Salesforce offers a Standard object for Order in the Spring’14 release. Salesforce Order object is used to automate an organization’s post deal process. You can create an Order using either Account or Contract in Salesforce, and then track order information using Orders tab.
Creating new Order and Order Products in Salesforce
Before creating Orders and Order Productions, first you should enable the Order.
Customize -> Order -> Settings-> Enable Order.
After enabling the Order, It will ask you select the page layout where the order related list should be placed.
Now, you can create the Order from the following places in Salesforce:
1. Order tab
2. Account Related list
3. Contract Related list
When an Order is created, its Status will be “Draft”, and later the Order can be activated using the (Activate) button. Before activating the Order, it should be associated with a Product. Otherwise, it will show a warning message. Also, the Contract associated with the Order should also be activated first before activating the Order. You can control which users have access to edit activated orders, by granting necessary permissions on profiles. After you have activated the Order, you cannot add or remove the products.
To learn more about activating and deactivating an Order, please visit here: Salesforce Order Overview
If you want to create an Order with the same details as another order, you can clone it. If you clone with Products, you can’t change the new order’s currency or Price Book.
Adding Products to an Order
1. Click the Order, you want to add products to.
2. Click Add Products in the Order Products related list.
3. Select the price book you want to use for this order and click Save.
4. Select the products you want to add to your order, and then click Select.
5. Enter the quantity for each order product.
6. You can change the unit price, if needed.
7. Consider adding line descriptions.
8. To select more products to add, click Save & More.
9. To add the selected products, click Save.
Reduction Order
Once you have activated the Order, you can’t reduce Quantity of the product or services for a given customer. If you want to reduce or return the products, you should use Reduction Order.
For example, if a customer purchased 30 Products through an order and later requested to cancel one or more Products or their quantities, you could create a Reduction Order to make the change. The Reduction should be enabled first for an organization.
Please read more here about Understanding Salesforce Order for your organization and Salesforce Orders Overview Video
Now, you can see the Reduce Order Button in the Order Page Layout.
You can create more than one reduction orders for a single order; but, you can’t create a single Reduction Order for multiple orders. For example, if you need to reduce order products that were purchased through three activated orders, you need to create three reduction orders—one for each original order—even if all those orders were for the same account.
Adding products to reduction order
1. Open the reduction order you want to add products to, or reduce an existing order to create a new reduction order.
2. click Select Products to Reduce in the Order Products related list,
3. In the Quantity to Reduce column, enter the number of units to reduce each order product’s quantity.
a. If you want to fully reduce an order product, enter the same number in Quantity to reduce as it appears in Available Quantity.
b. If you don’t want to reduce an item, leave the Quantity to Reduce field blank. For example, if the original order included 300 Pen, and your customer only needs 100, enter 200 in the Quantity to Reduce column.
4. Click Save.
Limitations
1. Once an Order is created, Account and Contract will be read only. You can’t edit these fields in the detail page.
2. Order start date should not be earlier than Contract Start Date
3. Contract should be activated, at before activating the Order.
4. Once a Price Book is assigned to an order, you can’t change or remove the Price Book assignment.
5. If an order has an associated Reduction Order, you can’t edit the order’s end date.
6. To delete an activated order or reduction order, you must first deactivate it. To deactivate an order, you must first deactivate and delete any associated reduction orders.
7. An order must have order products before it can be activated.
8. You can’t activate a reduction order, if it reduces an order product to a negative quantity.
9. Once an order or reduction order is activated, you can’t add or remove order products, but you can edit existing ones.
10. An Order Product can be reduced, only if its Available Quantity is greater than zero. You can partially reduce a product, but you can’t reduce it to be less than zero.
11. You can reduce up to 200 order products in one reduction order.
12. Reduction order effective date must be greater than or equal to that of original order.
Conclusion
You can set up an effective order management system to handle your Sales deals, using Salesforce Order object and also integrate the Order object with external systems to maintain a real-time order system and increase the productivity of your organization.
Please read more here to understand Guidelines for creating Orders
