Help CenterOrders

Create an order

Admin portalOrdersUpdated today

Create a single or multi-box order for a merchant. Fleetics finds the zone, picks the package rule, works out the charge and sets the “Deliver by” promise for you. Restaurant and international orders use the same page.

Before you start
  • Your role has the Create order permission.
  • There is a merchant with a pickup location, a service with a cut-off, a package rule and a driver. Until then Create Order shows “Complete the setup”.
1

Open Create Order

Create Order is one page. Here is how it is laid out.

Create OrderSample screen
Orders1+ Create Order
← OrdersNew order2ForwardReverseDomesticInternational
3
✓Merchant & pickup2Recipient · 1 left!Package4Service & schedule5Charges & COD
4
Merchant & pickup
Recipient
Package
Service & schedule
Charges & COD
5
Summary
Route · zone · hub
Package rule
Delivery charge
Credit after this order
Driver collects
6
Create & add anotherCreate order
  1. Press Create Order in the header.
  2. The switches next to the title: Forward or Reverse, and Domestic or International. International shows only for merchants who have it. The title changes with them: New order, New reverse pickup, or New return.
  3. The step bar shows how many fields are left in each step. A finished step turns green, and a step with a problem (a credit limit, no package rule, COD not allowed) turns red. Click a step to jump to its first missing field.
  4. The sections run down the page: Merchant & pickup, Recipient, Package, Service & schedule and Charges & COD. Customs appears for international orders.
  5. The summary updates as you fill in the form: route, zone, hub, package rule, charge, credit and what the driver collects.
  6. The action bar at the bottom holds Create order and Create & add another. It appears only when the order is valid.
2

Choose the merchant and the pickup

Say who the order is for and where it is picked up.

Create OrderSample screen
Merchant & pickup
Al Noor Electronics ▾
3+ New
2MER-201 · Payment terms: Credit · Credit used 31,800 of 40,000 SAR · Own order IDs
Main warehouse, Riyadh ▾
✓ Main warehouse, Riyadh
Branch, Jeddah
5 + Another address
e.g. KH-7716
  1. Merchant. Search the merchant list and pick one. Only merchants covered by a package rule are listed, and suspended merchants cannot get new orders. Picking one loads their order form, payment terms, pickup locations, box types and default charge type.
  2. The key facts line shows the merchant ID (a link that opens in a new tab), their payment terms, how much of the credit limit is used, whether they use their own order IDs, and which order form they have.
  3. New adds a merchant on the spot. See the next step.
  4. Pickup. Choose one of the merchant’s saved pickup locations. The default one is already selected. For a return, the same list chooses where the parcel goes back to.
  5. Another address opens Add pickup location: a name, an address with its map pin, a city and an area. It is saved on the merchant and selected for this order.
  6. Order ID (merchant’s own). Shown instead of Reference ID when the merchant uses their own order IDs: it is required and becomes the order ID, and a duplicate is caught right away. Otherwise the field is an optional Reference ID, and a repeated reference has to be confirmed.
3

Add a new merchant on the spot (only if needed)

If the merchant is not in the list, press New and add them without leaving the order.

Create OrderSample screen
New merchant✕
Sahab Fashion
+966 50 111 2233
King Fahd Rd, Building 4
Riyadh ▾
Credit ▾
10,000.00 SAR
owner@sahab.example
6Create and use
  1. Pickup address. This becomes the merchant’s first, default pickup location.
  2. City. The merchant record needs one.
  3. Payment terms. Cash, Credit or Both.
  4. Credit limit. Appears when the terms are Credit or Both.
  5. Login email. The merchant uses it to sign in to their portal.
  6. Create and use adds the merchant and brings you back to the order with the merchant already chosen. Finish the rest of their setup later in Merchants.
4

Enter the recipient

Fill in who receives the order and where.

