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Orders

The most common case is that the user creates new orders in Lime CRM and the ERP Connector syncs them to the ERP system. In some cases, the opposite workflow is also supported. That is specified under each ERP system's How It Works section. For systems where it is not supported out of the box, it may be achieved through a customization.

From Lime CRM to the ERP System

Orders can be created in three different ways:

  1. Manually, by using a guide where articles are picked and quantities, prices and discounts are set. This is typically done directly from the company card in Lime CRM.
  2. Manually from a deal where deal articles have previously been added as part of a quotation. This will also use by the same guide, prefilled with the deal articles.
  3. Programmatically. These are always made as customizations, since the different workflows vary between Lime CRM applications. Two examples:
    1. As a scheduled job run nightly, create orders for all active agreements or memberships where it is time to send a new monthly/quarterly/yearly invoice.
    2. Mark one or several Courses in Lime CRM and click a button "Create orders".

Depending on your needs, it is possible to combine the different ways of creating new orders. The sync treats all orders the same way, regardless of how they were created.

Once the orders exist, it is possible to work with an approval flow. The sync will not pick up any orders until their status has been set to "Ready to sync". If they need to be approved by some individual before they leave Lime CRM, simply use a filter and an Info Tile saying "Orders needing approval", that shows all orders with status "Draft". Once they have been checked, they are easily approved by changing the status to "Ready to be sent". If you do not wish to work with an approval step, simply make sure to set that status directly when the orders are created.

When an order is created in the ERP system, an order number is generated. The order number is written back on the order in Lime CRM.

Customization Example: Creating Orders in Lime CRM From a Limeobject

This in an example of how to implement a customization that supports a work flow where multiple orders should be created based on existing limeobjects. This work flow typically looks like this:

  1. An order is created from a specific Limeobject, a Course for example. The Course object contains some information about when the course should be invoiced (let's call this property 'nextorder'), and information about how frequently orders should be created (let's call this property 'orderfrequency').
  2. A filter on the Course limetype is created, preferably with an Info Tile that tells the user "Courses that should be invoiced".
  3. The user goes to the Course limetype in the Global Explorer and selects the courses that he/she wants to invoice.
  4. The user clicks on a button "Create orders from selected courses" in the action bar.
  5. A task is started that will create orders with related order rows.
  6. On the selected courses, the property 'nextorder' is moved forward X months, based on 'orderfrequency'.

Combine Order With Article Sync

When creating an order in Lime CRM, the user will be able to pick and choose from the articles in Lime CRM. The ERP Connector can also be setup to sync articles and article groups into Lime CRM from the ERP system, which then allows the Lime CRM user to see and use the correct articles and prices from the ERP system when creating the order in Lime CRM.

Create Order And Invoice

It is possible to instruct the sync if the order it creates in the ERP system should automatically be converted into an invoice. This is controlled by the checkbox create_invoice_from_order on the order card. Either set a default value in LISA on it and make it readonly and hidden, or set it manually or through a customization for different behavior for different orders.

Once the created invoice has been booked in the ERP system, the invoice sync will create it in Lime CRM. Any invoice in Lime CRM originating from an order, will be linked to the order in Lime CRM for better possibilities to follow up on your orders.

From the ERP System to Lime CRM

In this case, orders are readonly in Lime CRM and kept up to date based on the orders in the ERP system. Please note that this is not supported out of the box for all ERP systems.