearing under pending deliveries?

• Wrong delivery date
• Order not submitted
• Pickup order instead of delivery

Q33. I added items but total is incorrect. Why?
Check:

• Quantity
• Discounts
• Tax settings

Q34. Why is tax not applying?

• Wrong tax type selected
• Item marked non-taxable
• Missing tax configuration

Best Practices (Very Valuable Section)

Q35. What should I always check before placing an order?

• Customer & recipient details
• Delivery date/time
• Product accuracy
• Payment

Q36. Should I always print the ticket?
Yes, especially for:

• Designers
• Drivers
• In-store coordination

Q37. How can I create orders faster?

• Use existing customers
• Use short codes for messages
• Use saved products/recipes