Order entry
Order entry lets you create orders on behalf of your customers directly from the UltraCart CRM. You can manually build orders with full control over items, pricing, shipping, discounts, and payment methods — including agent-assisted payments during live phone calls.
Overview
The order entry system is designed for customer service agents, sales teams, and back-office staff who need to place orders that can't go through the standard storefront checkout. Common scenarios include:
Phone orders taken during a live call
Orders requiring special pricing or manual discounts
Reorders cloned from a customer's previous order
Point-of-sale transactions at a physical location
Quote requests for B2B customers
Order entry is accessed from the CRM sidebar under Order Entry. It contains four views, each accessible from the left navigation menu.
Navigation
View | Description |
|---|---|
Create Order | The main order entry form where you build and process orders |
Search Orders | Find existing orders by ID, email, or customer name and clone them into new orders |
Templates | Manage saved order templates for frequently-placed order types |
Quick Picks | Configure frequently-used items for one-click addition during order entry |
Standard mode vs POS mode
Order entry operates in one of two modes depending on your configuration.
Standard mode is the default. It provides all payment methods (credit card, check, C.O.D., purchase order, eCheck, insurance, quote request) and requires a billing email address to process an order.
POS mode is enabled when a point-of-sale location and register are configured. In POS mode:
Payment options are limited to credit card, stored card, card reader (Stripe Terminal), agent-assisted payment, and cash
Billing email is not required to process an order
The card reader payment method becomes available when a Stripe Terminal reader is connected
Order lifecycle
A typical order follows this workflow:
Set addresses — enter or look up billing and shipping information
Add items — search for products, select variations, set quantities
Configure shipping — calculate rates and select a shipping method
Apply discounts — add coupons, gift certificates, or store credit
Select payment — choose a payment method and enter payment details
Process the order — validate and submit the order
After processing, a receipt screen displays the order confirmation. For quote orders, shareable URLs are provided.
You can work through these steps in any order. The system saves your cart to the server automatically as you make changes, so your progress is preserved even during long sessions.
In this section
The create order screen is the primary workspace for building and processing orders. It walks you through addresses, items, shipping, discounts, and payment in a single scrollable form with real-time totals. | |
Every order requires a billing address, and most orders need a shipping address. You can enter addresses manually, look up existing customers, or pull saved addresses from a linked customer profile. | |
The items section is where you add products to the order, set quantities, configure options, and manage pricing. UltraCart provides several ways to add items — from live search to bulk entry to one-click quick picks. | |
After adding items and setting addresses, you configure how the order gets to the customer. UltraCart can calculate live shipping rates, let you override costs, and supports in-store pickup as an alternative to shipping. | |
UltraCart order entry supports several ways to reduce the order total: coupon codes, gift certificates, store credit, and pricing tiers. You can also assign a sales rep, add custom fields, and include a gift message or special instructions. | |
UltraCart order entry supports a wide range of payment methods, from standard credit card entry to agent-assisted capture during live phone calls. The available methods depend on your account configuration and whether the order is in standard or POS mode. | |
Order templates let you save a cart configuration for reuse. If you frequently create similar orders — same items, same shipping setup, same coupon — saving a template lets you load it in one click instead of rebuilding the order from scratch. | |
Quick picks are frequently-used items that you preconfigure for one-click addition during order entry. Instead of searching for the same products every time, you set them up once with a default quantity and optional custom price, then add them to any order with a single click. | |
You can search for existing orders and clone them into new order entry carts. This is useful when a customer wants to reorder something they've purchased before or when you need to create a similar order with minor modifications. |