Tailoring orders and deposits

A tailoring order records the Kanduras a customer wants, at a price fixed on the day you confirm it. Confirming the order makes no invoice. The only entry it can post is the deposit, which is kept as the customer’s advance in 2300 Customer Deposits. The sale is invoiced later, at the hand-over. For the words used here, and how Tailoring connects to your accounts, see Getting started and setup.

Where

Tailoring › New order, Orders, Customers, Price calculator

Number

TO-000001 for an order (an administrator can change the prefix). A deposit gets a payment number starting ARREC-

Posts to

Only when a deposit is taken: the cash or bank account you choose (a card deposit goes to Card and Payment Clearing), and 2300 Customer Deposits

Who

Administrators, managers and cashiers. Some steps are for managers only

What it’s for

• New order takes the order in six steps: Customer, People, Length, Kanduras, Review and Done.
• Orders finds every order and shows what was ordered, what was paid and where each Kandura is.
• Take payment (on an order) takes a later deposit, after the order is confirmed.
• Take measurements adds each person’s measurements after the deposit is paid.
• Change order swaps, adds or removes Kanduras that the workshop has not started, or moves the ready-by day.
• Customers holds each customer, the family members on the account and their saved measurements.
• Price calculator works out a price without starting an order. Nothing is saved.

The workshop, the hand-over and the reports have their own pages: Production and Collection and reports. Models, fabrics and the price charts are set in Setup.

How an order goes

1. Customer. Search by mobile number or name, or add a new customer. The first screen also lists your recent customers.
2. People. Tap each person the Kanduras are for. You can add a family member here.
3. Length. Type the length of each person’s Kandura. The price is worked out from it. The length starts from the person’s latest saved measurements when there are any.
4. Kanduras. For each Kandura choose the model, the fabric and the options. The price shows beside the choices.
5. Review. Check the Kanduras and the total, choose the ready-by day, add a discount if you may, and take the deposit.
6. Done. The order has its number. Print the slip and the Kandura tags, and take the measurements.

The full measurements are taken after the deposit is paid. They do not change the price. Each Kandura keeps the price it was confirmed at, whatever the tape says later.

Everything you choose is saved as a draft while you work. Leave and come back from Orders: a draft has its own tab.

How the price is built

Each Kandura costs the fabric, plus the tailoring fee, plus the extras, plus a rush charge when you tick Rush.

• Fabric: the yards from the shop’s chart for the length and the cloth width, times the fabric’s price per yard. The customer’s own cloth has no fabric charge.
• Tailoring fee: from the shop’s chart, for the model and the length.
• Extras: the extra charge of each option you pick, such as collar, cuff, pocket, embroidery or tassel.
• Rush: one charge set in Setup.

A length is read at the next row of the chart, so 58.5 uses the 59 row.

For example, 3.5 yards of fabric at AED 40.00 a yard is AED 140.00. With a tailoring fee of AED 60.00 the Kandura costs AED 200.00. When prices include VAT, AED 9.52 of that is VAT.

The discount you give on the order is shared across the Kanduras in proportion to their prices. VAT is worked out once on the whole order, so it does not drift by a fils per line.

A company setting decides whether prices include VAT. The order keeps the VAT setting it was confirmed with.

The least deposit is a percentage of the total, set in Setup. It is rounded up to the fils.

Fields

New order

Field	What it means	What it changes
Search by mobile or name	Finds the customer. A customer switched off in LedgerLite is shown but cannot be chosen	Who the order is for
Length	In inches, for each person	The yards and the tailoring fee on the price
Model	One button for each model on offer	The tailoring fee
Fabric	A fabric from the shelf, found by tapping, by Find a fabric, or by its barcode. Or Customer’s own fabric with its width	The fabric charge. The customer’s own cloth has none
Options	One choice for each option group, such as Collar or Cuff	The extras on the price
Rush	The Kandura is needed sooner	Adds the rush charge
Change yards and Reason for changing the yards	Replaces the yards from the chart. Only people allowed to override prices see them	The fabric charge
Notes for the workshop	Free text, for one Kandura or for the whole order	Printed on the tags and slip. No accounting effect
Ready by	The day the order is promised. Shortcuts: +3 days, +1 week, +2 weeks	The due day of every Kandura. It cannot be before today
Discount	An amount in AED taken off the Kanduras. Only people who may give discounts can type here	Lowers the total
Deposit now	The money taken today. It starts at the minimum. Minimum and Full amount set it for you	The advance posted to your books
How it was paid	Cash, Bank transfer or Card	Which account receives the deposit
Received in	The cash or bank account that got the money. Not asked for a card	The account debited
Transfer reference or Card slip number	Asked for a bank transfer or a card. Cash needs none	Printed on the payment so it can be matched
Accept a smaller deposit	Lets the deposit be smaller than the minimum, or none. Only people who may give discounts see it	Allows a deposit below the minimum

A cash account that belongs to a till drawer that is open now is not offered in Received in.

