Overview
Designed specifically for Minca Electric’s scooter sales business, this system tracks orders through defined progression levels while maintaining customer contact information and order status.Order Tracking
Monitor orders from placement to delivery
Level Progression
Track through 3 fulfillment stages
Customer Contact
Manage communication and follow-ups
Order Structure
Order Follow
View with Scooter Details
Scooter Types
Orders reference the scooter catalog:Level Progression
Orders progress through three levels:Level 1: Order Placed
Status examples: “Pedido registrado”, “Esperando confirmación”
Level 2: Order Processing
Status examples: “En producción”, “En tránsito”, “En bodega proveedor”
Level 3: Ready for Delivery
Status examples: “Listo para entrega”, “Agendado entrega”, “En ruta”
Completion
When delivered:Orders marked as
is_finish = true are considered complete but remain in the system for historical reference and warranty tracking.Creating an Order
Customer Communication
Contact Information
Each order stores:- Phone: Primary contact number
- Email: For written updates and confirmations
Call Tracking
Thecall_count field tracks follow-up calls:
Call History Features
Call History Features
For each call, record:
- Date and time: When the call was made
- Answered: Whether customer picked up
- Comment: What was discussed or outcome
- Next action: What needs to happen next
- Communication audit trail
- Reminder of previous conversations
- Evidence of customer service
- Identification of hard-to-reach customers
Call Detail Modal
- Order and customer information
- Complete call history
- Interface to add new call record
- Quick actions (call, email)
Order Status Management
Status Field
Thestatus field is free-text, allowing descriptive updates:
Good status descriptions:
- “Pedido confirmado por proveedor - ETA 2 semanas”
- “En tránsito desde China - llegada estimada 15/03”
- “Recibido en bodega - agendando entrega con cliente”
- “Entregado - cliente satisfecho”
- “OK” (not descriptive)
- “Pendiente” (too vague)
- ”?” (no information)
Updating Orders
Filtering and Search
Filter by Level
Filter by Completion
Filter by Scooter Type
Search by Number
Search by Customer
Order Dashboard
Key metrics to track:Active Orders
Count of
is_finish = falseBy Level
Distribution across levels 1-3
Average Time
Days from order to delivery
Communication Rate
Average calls per order
Performance Metrics
Order Velocity:- Response rate (answered calls / total calls)
- On-time delivery rate
- Time from level 3 to delivery (should be minimal)
Supplier Order Links
Theorder_link field stores the URL to the supplier’s order tracking:
Best practices:
- Use direct order page URL (not homepage)
- Include order number in URL if possible
- Test link when adding
- Update if supplier changes systems
- One-click status checking
- Easy reference for customer questions
- Verification of order details
- Evidence for disputes
Some suppliers provide tracking APIs. Future enhancement could auto-update status by querying supplier systems.
Common Workflows
Standard Order Process
Standard Order Process
Week 1:
- Customer orders Dynamo Pro via phone
- Create order record (level 1)
- Place order with supplier
- Add supplier order link
- Call customer to confirm
- Supplier confirms production (move to level 2)
- Call customer with update and ETA
- Monitor supplier order page
- Scooter arrives at warehouse (move to level 3)
- Quality inspection
- Call customer to schedule delivery
- Coordinate logistics
- Deliver scooter
- Mark
is_finish = true - Add final call record
- File paperwork
Delayed Order
Delayed Order
Problem: Supplier delays shipment
- Learn about delay from supplier
- Update status with new ETA
- Call customer immediately
- Document conversation
- Offer alternatives if available
- Set reminder to check in weekly
- Continue monitoring supplier
Customer Can't Be Reached
Customer Can't Be Reached
Problem: Multiple calls not answered
- Try calling at different times of day
- Send email with request to call back
- Document all attempts in call history
- If scooter ready, note storage location
- Continue trying to contact
- Consider certified letter if extended delay
- Establish policy for abandoned orders
Permissions
| Action | Required Permission |
|---|---|
| View orders | view_orders |
| Create order | create_order |
| Update order | update_order |
| Delete order | delete_order |
| View call history | view_call_history |
| Add call record | add_call_record |
| Mark finished | complete_order |
Best Practices
Integration with Other Features
With Inventory
- Track accessory parts included with scooter
- Manage spare parts for warranty repairs
- Link related product sales
With Customer Database
- Build customer history
- Track repeat buyers
- Manage warranty registrations
With Warranty Management
- Link warranty claims to original order
- Track which batches have issues
- Manage post-sale support
Reporting
Generate insights:- Sales by Model: Which scooters sell most
- Lead Time Analysis: Average time per level
- Supplier Performance: Delays by supplier
- Customer Communication: Call frequency patterns
- Seasonal Trends: Order volume over time
- Completion Rate: Percentage of finished orders
Related Features
- Inventory Management - Track accessory parts
- Warranty Management - Post-sale support
- Notifications - Order status alerts