Place an order (Order Form)

← Company Overview

When placing an order in TurnLink there are a few things to note after the Order Form has been loaded that are helpful in the sales process…

TurnLink requires at least one Distributor that carries any of your products to be added to the Company Overview Distributors module in order to place an order. Make sure the distributor you are ordering from is added before clicking on Order Form.

All or any of your products may not be displayed, depending on which Products are carried in that Company (which can be set via the Order Form or the Products Carried Action module). All of your folders will be visible and clicking on any of the folders will load up the products in those folders

If you are in a child record of a Regional Company you can view which products are authorized in that region as they will be bold and italicized. There is also a preference available on Setup > Preferences > Overview that allows you to display all approved products when in a Company that is part of a Regional Relationship regardless of whether the company already carries those items.

A draft of your order is not being saved as you enter line items so make sure to click 'Add to Cart' if you do not want to lose your data before leaving the Company Overview or if your connection is not solid.

Follow these steps to place an order:

Image: https://turnlink.uservoice.com/assets/74544516/companyOVERVIEWORDERFORM1.png

1. Find the product you want to order and select the Distributor who will be fulfilling the order.

a. Direct is used for anything that your company will ship to and may synchronize with your accounting system (e.g. QuickBooks, Navision, NetSuite, etc.)

b. For Turnover Orders select the appropriate Distribution Center fulfilling the product order.

2. Enter the Quantity for the product you are ordering.

3. Select the Unit type if there is more than one option (e.g. Each, Case(6), etc)

4. The default price will be displayed in the price field depending on the Distributor and Unit selected. If you need to signify the product being ordered is a free sample, click on the checkbox to the right of the price.

5. If you have a line item specific comment, such as a lot number or comment to the shipping department, enter this into the comment field.

6. If there is an available Promotion for that Distributor and Unit combination, there will be a Promotion icon on the right of the line item that can be clicked on. You may select up to 3 available promotions per line item.

7. After ordering each of your products, or whenever you deem worthy, click on the 'Add to Cart' button on either the top or the bottom of the Order Form.

Image: https://turnlink.uservoice.com/assets/74544666/companyOVERVIEWORDERFORM2.png

Once you have added all of your items to the cart, you can enter other information such as PO Number, Representative to assign to the Order, Ship Date, Terms, Shipping Methods and much more.

If your TurnLink administrator sets up a rating service you can check the pricing of Direct shipments with UPS, USPS or FedEx while completing an Order.

When you are finished with your Order, click 'Complete Order' and it will be added to the Events in this Company Overview.

You can then submit your order for processing.
**Click here for directions on submitting turnover orders to third party Distributors.

**Consult with your TurnLink administrator on how to handle Direct product and sample orders.

This guide walks you through how to place and process an order in TurnLink.

Before You Begin

Confirm the following:

The distributor you want to order from is connected to the company.
The distributor’s account number is set up.

Distributor Types

3rd Party Distributors: For turnover orders, select the appropriate distribution center fulfilling the order.
Direct: Used for orders shipping directly from your company. These orders may sync with accounting systems such as QuickBooks, Navision, or NetSuite.

Order Form Versions

TurnLink offers two order form layouts:

Classic Tree Form: Displays all items at once. Ideal for most vendors.
Quick Search Form: Designed for large vendors or brokers representing multiple brands with many SKUs. Faster for high-SKU catalogs because it does not preload all items.

Your company Admin selects the form version. To request a change, contact your Admin or TurnLink Support.

Step 1: Start a New Order

From the Company Overview, select: What would you like to do? → Place an Order

Step 2: Search & Add Products

Distributor & Promotion Filters

If only one distributor is connected, the form automatically filters to that distributor’s products.
If multiple distributors are connected and one is marked Primary, it will filter for the Primary.
You may change the distributor filter (only connected distributors are available).
You may also filter by available promotions.

Search Order Form by any of the following:

Product name
Brand
UPC
Distributor item code

Selected items will appear on the order form.

Step 3: Enter Line Item Details

For each product:

1. Void/Carry Toggle

Updates the company’s carried product list (creates an audit).
If an item marked Void receives a quantity, it automatically switches to Carry.
Items cannot be discontinued from the order form. Discontinuations must be completed via the Audit form.

2. Quantity

Enter the quantity to order.

3. Distributor

Prefilled if using the distributor filter, if there is only one distributor option, or if a distributor is marked as Primary.
If ordering from multiple distributor it is recommended to place separate orders by distributor.

4. Unit

Prefiled if only one type is available.
Select if multiple types are available (e.g. case vs each)

5. Sample (if enabled)

Resets item to Void when checked.
Zeros out the price.
Used for Direct orders.
For turnover orders, DO NOT USE the sample checkbox. Instead apply a 100% MCB promotion to ensure correct distributor discount calculation.

6. Price

Prefilled and managed by your Admin
Editable if special pricing is needed (used for base pricing NOT promotional pricing)

7. Promotions

Automatically applied when applicable, and/or
Manually selected via the Promo dropdown menu.

8. Line item comment (optional)

Classic Tree Form:

Click the blue field links when multiple items share the same void/carry status, quantity, distributor, unit type, sample status, custom pricing, promotions, or order comment to quickly apply those settings to all items within the selected product folder.

Quick Search Form:

Use COPY DOWN when multiple items share the same distributor, quantity, or promotions to quickly apply those settings to all items.

Step 4: Complete the Order

Optional Fields

Approved By (company contact who approved the order)
PO Number
Ship Date (required for pre-orders, click here for additional pre-order instructions)
Priority Toggle (pins order as a Priority Event in company history)
Order Note

Click 'Complete' to move to the Open Order Cart, where you can review and edit.

Important❗

Drafts are NOT autosaved. Click Add & Continue periodically if placing large orders or if you have an unstable internet connection.

Step 5: Process the Order (Order Cart)

1. Edit Details

You can optionally modify:

Ship date
Ship-to address*
Shipping cost*
Order date
Sales tax*
Rep (if entering the order on behalf of another user)
PO number
Order Note
Subtotal promotions*

* Used for Direct orders only❗

2. Add More Items

Add additional products to the order.

3. Process After (Required for Submission)

Choose how the order will be processed:

Do Not Process: Saves the order in TurnLink only. ❗Does NOT submit the order❗
Distributor Submission: used when processing turnover orders to 3rd party distributors. Includes options for email confirmations.
PDF > Email with Default Settings: Opens the Email action and attaches the order PDF using the previously saved PDF settings.
PDF > Save with Default Settings: Downloads the order to your device using the previously saved PDF settings.❗Does NOT submit the order❗
Adjust Settings: allows you to adjust your PDF settings.
QuickBooks Web Connecter: Only visible when ordering Direct and syncing to QuickBooks.

4. Complete the Order

Once the applicable Process After selection is made click 'Complete Order' and the order will be processed.

Important❗

It is critical that when processing turnover orders you use the Distributor Submission processing option❗
Click here for additional information on submitting turnover orders via Distributor Submission to 3rd party distributors.
Click here for additional information on synchronizing Direct orders to QuickBooks.