Note: this article is for Rep and In-house users.  Are you a Customer user?  If so, see this article instead.

Crik-IT has two different Order Entry methods.  This article covers the method used by most Crik-IT subscribers.  

Not sure if this is the method you use?  Click here for help determining this.

Note that your screens and options may differ from what is shown in this document, depending on how your Crik-IT portal has been configured.

OK, let's take it step by step...

From your Customers tab on the Crik-IT Main Page, find the customer you want to place an order for, then click on the Order link.  Here we'll enter an order for Adam...

A screen similar to that shown below will appear.  Exactly what appears will depend on how your portal has been configured.

• Depending on how your portal has been configured, the Header Info and Ship To sections either do or do not appear by default.  You can toggle showing and hiding those sections by clicking the "Show Header" or "Hide Header" link that shows to the right of the reference number.
  • Tip: Crik-IT administrators can automatically configure this for each user from the Tools tab, Maintain Permissions page, in the Order Entry Permissions section.
• Reference #: In most cases, Crik-IT automatically assigns a sequential number as the Reference #. 

  • If you prefer, we can configure Crik-IT to allow your users to manually enter a reference number; contact us, if you need this.  If manually entered, it must be a unique number for this customer.  

  • Notes for QuickBooks Desktop users:
    • By default, the reference number is saved to the PO number on the QuickBooks sales order created when a Crik-IT order is submitted.  Learn more about PO Number options for QuickBooks Desktop users.
  • Notes for QuickBooks Online users:
    • There is no PO number field on the QuickBooks Online estimate or invoice.  Crik-IT will send the reference number to the QuickBooks Online transaction in the Memo field.   Learn more about PO Number options for QuickBooks Online users. 
• Email the order to your customer when you submit it? If you want a copy of the order to be sent to your customer when the order is submitted, check the "Email the order to your customer" checkbox and enter the email address for the customer.  This only shows for Rep and In-House users.
  • NOTE:  If you want to send to multiple email addresses for your customer, enter them in the Customer's Email address area, separated with a semicolon (;).

Header Info fields

• Req Ship Date:  this is the requested ship date.  This will appear on the order form that shows when you click the Preview & Submit button.  
• Customer Reference: this is for informational purposes and can be used to enter a customer's reference number, such as a PO number.  If something is entered in this field, it will appear on the order form below the Order Reference number, and in QuickBooks (QBD: as an extra line item, or for QuickBooks Online: in the Memo field).

• Ship To: You can select a pre-defined ship-to address from the ship-to drop-down, or you can manually enter a ship-to address here.  Click here to learn how to set up Ship To addresses that will show in the drop-down. (Note: If there is a standard order set up for this customer, this address information will always default to the information set up on your Standard Order... see below for more about Standard Orders.)

  • Note for QuickBooks desktop users:
    • We can sync your QBD ship-to addresses to Crik-IT.  If you would like us to do this, contact us at support@crik-it.com to ask us to set this up for you.  Note that if you do this, your users can still add other ship-to addresses into Crik-IT as described in this help doc, but those will not be sent to QuickBooks.
• Preferred ShipVia: This is an optional field where you can select a preferred Ship Via method.  
  • Tip: Crik-IT administrators can change the Ship Via options that show in the dropdown from the Tools tab, Maintain Drop Down Values.

• Customer Info: This is an optional field where you can record info about the customer.  If there is a standard order set up for this customer, this field will default to the Customer Info from the standard order. (See below for more about standard orders.)

• Notes: This is an optional field where you can enter notes about this order.  If there is a standard order set up for this customer, this field will default to the Customer Info from the standard order. (See below for more about standard orders)

• Contact Info: These three fields will default to the name, phone, and email address for the user entering the order.

• Email Alert:  you enter an order one day, and don't submit it immediately, in the next day or two Crik-IT will send an email to the order contact saying "Hey, did you forget to submit this order?"  It's just a reminder.  Don't want to receive this reminder? Disable it by unchecking the box.

Now, what about this Make Standard button -- this is only shown for in-house or rep users...

If this customer orders basically the same items each time, the Make Standard button can make order entry easier!  Or, you can use a standard order to limit which items a specific customer can purchase, or even see, in Crik-IT.  Or, you can use a standard order to set up special pricing for a customer.  Standard Orders are POWERFUL! Click here to learn more about standard orders.

Items section

OK!  Now we're ready for you to start entering your items!

• Item: Here's where you can enter your item # or type in keywords.  As you type, Crik-IT automatically searches the SKU and description fields looking for the characters you type.  It's cool!  And it makes it really easy to find items!

  • AND If you want to see images on order lines, click here!

• Once an item is selected, Crik-IT fills in the Description, Available, Qty, Price, and Line Total fields.  You can change the description, qty and price fields. 

  • Notes about Price:

    • Customer users cannot change the price, but in-house and rep users can.
    • Do you need volume pricing?  Check out this help document.
    • QuickBooks desktop users:
      • If you use Price Levels to give different prices to different customers, Crik-IT will use the correct price.  
        • Intuit does not provide us with access to Advanced Price Rules, but does provide us with access to Price Levels. 

• • • QuickBooks Online users:

      • Intuit does not provide us with access to Price Rules.  
      • If you need to have different prices for different customers, check out this help document.  

TIP: In-house and rep users can enter the total price for the line and have Crik-IT automatically calculate the unit price.  To do so, enter the quantity, then in the Price field, enter "T" followed by the line total, then tab out of the price field.  Crik-IT will calculate the unit price as the total entered, divided by the quantity, rounded to two decimal places.  Note: the line total may be adjusted by a penny or two if the calculated unit price has more than 2 decimal places.

TIP: By default, negative prices are not permitted, but we can configure your Crik-IT to allow your rep and in-house users to enter a negative price.  Note that the order total must not be negative or QuickBooks will not accept the submitted order.

• Want to delete all line items on this order?  Click the next to the Line Total in the dark green bar.

• Want to delete just a single line? Click the X on the specific line.

• Want to save the line? Click the green checkmark on the specific line to save it.

When you are done entering your order, click on the Save Order button. 

Here's another way to order items --

Another option for entering items to be ordered is to click on the "click here to browse items" link.

When you click that, look what appears!  The entire item list is available here.

From here, the user can see many items on one screen, can filter which items should show, can drill down into previous invoices or orders that an item is on, can see photos, and can click "Add to Order" to order an item right from this screen.

When done with this page, click the Return To Order link to return to the main order page.

Submit the order!

Then when you are ready to submit the order, click on the Preview & Submit button. 

When you click the Preview & Submit button, this is what you'll see...

If all looks good, click on the Submit button. You and your vendor's order desk will receive an email with the order attached as a PDF, and the order will automatically go to the vendor's QuickBooks system.

So what happens next?  Click here to follow the path this order takes.