The Order Process in TapGoods PRO
In TapGoods PRO, the Order Process follows several stages that ensure maximum efficiency in renting out Inventory to Customers.
The Order Process follows six distinct steps in the TapGoods PRO platform. For an order to move forward to another stage, the Order must meet certain requirements set by TapGoods PRO or the account owner. Orders can go through the following stages…
Pending
The Pending stage indicates that the Order is currently a Lead that must be approved by the business before it becomes a Quote. In TapGoods PRO, Leads are Orders that come through from Storefront that a Customer has made, and the Lead must be accepted by the business owner before the Order is officially recognized as a Quote.
In the Pending stage of an Order, you can choose to Approve Lead or Decline Lead. If the Lead is approved, it will convert to a Quote. If it is declined, the Lead will be converted to a Cancelled Order and the Customer will receive an Order Cancelled Email if Automatic Send is enabled on the Canceled Email Template in Email Settings.
Quote
In the Quote stage of the Order Process, Inventory is not officially reserved for the Order. At this stage, business owners are not typically seeking payment for the entire Order unless otherwise dictated in Order Settings. In TapGoods PRO, users are given many options for customizing the prerequisites for converting an Order to a Reservation.
If there are required conditions that must be met prior to converting the Quote to a Reservation, they will be listed on the screen along with the Order Stages.
Clicking Request Deposit & Signature will deploy an email to the Customer prompting them to sign the Rental Agreement and make the Deposit, if both are required. This email will look different depending on what conditions have been set up in Order Settings.
Reservation
At the Reservation stage, the Inventory is officially reserved and your business will begin preparations for the event. In this stage, many business owners will begin seeking payment for the Order. Many will choose to send out Invoices detailing what is owed to the business, and TapGoods PRO offers many Email Templates that will help facilitate efficient and consistent communication with Customers.
During the Reservation stage, you can Check-Out Inventory for the rental on the Picklist tab of the Order. TapGoods PRO offers a robust Check-Out system, with customization options in Picklist Settings. In order to move forward to the next stage of the Order Process, all Inventory must be Checked-Out.
If all Inventory is accounted for, both the business and the Customer can sign off on a Picklist Signature Clause that guarantees that all Inventory is accounted for.
Checked-Out
In the Checked-Out phase of the Order Process, all Inventory reserved for the Order has been accounted for and Checked-Out to the Customer.
During the Checked-Out stage, the event will begin and end, and all Services ordered by the Customer will be carried out. Once the event is over, the business will check all rented Inventory back in.
It is during this process that Inventory can be moved to Maintenance if damaged, and all Inventory will be accounted for.
It is important to note that the Checked-Out stage of the Order Process will not impact Inventory availability, which is based on the Order Start and Order End dates. Inventory will NOT become available for other Orders until the Order End date has passed.
Checked-in
During the Checked-in stage of the Order Process, it is time to seek full payment from the Customer. Depending on the conditions set up in Order Settings, payment may be due during this stage. Unless the business owner bypasses payment, the Order cannot move to the final stage until the Customer has paid for the Order.
Click here to learn more about accepting Credit Card Payments in TapGoods PRO!
If you try to close an Order that has not been paid for, you will receive a notice that Payment is still due. If desired, this notice can be bypassed. To close an Order that has not been paid for, click Close, and then click Yes on the Are You Sure? pop-up.
Closed
In the Closed stage of the Order Process, no further action is needed on the Order. All Inventory is accounted for, and the event is over. For repeat Customers, you can Create a New Quote from This Order. This is convenient for business owners who work with clients frequently and have repeat Orders. Alternatively, you can create an Order Template with the same conditions as the Order.
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