Creating Orders Manually

In Helm, you can create orders manually whenever you need to record a sale outside of your connected channels, process a bespoke customer request, or add test orders for training. This process gives you full control over every detail of the order, from items and shipping to customer information and custom fields

Follow the steps below to create a new manual order:

Step 1: Create a New Manual Order

  • Navigate to the Orders section in Helm

  • Select Create New Order

Step 2: Add Order Details

  • Choose Manual Channel to begin entering details manually

  • Assign the order to a store

  • Add a reference for tracking or internal use

  • Enter the customer’s name, email, and phone number

  • Review and edit the invoice and shipping addresses as required

  • If the order is being placed under a specific folder or requires tagging, enter these details in the Folder Info and Order Tags sections

Step 3: Add Order Items

  • In the Order Items section, click the PLUS to add products

  • Search by product code or name and select the correct item

  • Enter the quantity and any relevant discount and the Total price will automatically adjust

  • Click Add

  • Review the payment due, order currency, and total value of the order

  • you can make any changes in the Actions section if you need to edit or delete any of the items

Step 4: Configure Shipping

  • Open the Shipping Options section

  • Select a shipping service from the available options

  • Add shipment references if needed; *for example:

    • Shipment Reference: *Order ID

    • Secondary Reference: *Product Code

  • Review and confirm the shipping service details

Step 5: Add Notes and Instructions

  • Use the Additional Notes section to add any customer-specific information

  • Options include:

    • Customer Comment

    • Gift Note

    • Delivery Instructions

  • Enter any additional details that should travel with the order, such as personalised messages or handling requirements

Step 6: Apply Custom Fields

  • If your organisation uses custom fields, select them from the Custom Fields section

  • Click the plus icon on the upper right-hand side of the section to assign fields

  • Populate the custom values as necessary

Step 7: Review and Save

  • Check the Order Timeline to confirm that all actions are correctly recorded

  • Review all details of the order including:

    • Customer details

    • Items

    • Shipping

    • Notes

    • Custom fields

  • Once satisfied, click Save Order

Step 8: Upload Files (Optional)

  • If you need to attach supporting files such as invoices, product images, or customer documents, upload them under Attached Files

  • Supported formats include .jpg, .jpeg, .png, .doc, .docx, .csv, .pdf

  • Maximum file size: 20MB

Order Timeline

Once your order is created, Helm automatically records every update in the Order Timeline. You can track actions such as order creation, item additions, address edits, and shipping changes with timestamps and the name of the user who made them.

Summary

Creating orders manually in Helm is a flexible process that lets you tailor every element of the order to the customer’s requirements. From adding products and configuring shipping to capturing customer notes and attaching files, you maintain full control over the details. The order timeline ensures complete visibility, so you always know who made each change and when.