New Order and proformas

Choose the right starting point

Open New Order from Orders to create a new customer order or proforma payment request. Choose this when you want to assemble the sale and send the customer to checkout.

Continuing a reservation uses the same order editor with the existing linked order and its stock hold. Do not create another New Order for the same reserved sale.

An order opened from a reservation keeps its Stokkap Reservation origin after editing or payment. Check the reservation and payment status separately; the origin label does not mean the hold is still active.

Choose the customer

Select an existing customer or enter new customer details. Complete the fields marked as required; online payment needs a valid customer email. Creating a customer account is a separate action from entering details for the order.

For shipping, complete the delivery name and address fields required for the destination. Use a separate shipping address when it differs from billing. Review saved customer details before sending a payment request.

Add items and review pricing

Search or scan a product or variation and add it to the order. Check quantities and remove unwanted lines. When continuing a reservation, select sellable locations for managed products and review the editable item prices.

Use the available pricing and discount controls, and add named fee lines where needed. Tax options depend on the connected store. Check whether entered amounts include or exclude tax and wait for the current totals preview before submitting.

You can also add a purchase order reference and a note. A pricing or shipping change can trigger a new preview; use the refreshed total rather than an earlier figure.

Add shipping

Enable the shipping option, complete the destination address and choose from the delivery methods returned for the order. Available methods depend on the store’s WooCommerce shipping configuration and the customer’s address.

Changing items or the address can change the shipping price. Wait for the new preview, check the chosen method and review the final total.

Adding a shipping charge to an order is different from purchasing a carrier label. Shippo labels and tracking are managed separately from the order’s shipping tools.

Create the order or save the reservation

For a new request, review the customer, items, shipping, fees, tax and total, then choose the create action. Creating the order is not proof of payment: the customer still needs to complete checkout.

When continuing an existing reservation, Save reservation saves the updated order and keeps the hold active. Continue to payment saves and moves the same reservation into the payment flow. Finish any item or shipping changes before doing this.

If the connection fails after submission, use the offered Retry action. It reuses the pending operation. Starting another request could create a second order.

Email, open or share the payment link

On the order result, use the email action to send the customer the payment link. If proforma email is supported, the action may include the proforma. Opening checkout yourself does not send a message to the customer.

Use the payment action to open checkout. More options provides actions such as checking status, printing or saving the proforma PDF, copying the payment link, or showing the QR code when available.

The customer pays using the WooCommerce store’s available payment gateways. A POS terminal connection does not configure online checkout. Wait for the order to report payment before treating the sale as paid.

What a proforma means

A proforma presents the proposed order and payment details. It is not a tax invoice and does not mean money has been received.

Printing or emailing a proforma does not create a stock hold. For stock that must remain set aside, use a reservation and continue its linked order instead of relying on the proforma document.

Find the order again and fulfil it

Use the pending-payment view to return to unpaid requests, check their status and reopen the available payment actions. Use View order or Order details for the main order page.

Once payment is confirmed, follow your normal order fulfilment process, including picking, packing and shipping where enabled. A converted reservation uses its existing held stock rather than taking the same units again.

New Order from Orders does not require a POS register. A payment request started from POS uses the POS context and its session requirements. Cash recording and card-terminal payments are separate POS actions.

If an action is missing, check the store connection, feature settings, staff permissions and Connect plugin version. Do not assume that an unpaid, expired or unavailable payment link means the order has been paid.

Use cases

• A customer orders by phone: enter their details, add the products and delivery, then email the payment link so they can pay through your store.
• A business customer needs a proforma before paying: assemble the proposed order and provide the proforma/payment link. If the goods must be held, start with a reservation instead.
• A customer already has stock reserved and now wants extra items or shipping: choose Continue to order from that reservation. This edits the linked order instead of creating a second sale.

Limitations and restrictions

• No automatic hold: an ordinary New Order or proforma does not reserve stock. Creating, printing or emailing it does not guarantee availability; stock is checked again when payment is attempted.
• Reserved items: opening an ordinary New Order does not consume or modify an existing reservation. Continue the reservation’s linked order when completing that sale. Otherwise you can create a separate order while the original hold remains.
• Customer and shipping requirements: supply the required customer name/company and email, complete the destination fields, and wait for an up-to-date pricing/shipping preview. Available delivery and payment methods depend on the connected store.
• Editing a reservation here: use Save reservation to keep the hold active. Continue to payment moves the same order into payment; finish item, location and shipping changes beforehand. Direct edits outside the reservation flow are restricted.
• Payment and documents: creating an order or proforma does not take payment. A proforma is not a tax invoice. Confirm the linked order is paid before fulfilling it.
• Access and recovery: this workflow requires an online connection and the relevant order permissions/plugin capability. If submission is uncertain, retry the existing operation rather than creating another order. New Order from Orders does not require a POS register.