Take payment on a confirmed order

Field	What it means	What it changes
Amount	The deposit to take. Remaining balance fills in what the order still owes	The advance posted to your books
How it was paid, Received in, Transfer reference or Card slip number	As in New order	As in New order
Note (optional)	Free text	Kept on the payment

Customers and family

Field	What it means	What it changes
Name and Mobile (new customer)	The mobile needs 7 to 15 digits. One mobile number belongs to one customer	Makes an ordinary LedgerLite customer, with its own card on the account
Name, Relation and Age (family member)	Customer himself, Son, Brother, Father or Other. Age is 1 to 99, or empty	The person you can choose on an order
Notes (family member)	Free text, up to 500 characters	Shown on the person’s card
The customer agrees to WhatsApp messages	Tick it only when the customer has agreed	Allows the shop’s WhatsApp messages. It starts off

Measurements

Measurements are in inches, up to 200 with two decimals. The form starts from the latest saved version, so you type only what changed. A value outside the usual range gives a warning but is still saved. The shop decides which measurements are asked for and which are required, in Setup.

Saved versions are never changed. A new set is saved as the next version. Orders you confirm from now on use the newest version.

Buttons

Button	When you see it	What happens	Accounts
Next and Back	New order, steps 1 to 4	Moves between steps. Next says what is missing before it moves on	No change
Save as draft	New order, Review	Keeps the order as a draft. Open it again from Orders	No change
Confirm order	New order, Review	Fixes the prices, gives the order its number and takes the deposit	Posts the deposit
Repeat last order	New order, Kanduras	Copies the model, fabric and options of the person’s last confirmed order. Prices are worked out again from today’s charts	No change
Add another like this	New order, Kanduras	Adds a copy of the Kandura beside it	No change
Take measurements	Done, and on an order that has Kanduras waiting	Opens the measuring screen	No change
Slip preview and Kandura tags	Done, Orders and an order	Shows the order slip or the tags to print	No change
Open	Orders, row menu	Opens the order	No change
Continue draft	Orders, row menu of a draft	Carries the draft on	No change
Discard draft	Orders, row menu of a draft	Asks for a reason. The draft leaves your list and keeps its number	No change
Take payment	An order that is confirmed and still owes money	Opens the deposit dialog. Take the deposit saves it	Posts the deposit
Change order	A confirmed order that is not closed	Opens the change screen	No change
Deliver	An order with a Kandura ready	Opens the hand-over. See Collection and reports	Invoices on hand-over
Cancel Kandura	The ⋯ menu of a Kandura	Asks for a reason. The Kandura stays on the order as history	No change
Use version N as it is	Take measurements	Puts the person’s latest saved measurements on their waiting Kanduras	No change
Save new version and add	Take measurements	Saves a new set of measurements and puts it on the waiting Kanduras	No change
Save changes	Change order	Saves the change and numbers it	No change
Take AED ‹amount› now	Change order, when the deposit is under the new minimum	Opens the deposit dialog with the amount needed	Posts the deposit
New customer, Add family member, Remove, Bring back	Customers	Adds, changes or removes a person. A removed person keeps their measurements and orders	No change

Statuses you will see on an order: Draft, Confirmed, Cancelled and Discarded. Confirmed orders also show where the Kanduras are: In production, Part ready, Ready, Part delivered or Closed. A violet chip, Waiting for measurements, shows while any Kandura still needs its measurements. An order with a late Kandura is marked Overdue.

Take measurements after payment

Every person on a new order is measured after the deposit is paid. The Kandura is priced from the length you typed in step 3. The measurements are added later.

1. Open Take measurements from the Done screen, or any time later from the order.
2. There is a tab for each person with Kanduras still waiting. Pick the person.
3. Press Use version N as it is to use their latest saved measurements. Or fill in the form and press Save new version and add.
4. The measurements go onto all that person’s waiting Kanduras at once. Then the screen moves to the next person.

