Order tracking by QR code

At the bottom of a quotation (КП) with prices a QR code is printed. The customer points their phone camera at it and sees the page of their order: which stage it is at, when to expect it, and how much has been paid. The customer does not need to sign in or install an app.

Fewer calls of the kind "so what is happening with my order?": the customer checks for themselves, and the manager gets on with the orders.

In brief: where things are#

What the customer sees#

The customer opens the page on a phone, without signing in. It shows:

• your company's name and the order number;
• the order stages: "Accepted", "Confirmed", "In production", "Ready", "Shipped" — the current stage is marked; when the order is completed, all of them are marked. You change the stage yourself, as usual, in the order card (see Orders and documents);
• the delivery date per contract — the one set in the order; if there is none, it says "Date to be confirmed";
• "Pay by" — if a payment due date is set in the order;
• "Current order price";
• the payments received, with dates; payments entered before the payment history was kept are gathered in one row, "Previously paid";
• "Balance due" — how much is left to pay; if more has been paid, "Overpayment" is shown instead, and if everything is paid, "Paid in full";
• at the bottom — until when the link is valid.

Under the price there is a note: "This is the current order price in the company's records. If it differs from the quotation, please check with your manager: the terms of the deal are set by your contract with the company."

If the order is cancelled, the customer sees that the order has been cancelled and a request to contact your company. Amounts and dates are not shown.

The page opens in Russian, Tajik or English according to the phone's settings; if the phone is set to another language, it opens in Russian. The language can be switched on the page itself.

What the customer does not see#

The company's internal calculations are not shown: no prime cost, no markup, no profit, no expenses, no notes on the order. The customer's name and phone, the contents of the order, and other orders of the customer or the company are not shown either. The page shows one order — the one the link belongs to.

The QR code in the quotation#

The QR code is printed automatically in every quotation with prices issued from an order: at the bottom of the sheet, to the left of the «Итого» block, with the caption "Point your phone camera at the code to see the status and payment of the order". There is nothing to switch on.

Worth knowing:

• A quotation without prices has no QR code. Neither does a quotation issued from a calculation rather than from an order: there is no page to show for it.
• On a paper quotation the QR code is printed black on white and is not reduced. Print the quotation so that the code stays sharp; if needed, the block with the QR code, together with «Итого» and the signatures, moves to the next sheet as a whole.
• A new quotation means a new QR code. When you issue a new quotation for an order, the QR code from the previous quotation stops opening (the customer will see "Link unavailable"). So if the order was changed — items, price, due date — and you issued the quotation again, hand the customer exactly the new quotation, and take back the old one or tell the customer it is out of date.
• A quotation is not issued for a closed or cancelled order. If the customer still needs a link for such an order, create it by hand (see below).

Links in the order card#

The order card has an «Отслеживание заказа» block. It shows how many links are active and when the nearest one expires. The «Ссылки отслеживания» button opens the list: where each link comes from (from a quotation or created by hand), when it was created and until when it is valid.

Links can be managed by the company owner and the sales manager.

How long a link lasts#

A link is valid for 90 days from creation. Once the time is up, the page no longer opens through it. You can extend it with the «Продлить на 90 дней» button — the time counts from today, but no further than a year from the moment the link was created. If the year is over, create a new link.

Creating a link by hand#

A manual link is needed when the customer has lost the paper, the QR code will not scan, or you want to send the link in WhatsApp.

1. In the «Отслеживание заказа» block press «Создать ссылку».
2. The «Ссылка создана» window opens with the address and the QR code. Press «Скопировать ссылку» and send it to the customer, or show the QR code to the customer straight from your screen — they point their camera at it.

The block and the «Ссылки отслеживания» window show a counter «Создано вручную: N из 10»: one order can have no more than ten manual links at the same time. Links from quotations do not count towards this. If you have reached the limit, switch off the ones you do not need.

Switching a link off#

«Отключить» closes a link: it stops opening at once. It cannot be switched back on — you can only create a new one. «Отключить все» closes all links of the order.

The app#

In the mobile app a quotation with a QR code is downloaded as usual: the code is already inside the document. Links are created, extended and switched off on the website, in the order card.

If something went wrong#

If that did not help, write to support: support@winsum.tj, WhatsApp +992 933 33 81 86, Telegram @winsumsupport.

What the system does not have#

• There is no sign-in for the customer. The customer only looks at their order; they cannot change anything in it and cannot write to you from the page.
• There is no short code for typing in. If the QR code will not scan, send the link.
• There is no way to show a link again. A link created by hand can be copied only at the moment it is created.
• There are no notifications to the customer about a change of stage. They see the current stage when they open the page.
• There is no payment on the page. Payments are only shown on it; you go on accepting money as usual, see Order payments.