Learn Mokapen

Orders Guide

The Orders area formalizes commercial acceptance: same model as the quote (items, templates, PDF, email) but represents the sales or delivery commitment to the customer. Each order has an order code (e.g. ORD-3-2026), a downloadable or sendable document, and can sync with invoicing software such as Fatture in Cloud for the order → electronic invoice flow.

Access it from the Sales → Orders menu or the Orders page. Feature available on the Large plan with the Sales app active. Requires tax rates configured in the organization (Settings → Sales → Taxes).

Role in CRM and processes

An order in Mokapen:

• Economic confirmation — item lines (products, services, generic items) with VAT, discounts and totals; basis for production, shipping or invoicing.
• Document — order template, preview, PDF/DOCX download, email send with attachment.
• Traceability — order code, order pipeline status, links to source quote, opportunity, contact, company.
• Tax integration — sync to accounting software (Fatture in Cloud: orders with items toward invoicing).

Flow: Won opportunity or Accepted quote → Order → invoicing sync → Project / delivery tasks.

Use cases

• Signed B2B contract — order with recurring service lines + payment terms in the document.
• E-commerce / direct sales — order from accepted quote or won opportunity with catalog items.
• Administration — export/sync order to Fatture in Cloud; accounting issues invoice without re-entering lines.
• Operations — order linked to project and fulfillment tasks; connections to after-sales tickets.

List page and Kanban

Orders are managed in Kanban by pipeline status (configurable) and in tabular List view. Top bar:

• Pipeline / Status: filter by order stage.
• Filters (Large plan): customer, amount, dates, owner, labels.
• + Order: opens the full editor (new order page).
• Actions: order archive, trash, export, edit columns (List view).

With multi-select in List: Edit, Clone, Archive, Delete.

Order panel

Open an order from Kanban or List: the side panel opens with all document blocks. With the Small plan you can switch to the full page (expand icon) to work on long orders or orders with many lines.

Header:

• Order code (e.g. #ORD-3-2026) — click to edit manually if authorized.
• Title — descriptive name (e.g. «Maintenance order 2026 — Client X»).
• Archived badge if applicable; trash banner with Restore / Delete permanently.

Document action bar (top right):

• Preview — render of the document as the customer will see it.
• Download — menu: PDF or Word (docx); the file uses sender and order code in the name when present.
• Send email — modal with recipient, subject, body; PDF attachment generated from the current order.

Icon bar like other entities: Pipeline status, Privacy, Labels, Color, Attachments, Notes, Copy link, Options (Clone, Archive, Delete), + Create and connect.

Main blocks: Sender/Recipient, Design (template), Items, Economic terms, order data fields (dates, references, notes).

Order code

The order code uniquely identifies the order in the organization and appears in the header (e.g. #ORD-3-2026), in lists, connections and PDF file names.

Automatic generation: on create or save, if the code is empty, Mokapen assigns the annual sequence in ORD-NUMBER-YEAR format (e.g. ORD-1-2026, ORD-2-2026…). The counter resets each calendar year; custom codes outside the standard format do not affect numbering.

Manual edit: click the code in the header → editable field → save panel. Useful to align with ERP or external accounting numbering; avoid duplicates in the same org.

Document date: if you set an order date different from the current year, the system may regenerate the code consistent with that year on save.

In PDFs/email the file name may be Sender - order code.pdf.

Items (order lines)

The Items block is the economic core of the order. Each line has quantity, unit price, VAT, discounts and line total.

Add an item — + Item button:

1. Choose the type: Service, Product, Generic item, Generic item (%).
2. For service/product: select entry from catalog — price, VAT and description are suggested from the linked record.
3. Fill quantity, price, optional line discount; confirm.

Gross/net prices, manual document discount and customer discount from the directory: same logic as the quote.

When creating an order from an accepted quote or won opportunity, Mokapen can pre-fill lines — review and adjust before sending to the customer or tax sync.

Order template

Design block: system templates (order layout) or org custom templates (Templates menu → Order type). They define item table layout, sender/recipient blocks, terms, signature. Org default template suggested on new orders.

Economic terms: free text (payment, delivery times, warranties) — inherited from template if empty on create.

Preview, download and send

Before sending to the customer, always use Preview: Mokapen composes the document from template + saved data.

Download — PDF or DOCX from the Download menu.

