Create an Order

An order is the record of what the customer agreed to: which services, at what price, with what discount. Everything afterwards builds on it — payments, treatments, warranties — which makes this the most important step in the Clinic group.

Steps 1 & 2: Open the order window

Go to CRM › Customer Management, click the customer's name to open their profile, then:

Illustration of how to open the order window

1. Click the Order tab in the tab row.
2. Click the blue + Create button at the top left.

The six action buttons on each order row

Every saved order carries a cluster of buttons (marks 3 to 8 in the picture) — what you can still do with that order after it has been saved:

Button	Colour	What it does
3. Pencil	Green	Edit the order — reopens the filled-in order window.
4. Bin	Red	Delete the order from the profile.
5. Eye	Dark blue	View details, read-only.
6. Printer	Light blue	Print the order for the customer.
7. Minus	Indigo	Return the service — the customer no longer wants it, so the unperformed part is given back.
8. Padlock	Orange	Lock the service — no further changes to that service line.

Rows show different buttons

In the picture, row 3 only has the minus and padlock, without the edit/delete/print cluster of rows 1 and 2. A button appears only while that action is still possible — a missing button reflects the state of the service, not a lost permission.

Delete is not the same as return

Delete (button 4) removes the order as if it never existed — only for orders created by mistake. Return the service (button 7) keeps the history: the order stays, the unused part is given back, and the amount lands in the Refund box on the customer profile. If the customer has already paid, always return rather than delete.

Read the existing orders before creating a new one

The table below lists the customer's orders with Subtotal, Paid and Outstanding balance, and a grand total on the last row. A glance tells you what is still unpaid.

Note the formula under the last column — (4) = 1 − 2 − 3. Those are the software's own labels for the money columns, showing where the final figure comes from; they are not row numbers.

The Order information tab

Illustration of the Order information tab

Mark	What it is	Worth knowing
A	Order information tab	The main part: pick services and work out the money. Open by default.
B	Expand tab	Customer source, who is responsible, and installment settings (see below).
C	Service / product combo	Pick a ready-made package and the software fills in every service it contains. Leave empty when selling single services.
D	Branch ⭑	Where the service will be performed. Required.
E	Order date ⭑	Pre-filled with now. Required.
F	Appointment	Attach the order to an existing appointment, so you know which visit it came from.
G	(+) Add	Add another service line to the same order.
H	Note	Special arrangements with the customer, instructions for whoever does the work.
I	Coupon / Promotion	Type a code and click Apply; the software fills the Coupon discount column.
J	Total payment	What the customer owes for the whole order. Calculated, not typed.
K	Save	Writes the order into the customer's profile.

⭑ = required.

Service lines and how the money adds up

Each row is one service. The money columns carry the software's own labels (1) to (8) under the header, showing which figure feeds which:

Column	Meaning
Service	Picked from the clinic's catalogue.
Quantity (1)	How many units or sessions.
Treatment	The matching number of treatment sessions, derived from the service.
Unit	The service's unit of measure.
Unit price (2)	Price per unit, from the price list.
Service discount (3)	A discount for this service alone. The % button switches between percentage and fixed amount.
Coupon discount (4)	Filled automatically when you apply a coupon at I.
Subtotal (5)	The line total after the service discount and coupon.
Other discount (6)	Anything beyond the two above — a loyal-customer (patient) gesture approved by management.
Total to Pay (7)	What the customer actually pays for this line.
Expires	The validity date of the service, if your clinic sets one.

Under the service selector sits a Position line (e.g. Position: 12) — the tooth positions being treated, carried over from the check-up. The two-square icon copies it.

Use the right discount column

Service discount is for the service's own promotion, Coupon discount is filled from a code, and Other discount is for exceptions that need approval. Putting everything in one column makes it impossible to tell later where the discounts came from.

The Expand tab

Click Expand (mark B) to record who brought the customer in and who is responsible for this order — this drives commission, so do not leave it empty.

Illustration of the Expand tab

Mark	What it is
1. Customer Source	How the customer found the clinic (Marketing Tiktok, re-engagement campaigns…).
2. Referral partner	The affiliate who referred them, picked by partner code.
3. Consultant	The consultant who closed this order.
4. Consulting doctor	Doctors involved in the consultation — more than one can be selected.
5. Direct sale	The direct sales person.
6. Installment configuration	Where the installment schedule is set up.

About the installment section

Area 6 only shows settings when the order contains a service with "Installment" enabled. Otherwise the software says:

No services support installment in this order Only services/treatments with "Installment" enabled show here

That is not an error. To sell a service in installments, an administrator must first enable the Installment option on that service in the catalogue; once such a service is in the order, this area shows the fields for splitting the amount into terms. Details: Create an Installment Plan.

Services that need a tooth position

Some services — dental ones above all — are configured to require a tooth position. For those, clicking the Quantity field opens a tooth chart right under the service line:

Illustration of the tooth-position picker inside the order window

Mark	What it is
1. Quantity field	Click here to open the picker. The quantity then counts the teeth you select.
2. Position line	The teeth chosen so far (e.g. Position: 21). The two-square icon copies the list.
3. Guidance bar	Reminds you of the order: pick a treatment type first, then click the teeth.
4. Treatment types	Filling, Inlay, Onlay, Crown, Root canal, Post & core, Missing, Implant, Bridge, Need extraction, Other, Braces, and Remove/Restore to undo a mark.
5. Quick select	Whole groups: 16 teeth, 20 teeth, Upper jaw, Lower jaw, All.
6. Tooth chart	Click each tooth. Selected teeth are filled in (tooth 21 in the picture).

The numbering system and the treatment types are the same as in the check-up screen — see Record a Check-up.

Services that do not need a position have no chart

For a service without position tracking (a product, a care package), the Quantity field is just a number box. No tooth chart means the service does not need one — not an error.

Services with installments enabled

When the order contains a service with "Installment" enabled, the Installment configuration area on the Expand tab shows one card per such service:

Illustration of the installment configuration

Mark	What it is
1. Service name and Total amount	The service being paid in installments and its full price.
2. Installment checkbox	Turns installments on or off for this service alone. Unticked means a single payment.
3. Installment period	How many terms (e.g. 6 kỳ — six terms).
4. Deposit (minimum 30%)	What the customer pays up front. The label states the minimum your clinic requires.
5. Calculated results	Remaining amount, Amount per period and Interest rate — computed by the software, not editable.

In the example: a 20,000,000 service, 6,000,000 paid up front, split into 6 terms → 14,000,000 remaining, 2,333,334 per term, 0%/year interest.

The period dropdown is still in Vietnamese

The values in Installment period (6 kỳ = six terms) have not been translated yet.

Read the three figures at mark 5 out loud before saving

What the customer cares about is how much per term. Confirm that figure and the number of terms with them at the desk, and there is nothing to argue about on collection day.

No service listed in this area

It means no service in the order has Installment enabled. That is a property of the service in the catalogue, set by an administrator — it cannot be switched on from the order window.

Track the terms already collected and the ones falling due on Create an Installment Plan.

After saving

Click Save (mark K) and the order appears in the Order tab, while the FINANCE figures at the top of the profile are recalculated — see Financial Information.

The usual next step is taking payment, or recording a deposit if the customer is not paying in full.

Related

• Create a Payment — collect money against the order.
• Create a Deposit — take money up front.
• Create an Installment Plan — split the amount into terms.
• Customer Details — where the Order tab lives.