You can stop at any time. The rest keep waiting. A Kandura that waits for measurements cannot be cut or given to a tailor. See Production.

If the measured length differs from the priced length, you see a warning. The price does not change.

Measurements are added once. A person’s Kanduras that already have measurements cannot get another set.

Change order

Use Change order when the customer wants something different after the order was confirmed.

1. Open the order and press Change order.
2. For each person you can Change a Kandura, Remove it, or Add Kandura for the person. A changed Kandura is a removal plus a new Kandura.
3. A Kandura the workshop has started shows “Can’t change”. It stays as it is.
4. The What changes panel shows the total before and after, the deposit, and the Balance at collection. Add a discount on the new Kanduras if you may. Move Ready by if needed. Write a Note for the history.
5. Press Save changes. The change is numbered and kept in the order’s history.

Kanduras you keep also keep their price. Changed and added Kanduras use today’s prices, in the VAT setting the order was confirmed with. A Kandura you remove is not refunded. Its money stays in the deposit.

If the deposit is now under the minimum for the new total, you see “The deposit is now under the minimum”. A person who may take deposits can press Take AED ‹amount› now. A person who may give discounts can press Accept the smaller deposit. The change records who accepted it.

If you remove every Kandura, saving cancels the order.

Price calculator

Use the price calculator to quote a price without starting an order. Nothing is saved.

1. Type the Length in inches.
2. Choose the Model and the Fabric. You can scan or type the fabric barcode, or choose Customer’s own fabric and its width.
3. Choose the extras, tick Rush if needed, and type How many garments.
4. Leave Price on empty to use today’s charts, or choose a later day to see a price rise.

The answer shows the chart reading (the row, the cloth column, the yards and the size), the price build-up in your VAT setting, and The same garment in every fabric. People who may see costs also see Cost and profit. Press Start over to clear the screen.

What gets posted

A tailoring order has no invoice until the hand-over. Only deposits reach your books.

The deposit

Taking a deposit, with the order or later, posts one ordinary customer payment. All of it is kept as the customer’s advance. It is dated today.

Side	Account	Why
Debit	The cash or bank account you chose in Received in. For a card deposit, 1030 Card and Payment Clearing	The money came in
Credit	2300 Customer Deposits	You now owe the customer this much, until it is used on the invoice or paid back

For example, an order of two Kanduras costs AED 200.00 and AED 230.00 (the second is rush), less a discount of AED 10.00. The total is AED 420.00 and the minimum deposit at 30% is AED 126.00. The customer pays AED 130.00 in cash. Customer Deposits goes up by AED 130.00, and AED 290.00 is left to pay at the hand-over. The payment is saved with the note “Deposit for Tailoring order ‹number›”.

Rules for every deposit:

• The deposit makes no sales income, no VAT and no stock movement. The invoice and the VAT are made at the hand-over, and the deposit is used first. See Collection and reports.
• The deposit and the order are saved together. If anything fails, nothing is kept: no order, no payment.
• If you press Confirm order or Take the deposit twice, the money is taken once. The second press shows the first payment.
• You cannot take more than the order still owes.
• A card deposit does not name a card machine. It goes to the shared Card and Payment Clearing account.
• A deposit appears in Payments received like any other payment kept as an advance. Sales can still apply it to an invoice, change its amount, delete it or reverse it. The order shows what became of it: Part used on an invoice, Used on an invoice, Amount changed in Sales, Receipt deleted in Sales, Receipt reversed in Sales or Receipt not found. A deleted or reversed deposit holds nothing.

Nothing else posts

What you do	Accounts
Confirm an order with no deposit	Nothing posts If the minimum is more than zero, someone who may give discounts must accept it
Change an order	Nothing posts A deposit above the new total stays the customer’s advance
Cancel a Kandura, or the whole order	Nothing posts The deposit stays the customer’s advance
Take measurements	Nothing posts No price, deposit or document changes
Discard a draft	Nothing posts A draft has no price and no money
Add a customer or a family member	Nothing posts

Tailoring does not refund a deposit. To give the money back, use Pay back customer advance on the customer’s page in Sales. It makes a cash or bank payment out. See Payments received.

Note

The Money card on a customer’s page in Tailoring is marked “Preview – sample data”. Its figures are not your real balances. Use the Money card on the order, or the customer’s page in Sales.