Create OrderSample screen
Recipient
Khalid Al-Harbi
+966 55 012 3456
Riyadh ▾
Al Olaya ▾
Pick a zone ▾
Olaya St, Building 12
Opposite the mosque, call on arrival
2
● Placed
  1. City and district. The city is required and the district is optional. If the city is not one you serve, see the note below.
  2. The map pin. Check or move the pin and confirm it. Grey means placed from the address, green means confirmed. Drivers navigate to the pin, not to the text. It stays disabled until you choose the city. With no usable pin, the order is flagged Bad address and distance-based rules charge only the base price.
  3. Delivery instructions. A landmark and anything else the driver needs to know.
  4. Zone. You normally do not see this field: Fleetics finds the zone and shows it in the summary. It appears only when Auto-detect zone is off in Settings, and then you pick the zone by hand.
NoteIf the delivery city is not one you serve, the order shows Out of coverage and cannot be created, unless a rule for a partner courier covers it. There is no override.
5

International orders (only if needed)

For a merchant with International switched on, add the country and the customs details.

Create OrderSample screen
New order1DomesticInternational
Recipient
Layla Haddad
+971 50 123 4567
United Arab Emirates ▾
Dubai ▾
00000
Customs
SAR ▾
300123456700003 🔒
6
DescriptionHS codeDeclared valueOrigin
Abaya6204.42450.00 SARSaudi Arabia✕
Scarf6214.2080.00 SARSaudi Arabia✕
+ Add line7Total declared value 530.00 SAR
  1. International. Choose it next to the title. It is there only for merchants who have International switched on, and it is not available for Reverse orders (“Reverse shipments are domestic”).
  2. Country. The destination country. An international order is accepted only when a package rule exists for it.
  3. Postal code. Required for international orders.
  4. Currency of the declared values.
  5. Shipper tax ID. The merchant’s VAT number, taken from the merchant profile. You cannot change it here.
  6. Customs lines. A description, an HS code, a declared value (required) and the origin for each item. The HS code is filled in with the merchant’s default. These details print on the AWB.
  7. Total declared value of all the lines.
6

Describe the package

Which form you see depends on Settings › Order form, and each merchant can override it.

Create OrderSample screen
Simple form
2
2.3 kg
2 abayas, 1 scarf
One label per piece (1/2, 2/2).
Multi-box form
4
Box typeWeightL×W×H
Small1.2 kg30×20×10
Medium1.1 kg40×30×20
Box volume ▾
6Chargeable weight 6.0 kg (higher of actual and volume weight per box)
  1. Pieces. How many pieces. One label is printed per piece (1/N), up to 50.
  2. Total weight of all the pieces. Required. Nothing is asked per piece in the simple form.
  3. Item detail. Optional: what is inside, in your own words. It shows when the merchant’s order form has it.
  4. Boxes table (multi-box form). One row per box with its type, weight and size. Choosing a box type fills in the size, and the weight when the type has one. Weight is required unless you bill by box count. One label is printed per box.
  5. Bill by. Box count, Box weight or Box volume. It picks the kind of package rule that prices the order: box rules (a base fare for the boxes included plus a price per extra box step), weight rules on actual weight, or weight rules on the higher of actual and volume weight. If no rule of that kind matches, Fleetics says “No box count rule matches this route and service. Try another Bill by”.
  6. The billing line shows what the order is billed on: “3 boxes billed by count”, or the chargeable weight.
7

Restaurant orders: add the items (only if needed)

For a restaurant merchant the Package card is replaced by the menu items.

