Order management software

Orders management software

Managing incoming orders is essential for succeeding in business. Applying quick and customer friendly processes for completing orders is a fundamental need to support operative completion. Managing orders mean administrational, legal, logistics and operational tasks, hence the coordination of these is an ineluctable task for all companies.

Why choose this orders management software?

xFLOWer is a robust and mature cloud based workflow and business process management solution. Its development started more than 18 years ago, and it evolved through the years based on international business experience and the actual needs of business leader throughout Europe. Contrary to other order management systems, xFLOWer is not only an order registry software in which statuses and deadlines can be adjusted, but a much more comprehensive, yet easy to use workflow system capable of managing user rights and historic orders data.

When you should not choose xflower...

xFLOWer is not an ERP system. It does not manage inventory/stock, does not control production, is not capable of invoicing and does not support financial analyses. xFLOWer is useful for companies where the aforementioned basic functions are resolved or their software support is not required. If you are looking for an inventory management, logistics or invoicing software, this is not the right place to look.

order management system as a part of the crm module

The xFLOWer orders management module is part of the xFLOWer process management framework, including the most required business processes and data sets predefined. Although, all these predefined values can be tailored and expanded as needed during the implementation period or anytime later!
xFLOWer orders management is a cloud based solution, however it "only" ensures a framework to create a business environment for your company - one in which you don't have to change your systems and operation frequently. Check out the xFLOWer Cloud product range - you can access all these features anytime: if you need any of it now, it is available, if it will be needed later, implementation into your existing xFLOWer instance will be flawless. 

orders management processes

In the xFLOWer orders management module, everything is controlled by business processes, to which documents are attached. The processes are guiding all colleagues step by step through the administration tasks, so it is not possible to omit any required step of orders management processes. 
Orders management processes do not end at archiving orders.. xFLOWer orders management can control all operative lifecycle related to subcontractors, production, suppliers, engineers and authorities as you need.

The orders management software handles all aspects of ordering:

  • Contact with partners:
    • HR
    • Subcontractors
    • Inventory
    • Production
    • Engineering
    • And many others

 

  • Connecting processes in case of related orders
  • Approval of orders’ part activities such as: demo, prototype, scheduling, documentation, graphic tasks and others.
  • E-mail feedback for different participants
  • Collaboration support
  • Coordination of orders’ part activities among different IT systems (eg. finance, production, logistics...)
  • Connecting offers, contracts and orders
  • Managing unique customer needs instead of applying a general activity chain to all customers
  • Managing package orders (selling different sub-products as parts of a package)
  • Scheduling
  • Worksheet management – in case on-premise customer reconciliation is needed
  • Modification of services/orders processes
  • Communication process between partners and partner managers


You are free to decide which processes you want to use, however we suggest using the following default processes to start with:

  • Offer request, that starts the order process
  • Activity parts start as separate processes (inventory, production, logistics, sub-contractors, etc.)
  • Coordination of feedback processes between organizations (inside deadlines, deadines communicated to the customer)
  • Control processes (production, resources, quality assurance, deadlines)
  • Approvals ( available to customer, prototype ok, design ok, etc.)
  • Closing & Starting producion processes
  • Reporting

It goes without saying that all of the above is parameterized to fit your business needs, with templates, forms and fields you require. Since xFLOWer is a workflow system, the above activity cain can be expanded or narrowed in a moments. For example:

  • value dependent approval
  • 4-6-X eye approval
  • Email templates for automated customer communications
  • Collaboration support
  • etc.

Order management data sets

xFLOWer order management module includes customer data sets by default, however, you are free to decide what further types of data you want to store and manage. The possibilities are endless: store customers' company size, location, buying potential, premises, contact persons or unique data types such as foot size, language knowledge, turnover, political relationships or the GM's kids names - really whatever you may imagine!

Related to your specialties, information linked to your product or service can be managed at the level of individual orders, or you may create different order management processes for different product or service types. For example, from our existing customers:

  • Solar panel company: sq m., consumption, building orientation
  • Door and window company: sizes, materials, sound isolation, accessories, etc.
  • Medical services: room/doctor/schedule/required medical equipment, etc.
  • Winery: country, region, age, quality, awards, etc.
  • Phones shop: Brand, type, age, condition, OS, equipment, etc.
  • And many others as you need!

In case you have existing data sets in different systems, it is possible to establish interface connections to these systems. Hence, there's no need to re-enter existing data in xFLOWer during implementation. 
In case you need different data sets, not only a customer database, it is also possible with xFLOWer. Create data sets for HR, real estate, receivables, accessories, partners or anything else. Order management processes will always be attached to the appropriate data set.

 

Expedience of an orders management system

In case of completing/producing for/transporting any order, it is of key importance that different operative processes are linked to each other in a coordinated manner. Colleagues coordinating orders shall always be able to access the appropriate information they need, the customer shall always receive satisfying and informative feedback. The modul manages the pre-defined templates , activities and participants alike and at the same time it ensures the follow up of orders and efficiency through managerial reports.

 

How orders management works?

The below example shows how the orders management system actually works.

  • Order receival – The system records orders data, which may consist of customer data, actual requirements and custom data as needed. It send a confirmation email to the customer about the receival of the order. (In case offers management is also done in xFLOWer, it may start the order processes, however, the system can be connected to webshops or other automated pre-sales systems too (eg. phone orders))
  • Task distribution – The system delegates all tasks to every participant, such as: survey, cost analysis, deadlines and others as needed. Other persona involved(example): Warehouse staff, production, logistics, sub-contractors, etc. 
  • Recording order details – After – or parallel to, based on settings – the completion of the predefined tasks, the system records all data generated during the process in the order template.
  •  Feedback processes – Processes that involve different departments shall be coordinated. All participants shall know when and what to do exactly. 
  • Inspection – Certain inspection points, based on your company’s operations, shall be inserted at certain checkpoints of processes. These checkpoints provide feedback or alerts to different departments and coordinators such as: production, resources, inventory, quality, deadlines and complaints.
  • Feedback management – Feedback from the customers shall be managed differently as it might involve different departments and differend process stages.   
  • Closing the process – There are many different ways to close the ordering porcesses. For example, customers may provide feedback about accepting the order or it might be automatic (received and paid order status) In case the order is accepted, no further action needed, however in case of denial or complaints, the system might forward the feedback to the responsible persona who will be able to resolve the issue.
  • Reporting – After closing the process, the system might send a pre-defined report to the management or the responsibles about the order process result, costs or deadlines.

 

ready to use order management system

Even the best system can’t provide a complete solution if operational processes are designated erroneously. For this reason, ready – made processes based on international best practices are integrated into all xFLOWer modules, which ensure professional organization of work from the first moment of usage. This unique feature enables business leaders to redefine operational processes solely by appointing coworkers for certain tasks – the rest is done by xFLOWer.

xFLOWer Cloud order management module contains all the above features and enables the definition, management and automation of all operational processes regardless the number of processes, users of documents involved. By automating certain tasks, resources are freed within the organization, hence saving costs, time and energy for your enterprise. Therefore the company is enabled to focus on sales, clients and the constant development of its core competence to retain its competitive edge. Therefore, customers receive their orders quickly, with unified corporate identity and within the deadlines.
The result? Quicker, more effective orders management process and automation that increases the satisfaction of your customers and also the added value of your product or service.