How to create Orderwise records via workflow actions

This article explains how to create Orderwise records using HubSpot workflow actions. Once you’ve set the triggers for your workflow, you will be able to add Orderwise workflow actions to automatically create records.

Create Customer in Orderwise (Simple)

This option allows you to create a customer in Orderwise with defaults. You only need minimal data because the defaults are already defined in the Orderwise database.

Mandatory Fields:

Customer Default ID → Required to identify the base template customer in Orderwise. Without this ID, the system cannot apply the correct defaults to create the new customer.
Statement Name → The customer’s or company’s name. This is the core identifier for the customer record and is always required in Orderwise.

Non-mandatory Fields (recommended if you want more detailed customer records):

Account Number → Useful if you want to track customers using your own internal logic.
Statement information → Adding address details (street, city, postcode, country, etc.) helps with accurate billing and delivery.
Invoice information → Entering invoice-specific address details is useful if the billing address differs from the main address.
VAT number → Important for companies subject to VAT, ensuring compliance and correct invoicing.

Create Customer in Orderwise (Detailed)

This option creates a customer with more detailed information, allowing for greater precision.

Mandatory Fields:

Account Number → The unique customer account reference. This is the main identifier of the customer in Orderwise.
Statement Name → The company’s or customer’s name. Needed as the legal and display name across records.
Default VAT ID → Ensures tax compliance by linking the customer to the correct VAT rate in Orderwise.
Default Stock Location ID → Determines the default warehouse or stock location for fulfilling this customer’s orders.
Default Delivery Method ID → Specifies how orders will be delivered. Essential for order processing.
Invoice Frequency ID → Defines how often invoices are generated for this customer. Required to set billing records.
Invoice Amalgamation Method ID → Determines whether multiple invoices can be combined. Without it, Orderwise cannot apply the correct invoicing logic.
Currency ID → Specifies the currency in which the customer will be billed. Required for accurate financial records.

Non-mandatory Fields

Important note: For fields that require it, such as “Price List ID” or “Discount Structure ID”, make sure to set the corresponding checkbox so that Orderwise can associate them correctly. Entering the ID only is not enough to automatically associate.

Alternative Account Number → Helpful if customers use multiple references or if you need to cross-reference external systems.
Statement information → Adding full address details ensures correspondence, statements, and official documents reach the correct location.
Invoice information → Use if the invoicing department is separate or located at a different address.
Company Registration Number → Supports compliance and validation when working with registered companies.
Price information → Configuring price lists, discount structures, or group IDs allows for tailored pricing strategies. You have to select the accompanying “Use Price List”, “Use Discount Structure”, or “Use Multisaver Discount Group”checkbox for each field to associate correctly in Orderwise.
Customer Buying List ID → Useful for applying pre-set buying lists for faster and more accurate order processing. You have to select the accompanying “Use Buying List” checkbox for the field to associate correctly in Orderwise.
Free Delivery Threshold → Encourages larger orders by offering free delivery above a certain spend. You have to select the accompanying “Apply Free Delivery Threshold” checkbox for the field to associate correctly in Orderwise.

Create Contact in Orderwise

This option allows you to create a contact linked to a customer.

Mandatory Fields

Orderwise Customer ID → Identifies which customer this contact belongs to. Without this, the contact cannot be associated correctly.

Contact Name → The full name of the contact person. Required to uniquely identify and reference the contact.

Non-mandatory Fields

Important note: Don’t forget to check the “Active” at the bottom of the sidebar if you want the contact to show as active. If not selected, the HubSpot workflow action will send a “false” value to Orderwise, showing the contact as inactive.

Salutation → Adds formality and personalization in communications.
Job Position → Helps identify the decision-maker or the person responsible within the company.
Phone Number information → Having multiple phone numbers ensures you always have a way to reach the contact.
Email Address → Provides a direct digital communication channel, essential for order confirmations or updates.

Create Product in Orderwise

This option creates a product record to act as a “container” for product variants.

Mandatory Fields

Product Default ID →The base ID used to create the product in Orderwise. Required as the reference point.
Product Code → The unique identifier for the product. Without it, products cannot be distinguished.
Description → The product’s description. Required as the primary descriptive field in Orderwise.

Non-mandatory Fields

Abbreviated Description → Useful for packing slips, short labels, or reports with limited space.
Commodity Code → Helps with customs, compliance, and categorizing products for reporting.
Comments → Good for internal notes or clarifications about the product.

Create Variant in Orderwise

This option allows you to create variants of a product.

Mandatory Fields

Template Variant ID → The ID of a template variant to base this new variant on. Required so the system knows which product template rules to apply.
Variant Code → A unique identifier for the variant. Essential for tracking and stock management.
Description → The variant’s description. Required as the main descriptive field for display and reference.

Non-mandatory Fields

Abbreviated Description → Ideal for quick reference or compact displays formats.
EAN Code → Essential if the variant will be sold in retail, as it enables barcode scanning.

Create Sales Order in Orderwise

This option creates a new sales order for an existing e-commerce session.

Mandatory Fields

Session ID → Groups transactions from the same session. Required to keep related operations tied together.
Order Date → Defines when the order was placed. Required for processing, reporting, and compliance.
E-commerce Order Number → The external reference from your e-commerce system. Needed to link systems and avoid duplicates.
System Order Type → Identifies the type of order. Required for correct processing.
Delivery Method ID → Specifies the delivery method. Without it, the order cannot be fulfilled.
Delivery Tax Code ID → Ensures the correct tax code is applied to delivery charges.
Customer ID → Links the order to the correct customer. Required for processing and record-keeping.
Delivery Name → The recipient’s or company’s name.
Delivery Address Line 1 → The first line of the delivery address. Required for order dispatch.
Delivery Postcode → The postal code of the delivery address. Required for accurate shipping.
Line Item - Variant Code → Identifies the product variant being ordered. Required for stock allocation.
Line Item - Quantity → The number of items ordered. Essential for stock deduction and invoicing.
Line Item - Tax Rate ID → Ensures the correct tax rate is applied to the line item.

Non-mandatory Fields

Customer information → Storing details such as email, account number, or order reference ensures smooth customer communication.
Order Date information → Adding required and promised dates helps manage expectations and delivery timelines.
Order Header Comments → Lets you store general notes that apply to the entire order.
Special Instruction → Useful for handling unique customer requests or delivery requirements.
Delivery information → Detailed delivery information ensures the package reaches the correct recipient without delays.