Create OrderSample screen
Items
1
ItemOptionsPrice
2 × Chicken MandiHalf46.00 SAR✕
1 × Laban—5.00 SAR✕
+ Add itemItems total 51.00 SAR
2☐ Food is ready now
Add item✕
Chicken Mandi ▾
Size: Half ▾ (required)
2
Add
  1. Items. For a restaurant merchant the Package card becomes Items: the items you add from the merchant’s menu, with their options and line prices. There is no box type, weight or size. You need at least one item. The menu is managed by the restaurant.
  2. Food is ready now. Off (the default): the order is created as Being prepared, and a driver is assigned when it is marked ready. On: the order is created as ready for pickup, Unassigned, and allocation runs at once.
  3. Item. Pick it from the menu.
  4. Options. Required option groups must be chosen, and some groups allow several choices.
8

Choose the service

The service decides the price and the delivery promise.

Create OrderSample screen
Service & schedule
1
◉ Next day2Deliver by Mon 9 Nov, 6:00 PM
○ Same dayDeliver by Fri 6 Nov, 11:00 PM
○ Express4(past cut-off)
3 Booked after the 5:00 PM cut-off · delivers Mon 9 Nov
5 ☐ Override cut-off
  1. The services. A service is offered only where a package rule matches the route. For a restaurant merchant, their default service is already chosen, and you can change it.
  2. Deliver by shows under the service you picked. It is counted from the booking time, using your operating days and hours.
  3. After the cut-off, with Follow cut-offs strictly off, the order keeps its service and price. Deliver by starts the next working day, and the order is not counted as late.
  4. Strict cut-offs. With Follow cut-offs strictly on, a service whose cut-off has passed cannot be chosen and says “(past cut-off)”.
  5. Override cut-off. Appears when strict cut-offs block the service. It needs a permission, and every use is logged on the order.
9

Set the charges and the COD

This is where the money is set.

Create OrderSample screen
Charges & COD
1CreditCash
2SenderRecipient
450.00 SAR
4+ Additional charge
5Over Sahab Fashion’s credit limit by 120.00 SAR. Switch the delivery charge to Cash
  1. Delivery charge type. Credit or Cash, following the merchant’s payment terms. For a credit-only merchant Cash is disabled, for a cash-only merchant Credit is disabled, and for “Both” you choose per order.
  2. Paid by (Cash only). The sender, whom the driver collects from at pickup, or the recipient, at delivery. With Credit the sender always pays, billed to the account. For a return it is the merchant at drop-off or the customer at pickup.
  3. COD amount. The cash the driver collects from the recipient. 0 or empty means nothing to collect. It is separate from the delivery charge and carries no VAT.
  4. Additional charge. Adds one of your configured extra charges, for example waiting time. Charges set to apply to every order are already included. A charge the recipient bears is added to the COD collected.
  5. Blockers stop the order and the step turns red: going over the merchant’s credit limit, or COD where the partner courier does not support it (“Set COD to 0”).
Activated by FleeticsYour country, currency and VAT are set by Fleetics when your account is created. Contact Fleetics to change them.
10

Check the summary

The summary on the right shows how the order will be priced and settled.

