Orders in Beam represent the movement of items into, out of, or through your organization. This guide explains the three order types, how to create orders, and the step-by-step workflow for each type.
Order types
Beam supports three types of orders, each designed for a different kind of inventory movement:
| Order Type | Description | Example Use Cases |
|---|---|---|
| Outbound | Items leaving your warehouse (shipments, deliveries, sales) | Customer orders, wholesale shipments, internal transfers out |
| Inbound | Items arriving at your warehouse (receiving, purchases, returns) | Supplier deliveries, purchase orders, customer returns |
| Rental | Items going out to a customer temporarily and coming back | Equipment rental, event supplies, loaner items |
Orders list page
The Orders page displays a table of all orders. It has the same tools as the Items list search, filters, column visibility, sorting, and import/export. Orders can be filtered by type, status, customer, and other fields.
Creating an order
To create a new order:
- On the Orders page, click the add button (+).
- Select the order type: Outbound, Inbound, or Rental.
- Fill in the order fields: Name (required a name or reference for the order), Customer (the customer or supplier associated with this order), External number (an external reference number such as a purchase order number), and any additional custom fields configured by your organization.
- Click Save to create the order.
Outbound order workflow
Outbound orders follow this status flow:
Open → Done
Step-by-step process
- Create the order: Fill in the order details. The order starts with status Open.
- Add items to the order: On the Edit tab, click Add Items. Search for and select the items you want to include. Set the quantity for each item. Items are added as order rows with a "to pick" status.
- Pick items: On the Pick tab, you will see a list of items to pick with progress indicators. Select an order row to see available stock locations. Pick items from specific locations by scanning (barcode or RFID) or by manual selection. Picked items appear in a buffer (a temporary holding area). Review the buffer and click Save to confirm your picks.
- Complete the order: When all items have been picked, click the Complete button. The order status changes to Done and picked items are removed from stock.
Inbound order workflow
Inbound orders follow this status flow:
To Order → To Receive → Received
Step-by-step process
- Create the order: Fill in the order details. The order starts with status To Order.
- Mark ready to receive: When the shipment is expected, advance the status to To Receive.
- Receive items: On the Pick tab (which functions as a receiving tab for inbound orders), scan incoming items using barcode or RFID scanners. Assign received items to storage locations. The system can automatically generate EPC tags for received items if configured. Review the buffer and save to confirm received items.
- Complete receiving: When all items have been received, the order status changes to Received.
Rental order workflow
Rental orders follow this status flow:
Open → Away → Done
Step-by-step process
- Create the order: Fill in the order details. The order starts with status Open.
- Pick items: Same picking process as outbound orders. Select and pick items from warehouse locations.
- Mark as out: Once items have been picked and handed to the customer, the order status changes to Away. Items are tracked as being out on rental.
- Return items: When items come back, process the return. The button label changes to Return. Scan or manually select the returned items.
- Complete the rental: Once all items are returned, the order status changes to Done.
Outbound order page tabs
The outbound order detail page provides the following tabs for managing the order:
| Tab | Description |
|---|---|
| Info | View order summary and details including status, customer, and dates |
| Edit | Add or remove items, change quantities for the order |
| Pick | Pick items from warehouse locations to fulfill the order |
| Palletize | Organize picked items onto pallets (if palletization is enabled) |
| History | View the order's full transaction history and audit trail |
| UID | Scan and manage UIDs/EPCs linked to this order (if UID tracking is enabled) |
Generating documents
From the order page, you can generate PDF documents for shipping and record-keeping:
- Delivery notes A document listing the items in the order for the customer.
- Invoices A formal invoice for the order with pricing details.
- Pallet lists A breakdown of items organized by pallet.
- Order lists A complete list of all items in the order with quantities.
These documents use your organization's logo and configured templates. They can be viewed on screen, printed directly, or downloaded as PDF files.
Writing off order lines
Sometimes an item on an order cannot be fulfilled. It is out of stock, damaged, or otherwise unavailable. Instead of leaving the line incomplete, you can write it off.
- A written-off quantity is recorded separately from the picked quantity on an order line.
- Written-off items are not removed from stock. Only picked items affect inventory levels.
- You can still complete an order that has written-off lines. The order will reflect both the picked and written-off amounts.
- The write-off amount is visible in the order history and on generated documents.