Where it shows up

Place	What changes
The order’s Money card	The totals, each deposit with its payment number and the Balance at collection
The order’s History card	Draft started, Order confirmed, each deposit, measurements added, each Kandura cancelled, each change and each hand-over
Payments received in Sales	The deposit as a customer payment, kept as an advance
The customer in Sales	The advance is added to what you owe the customer
The cash or bank account you chose	The balance goes up by the deposit
Day book	One entry for each deposit
Balance sheet	2300 Customer Deposits goes up by the deposit
Tailoring Reports and Ready to collect	Deposits held and the balance due at the hand-over. See Collection and reports

What the app blocks

These checks happen before anything is saved. A refused step leaves no half-written records.

Confirming an order

Situation	What you see
No Kandura in the order	Add at least one Kandura.
No ready-by day	Choose the day the order will be ready.
Ready-by day before today	The ready date cannot be before today.
No model chosen	Choose a model.
No fabric chosen	Choose the fabric.
No length	Enter the length in inches, for example 58.5.
The chart has no row for the length and cloth width	The yard chart has no row for this length and fabric width.
No tailoring fee for the model and length	No tailoring fee is set for this model and length.
Yards set by hand without a reason	Write a short reason for changing the yards.
Discount larger than the Kanduras	The discount (‹amount›) is more than the total it applies to (‹amount›).
Deposit under the minimum, and you may give discounts	The deposit must be at least ‹amount› (‹percent›% of the total). Accept a smaller deposit to take less.
Deposit under the minimum, and you may not	The deposit must be at least ‹amount› (‹percent›% of the total). Ask a manager to accept less.
You ticked a smaller deposit but may not give discounts	Only someone who can give discounts can accept a smaller deposit. Ask a manager.
Deposit above the order total	The deposit cannot be more than the order total of ‹amount›.
Deposit amount is zero or less	Enter an amount above zero.
Cash or bank deposit without an account	Choose the cash or bank account that received this payment.
The account is switched off or not the company’s	Select an active financial account available to this company.
A bank account chosen for Cash, or a cash account for Bank transfer	Select a financial account that matches the receipt method.
Card deposit with an account chosen	A card deposit goes to card clearing and cannot name an account.
Bank deposit without a reference	Enter the transfer reference so the payment can be matched.
Card deposit without a slip number	Enter the card slip number so the payment can be matched.
Your role cannot take deposits	Taking a deposit is not allowed for your role. Ask a manager.
The cash account belongs to an open till drawer	That cash account belongs to an open register drawer. Choose another cash or bank account.
Today is in a locked period	Today is in a locked accounting period, so no deposit can be taken now.
Someone else saved the draft first	Someone else changed this draft while you were working on it. Reload it to see the latest, then try again.
The order is already confirmed	This order is already confirmed, so it can no longer be changed as a draft.
The draft was discarded	This draft was discarded, so it can no longer be changed or confirmed.

Taking a deposit later

Situation	What you see
More than the order still owes	This order only has AED ‹amount› left to pay. Enter that amount or less.
The order is already paid in full	This order is already paid in full, so no more deposit can be taken for it.
The order is cancelled	This order is cancelled, so no deposit can be taken for it.
The order is a draft	This order is not confirmed yet. The deposit is taken when the order is confirmed.
The same payment sent again with other details	This payment was already taken with different details. Reload the order to see where it stands.
Your role cannot take deposits	Taking a deposit is not allowed for your role. Ask a manager.
No answer came back	No answer came back, so the deposit may or may not be taken. Check the order before trying again. Press Check the order