Create OrderSample screen
Summary
1Next day · 2 pieces · 2.3 kg
2Riyadh → Riyadh
Zone Al Olaya · Olaya Hub
PR-102 · 18.00 SAR · best match ▾
4Own fleet · lands as Unassigned for your drivers
5Delivery charge ▾ 20.70 SAR
6
Base18.00 SAR
VAT 15%2.70 SAR
Total20.70 SAR
7Credit · billed to Sahab Fashion’s account8If returned (RTO) 7.50 SAR9Credit after this order 7,979.30 / 10,000.00 SAR10Driver collects 450.00 SAR at delivery11Merchant receives COD minus the charge
  1. The header. Service, number of pieces or boxes, and chargeable weight (no weight for restaurants or when billing by box count).
  2. Route. Pickup → destination (for a return, customer → merchant location), with the zone and hub Fleetics found.
  3. Package rule. The matching rules are listed best first: rules that name this merchant, then the most specific, then the cheapest. The first is chosen for you and marked “best match”. Picking another shows “Chosen manually”, and needs the Change package rule on order permission. If no rule matches, the order is blocked: “No package rule matches this route and service”.
  4. Fulfilment. Your own fleet (the order lands as Unassigned for your drivers), the partner courier named by the rule, or “International shipment”, which is never sent to a partner automatically.
  5. Delivery charge. The total. Click it to open the breakdown.
  6. The breakdown: base, extra weight, distance or boxes, and additional charges. With VAT on, each line shows net, VAT and total.
  7. Charged. How the charge is paid, for example “Credit · billed to the account” or “Cash · recipient pays at delivery”.
  8. If returned (RTO). What the merchant is charged if the order reaches the maximum delivery attempts or is returned. It is a percentage of the delivery charge or a fixed amount, from the rule.
  9. Credit after this order. Credit used out of the limit once this order exists (red when over). Credit merchants only.
  10. Driver collects. The cash due at delivery (COD plus any charge the recipient pays) and, if relevant, at pickup.
  11. Merchant settlement. With credit, the merchant receives the COD minus the charge (or the charge is deducted at settlement when COD is 0). With cash, the merchant receives the full COD.
TipFor a restaurant order, Driver collects is worked out for you: the items total, plus the delivery charge when the customer pays it. When the restaurant pays the delivery charge in cash, it is collected from the restaurant at pickup. Tick Items paid online to set only the items part to 0.
11

Create the order

When everything is filled in, create the order.

Create OrderSample screen
1Create & add another2Create order
✕
✓
3Order created · ORD-004823
4Unassigned · 20.70 SAR · Deliver by Mon 9 Nov, 6:00 PM · Zone Al Olaya
5Tracking link · …fleetics.io/track/ORD-004823 Copy
6Print7View orderCreate another
  1. Create & add another creates the order and opens a new one that keeps the merchant, pickup, charge type, payer, service, Forward or Reverse and Domestic or International, so the next order takes seconds. A message shows the new order ID.
  2. Create order (or Create return). Press it, or press Ctrl+Enter. If something is missing, Ctrl+Enter highlights it.
  3. The confirmation shows the order ID and the reference.
  4. The order summary: status (Unassigned, Being prepared, or assigned to a partner), delivery charge and how it is charged, COD, Deliver by, zone and hub, and the cut-off override if you used it.
  5. The tracking link. Press Copy to send it to the recipient.
  6. Print opens the print dialog for this order: Label and AWB, and a Kitchen ticket for restaurant orders.
  7. View order opens the order’s side panel in Orders.

Screens are simplified drawings with sample data. Your portal may look a little different, but the names and steps are the same.

Common questions

Create Order says “Complete the setup”.

Add what is missing: a service with a cut-off, a package rule, a driver and a merchant with a pickup location. Zones come with your account.

I cannot find the merchant.

The merchant may not exist yet, may be suspended, or may not be covered by a package rule. Check Merchants, or press New to add one.

The COD field is missing.

The merchant’s payment terms do not include cash. Change their terms in Merchants, or use credit.

Can I create orders for international shipments?

Yes, for merchants who have International switched on. A Customs section appears: currency, shipper tax ID and customs lines with HS codes. An international order is accepted only with a package rule and is never sent to a partner automatically.

The service I need is greyed out.

With Follow cut-offs strictly on, a service cannot be chosen after its cut-off. A user with the Override cut-off permission can tick Override cut-off. Every use is logged.

Why can I not change the package rule?

You need the Change package rule on order permission. Ask your admin.

Where do I create a return?

Use Create return on a delivered order. See “Create a return or duplicate an order”.

Related guides

Create a return or duplicate an orderImport orders in bulkUpdate status, assign drivers and scanPrint labels and AWBs
Was this helpful?
On this pageOpen Create OrderChoose the merchant and the pickupAdd a new merchant on the spot (only if needed)Enter the recipientInternational orders (only if needed)Describe the packageRestaurant orders: add the items (only if needed)Choose the serviceSet the charges and the CODCheck the summaryCreate the orderCommon questions