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Building an order

Add products to your cart, adjust quantities, and submit your order to a supplier.

This article walks through building an order in LocalLine — adding products to your cart, reviewing details, and submitting to your supplier. For guidance on finding products in the first place, see Browsing & searching products. 

Before you begin

Before building an order, make sure you know: 

  • Which location you're ordering for. If your organization has multiple locations, the correct one needs to be selected before you begin — pricing, delivery options, and available suppliers vary by location.
  • Your supplier's cutoff time. Each supplier sets their own cutoff for orders being fulfilled on a given delivery date. Orders submitted after cutoff move to the next available fulfillment date.
  • Any order minimums. Suppliers may require a minimum order value or minimum quantities per product. If you don't meet the minimum, your order can't be submitted until you do.

For more on how minimums and cutoffs work, see Order minimums and cutoffs.

Step 1: Select the correct location

If your organization has multiple locations:

  1. Click on the 'Products' or 'Suppliers' tab, then click on the cart icon in the top right. 
  2. Click the Location selector at the top right of the cart.
  3. Choose the location the order is for.
  4. The catalog refreshes to show suppliers, pricing, and products available for that location.

If you're only ordering for one location, this step is handled automatically. 

Step 2: Add products to your cart

From either the supplier or product tabs: 

  1. Find the product you want to order
  2. Enter the quantity — LocalLine displays the unit of measure (per case, per pound, per bunch, etc.) so you know what you're ordering
  3. Enter the number of units you want into the quantity bar next to the product name
  4. The product is added and your cart on the right side of the screen.

You can continue browsing and adding products from the same supplier or from other approved suppliers. Each supplier's items are grouped separately in your cart because each supplier will receive their own order.

Step 3: Review your cart

When you're ready to review, open your cart. You'll see:

  • All products you've added, grouped by supplier
  • Quantity, unit of measure, and price per unit for each item
  • Subtotal per supplier
  • Your total across all suppliers

From the cart, you can adjust quantities, remove items, and add other items. When you're ready to order, click 'Proceed to Checkout'. 

Step 4: Verify minimums are met

If any supplier's portion of your cart is below their minimum order value or below required product minimums, you'll see a warning at that supplier's cart section. Add more items until the minimum is met, or remove the supplier from the order entirely.

You can't submit an order that doesn't meet supplier minimums. This is by supplier — you may need to add more from one supplier while another is already above minimum.

Step 5: Confirm delivery and payment details

Each supplier's section shows the possible delivery dates and delivery instructions. Make sure to select an available delivery date from the calendar. 

Before the delivery details is where you specify your payment method. Select how you'll be paying for the order, then proceed to the final step. 

Step 6: Submit the order

When your cart is complete and your delivery and payment information is selected, the last thing to do is to add any relevant order notes, then click 'Place Order'. 

  1. Review the cart one more time.
  2. Click 'Place Order'.
  3. Ensure your order is placed properly and you receive a confirmation email. 

Each supplier receives their portion of the order in their LocalLine account and by email. Your team receives a confirmation email as well, and the orders appear in your Orders dashboard.

After submitting your order

Once submitted, each order moves through the following states: 

  • Submitted — the order has been placed and the supplier has been notified. 
  • Scheduled — the supplier has confirmed the order and scheduled it for delivery. 
  • Packed — the supplier has packed your order so it's ready to ship.
  • Out for Delivery — the order is being delivered to your location. 
  • Fulfilled — the order was properly received and an invoice was issued. 

What if a supplier can't fulfill part of your order? 

If a supplier can't fulfill an item - for example, if they run short of a product between when you ordered and when they pack - they will modify the order by reducing the inventory to the amount they can fulfill. 

When an order is modified, you'll be notified via email so you can see what changed. 

Editing or canceling a submitted order

If you need to make changes after submitting, see Editing or canceling an order. In general: 

  • Orders can typically be edited before the supplier's cutoff time
  • After cutoff, edits usually require reaching out to the supplier directly
  • You can modify an order after it's been fulfilled if what's delivered is different than what was ordered. 
  • You can cancel an order anytime before the cutoff time.

Best practises

A few tips for efficient order building at scale: 

  • Order using planogram and category tags. In the 'Products' tab, you can assign a planogram and category tag to your approved items. Doing so makes reordering much faster and easier, especially if you're building orders that involve products from multiple suppliers. 
  • Use Order Notes for consistent delivery instructions. Loading dock hours, receiving contacts, and dock access notes should live in each orders Order Note details. 

What's next

Need help?

For questions about building or submitting orders, contact sourcing@localline.ca.