Send email — modal with order PDF attachment; requires customer email and org mail integration.

Save before generating the document if you changed items or text.

Sync and electronic invoicing

Sync tab on the order + Integrations → Fatture in Cloud configuration.

With integration active:

• Export/sync orders with items to Fatture in Cloud (outbound or bidirectional direction).
• Directory and catalog alignment avoids re-entry at invoice stage.
• VAT mapping and sync filters configurable per org.
• Status per record: synced, pending, error — viewable on the tab.

Mokapen manages CRM and order document; electronic invoice and tax compliance remain on the connected accounting software, with aligned data via sync.

Related sections

• Connections — source quote, opportunity, project, ticket.
• Attachments — delivery notes, signed contracts.
• Updates — change history, sends, sync.
• Labels — classification and filters.

Create an order

1. Go to Sales → Orders → + Order (or from won opportunity / accepted quote with pre-filled lines).
2. Fill title, customer (contact/company), initial pipeline/status, dates.
3. Design section: choose template.
4. Add items from catalog or generic.
5. Complete economic terms and sender/recipient if needed.
6. Save: the order code is assigned if missing.
7. Preview → Send email, Download PDF or sync to tax accounting software.

Edit an order

Single edit (panel)

1. Open the order panel (click from Kanban or List).
2. Edit inline title, order code, data fields, item lines and economic terms text (pencil icon where available).
3. Update pipeline status, labels, privacy and attachments from the action bar.
4. Save: automatic field by field in the side panel; preview and download require save if you changed items, template or text. After sync to Fatture in Cloud, changes in Mokapen may require a new sync.

Advance from Kanban

Drag the card between Kanban columns: pipeline status updates automatically.

Bulk edit (List view, Large plan)

1. Switch to List view on the Orders page.
2. Select orders with checkboxes.
3. Click Edit in the action bar: owner, status, labels, custom fields allowed in bulk.
4. Confirm to apply to all selected.

Bulk action bar also available: Clone, Archive, Delete.

Delete an order

Delete orders created by mistake or duplicate test records. Prefer Archive if the order has useful history (fulfilled, invoiced, connections with customer or project) and you do not want to lose traceability. Consider impact on sync and invoicing already started before deleting permanently.

Single deletion

1. Open the panel → Options (three dots) → Delete (red item).
2. Confirm in the modal.

With the Large plan, the order goes to trash (Orders page → Actions → Order trash). From there you can Restore or Delete permanently. If you open an order already in trash, a Restore / Delete permanently banner appears.

On the Free plan (without Large plan) deletion is generally permanent immediately after confirmation, with no trash — check your organization's permissions.

Multiple deletion

1. List view → select → Delete (red button) → confirm.

Archive an order

Archive hides fulfilled, closed or historical orders from Kanban and operational views, without deleting them: connections, amounts and Updates tab remain viewable on contact and company. Useful for a clean pipeline while keeping commercial history and sync/invoicing audit.

Archive a single order

1. Open the panel → Options → Archive (Medium plan) → confirm.

Archive multiple orders / view archive

• Multiple: List view → select → Archive in the action bar.
• View: Orders → Actions → Order archive.
• Restore: from archive or Options → Restore on the panel.

Archived orders do not appear in operational Kanban but remain reachable from archive, connections and historical reports.

Clone an order

Duplicate a template order (same items, attachments and terms) for recurring orders, variants or contract renewals.

Single clone

1. Panel → Options → Clone.
2. Modal: select items, attachments, connections, comments to copy.
3. Confirm; update title, dates and order code on the new record.

Multiple clone

1. List → select → Clone → options → confirm.

From quote or won opportunity

From accepted quote: action prepares/creates order — copies items and customer data. From won opportunity: new order modal from the opportunity — automatic link in Connections. Keep trace of quote or opportunity for reporting and audit.

Views

• Kanban — order statuses; drag-and-drop.
• List — configurable columns, sorting, export, bulk actions.

Orders settings

From Settings → Sales → Orders (admin): pipeline and statuses, custom fields, panel layout, list columns, discounts. From org Templates: order document models. From org Taxes: VAT rates used on items.

Orders reports

Orders reports section (Large plan): volumes, statuses, margins, items, customers — only data authorized by your role. Use together with Quotes and Opportunities reports for end-to-end sales view.