TABLE OF CONTENTS

  1. Understanding the Order Entry Fields
  2. Adding and Sorting Menu Items for an Order
  3. Adding a Coupon
  4. Adding or Adjusting the Delivery Fee for an Order
  5. Finalizing the Order

Overview

The Order Entry Tab is where orders and quotes are built. Accurate order entry ensures that kitchen production, delivery schedules, and financial records are correct. In this guide, you will learn what each field in the Order Entry tab means, the different ways to start an order, how to add and sort menu items, how to add or adjust coupons and delivery fees, and how to finalize and save your order.

Ways to Start an Order

  • Directly by clicking the Order Entry tab

  • From Customer's CRM Record → Orders → Start a new order for (Customer)

**Explore our Interactive Click-through Guide here or follow the steps below**

Managing Order Entry Fields

You can adjust your Order Entry Settings, hide certain fields, add a custom field, or reorder the fields to better match your workflow.

For step-by-step instructions, see the following articles on configuring these options in the Admin section:

Admin - How To Change your Order Entry Layout 

Admin - Create A Custom Field For Order Entry

Admin - Order Entry Settings - Hide Notification Settings

Admin - Ticket Templates - Order Sheet Layout and Catering Ticket Settings

Admin - Order Entry Settings - Row Settings, Anniversary Reminder Setting, Ready Time Setting, Customer Detail Box Setting, Kitchen Ready Time Setting, Coupon Setting


Order Entry Fields

  1. Location: If you have more than one location in your account, you can select the correct location for the order from the dropdown menu. Your default location will show.
  2. Customer: Begin typing your customer’s name. If found in CRM, it will appear in the drop‑down. If not, click Add New Customer.
  3. # People Order For: Enter the total number of guests.
  4. Order Type: Select from your available order types (Pickup, Delivery, Dine-In, or create a custom Order Type). See Admin - Custom Order Types
  5. Current Call Back Number: Auto-fills from CRM but can be changed.
  6. Delivery Address: For delivery orders only. This will not show if a Pickup. Select from saved addresses for your Customer or click Add New Delivery Address.
  7. Delivery Driver Name: For delivery orders only. (You can assign later if unknown.)
  8. Payment Method: Choose from your available payment methods or use a custom payment type. See Admin - Create Custom Payment Types
  9. Stored Credit Cards: If credit card is chosen, stored cards for your Customer will appear. Click Add a New Credit Card if needed.
  10. Event Type: Choose the event type (e.g., Meeting, Wedding). See Admin - Order Entry Settings - Event Types
  11. Pickup/Deliver by Date: Select the event date.
  12. Pickup/Deliver by Time: Time the food is to be ready.
  13. Delivery Driver Pickup Time: For delivery orders only. Time the driver picks up the food. (You can assign later if unknown.)
  14. Kitchen Ready Time: Time the kitchen should have food ready. (You can assign later if unknown.)
  15. Ignore Time Warnings: Checking this box allows placing orders outside business hours, closed days, or past dates.
  16. Special Instructions: Add non-menu related notes.
  17. Order Taken By: Auto-fills with the logged-in user but can be changed.

Adding and Sorting Menu Items for an Order

  • In the Order Entry tab, start typing in a menu item name. Menu items will populate based on what you have entered.

     

  • Click on your desired item to add it to the menu.

  • Adjust the quantities as needed.

  • To add another item, click the green + button.

  • To delete an item, click the red x.

    

  • To sort items, locate the 9-dot icon to the left of the item name.

  • Click and hold the icon, drag the item to its new position, and release.

  • Repeat until the items are in your desired order.

Adding a Coupon

You can either apply a previously created coupon or create one on the fly. (To create a coupon refer to Admin - Create a Coupon.)

  • Click the + to add a coupon, or click the eye symbol to view available coupons for this order.

Adding or Adjusting the Delivery Fee for an Order

In the Order Entry tab, if Delivery is selected as the order type, you can add a delivery fee. If you have set Delivery Fees or Delivery Zones, you can also manually adjust the delivery fee that populates.

  • Click the fee amount once.

  • Enter the price.

  • Press ENTER to save.

  • This change applies to this order only.

Adding a Tip/Gratuity

In the Tip box, you can enter either a dollar amount or a percentage.

  • Enter the dollar amount, or enter the percentage number followed by the % sign.

  • Press ENTER to save.

  • You will see the calculated amount populate in the Tip field.

Finalizing the Order

  • Review all fields, items, fees, and totals.

  • Determine if you wish to automatically send the order to your customer or review and manually send it later by checking or unchecking the box under Options. 

    • Unchecked = When you click Place your Order your Customer will automatically receive a confirmation email with a copy of their Catering Ticket attached. 

    • Checked = No confirmation email is sent and you can manually send to the Customer.(See Manually Email a Catering Ticket)

  • Click Place your Order! to finalize. (If placing a Quote refer to Create a Custom Quote)

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Conclusion

Getting the details right in order entry benefits everyone — your team, your customers, and your bottom line. By following the process outlined in this guide, you set the stage for smooth execution, satisfied customers, and repeat business.


For additional help, refer to the CaterZen Support Center or contact our CaterZen Support Team.

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