Cancelling, discarding, changing and measuring

Situation	What you see
Reason empty or shorter than 3 characters (cancelling a Kandura or discarding a draft)	Write a short reason, at least 3 characters.
Reason longer than 300 characters	Keep the reason to 300 characters.
The Kandura is already cancelled	This garment is already cancelled.
The Kandura was cut or given to a tailor	This garment has already been cut or given to a tailor, so it can no longer be cancelled.
Discarding an order that is confirmed	Only a draft can be discarded. This order is already confirmed: cancel its Kanduras instead.
Changing an order that is cancelled	This order is cancelled, so it can no longer be changed.
Changing an order that is a draft	Only a confirmed order can be changed. Confirm the draft first.
Changing a Kandura the workshop started	Kandura ‹line› has already been cut or given to a tailor, so it cannot be changed or removed. Reload the order.
Nothing is changed yet	Nothing is changed yet. Remove or add a Kandura, or choose another ready day.
Ready-by day before today	Choose the day the order will be ready, from today on.
Adding a Kandura after the company’s VAT setting changed	The company’s VAT settings changed since this order was confirmed, so a Kandura cannot be added to it. Make a new order for it, or ask a manager.
The prices moved after you checked them	The price changed since you checked it. Check the new figures and save again.
Deposit under the new minimum, not accepted	The customer has paid ‹amount›, which is under the ‹amount› the changed order needs. Accept the smaller deposit to save the change, or take more first.
More than 50 Kanduras	An order holds at most 50 Kanduras, counting the ones removed. Make a new order for these.
Someone else changed the order	Someone else changed this order while you were working on it. Reload it, then try again.
Measurements for an order that is not confirmed	Measurements can be added only to an order that is confirmed and not cancelled.
The person’s Kanduras are already measured	This person’s Kandura was already measured, and measurements are added only once. Reload the order.
A newer set of measurements was saved	A newer set of measurements was saved for this person. Reload their measurements and add those.
A required measurement is missing	‹Name›’s saved measurements are missing ‹measurement›. Save a new version first.
A measurement value is not a valid number	Enter a number of inches above 0 and up to 200, with at most 2 decimals.

Customers and family

Situation	What you see
Name too short	Enter the customer’s name (at least 2 letters).
Mobile with letters	Use digits and phone separators only.
Mobile with too few or too many digits	Enter a mobile number with 7 to 15 digits.
The mobile belongs to another customer	This mobile belongs to ‹customer›.
Two people with the same name on an account	This account already has someone with this name. Add a second name so garments are not mixed up.
A second “Customer himself” on an account	This account already has the customer himself. Choose another relation.
Age outside 1 to 99	Enter the age in years (1 to 99), or leave it empty.
The customer is switched off	This customer account is switched off, so nothing new can be added to it. Switch it on in Customers first.

Warnings that do not stop you

• Fabric short in stock. There is not enough of this fabric in stock. The order can still be confirmed.
• No tailor pay set. Seen only by people who can see costs. The profit shown is incomplete.
• Measured length differs. Kandura ‹line› was priced at ‹length›″. The measured length is ‹length›″. The price stays as agreed.
• Old measurements. These measurements are over a year old. Check them again, especially the length and the chest.
• Deposit larger than the order. After a Kandura is cancelled or removed the deposit can be more than the order now costs. The order says the difference stays as customer credit.

Who can do it

Action	Admin	Manager	Cashier
See the Orders list and an order	Yes	Yes	Yes
Start an order, save a draft, confirm, discard a draft, use the price calculator	Yes	Yes	Yes
Take a deposit, with the order or later	Yes	Yes	Yes
Give a discount, or accept a deposit under the minimum	Yes	Yes	No
Set yards by hand	Yes	Yes	No
Take or save measurements	Yes	Yes	Yes
Add a customer or a family member	Yes	Yes	Yes
Cancel a Kandura	Yes	Yes	No
Change a confirmed order	Yes	Yes	No
See cost and profit	Yes	Yes	No
Change models, fabrics and price charts	Yes	No	No

Taking a deposit and taking measurements also need the permission to see orders. The standard roles have both.

These are the standard roles. Your administrator can give a custom role each action separately in Settings › Users & access.

Fixing a mistake

1. Still a draft. Open it from Orders with Continue draft and correct it, or use Discard draft. Your accounts are not touched.
2. A Kandura is wrong and the workshop has not started it. A manager uses Change order. A changed or added Kandura is priced at today’s prices. Unchanged ones keep theirs.
3. The customer drops a Kandura. A manager uses Cancel Kandura and writes a reason. The Kandura stays on the order as history with its price. The total follows the Kanduras left. When the last one is cancelled, the order is cancelled. The deposit stays as the customer’s advance.
4. The customer wants the deposit back. Pay it back in Sales with Pay back customer advance. See Payments received.
5. The deposit amount or account is wrong. Tailoring cannot edit a payment. Correct the payment in Payments received. The order then shows Amount changed in Sales, Receipt deleted in Sales or Receipt reversed in Sales.
6. More money is due. Use Take payment on the order. You cannot take more than the order still owes.
7. The measurements are wrong. Measurements on an order are added once and are not replaced. Save a new version for the person on the Measurements page. It is used for the next order.
8. The Kandura was already cut or given to a tailor. It cannot be changed or cancelled. Ask a manager how to put it right. If it was already handed over, see Collection and reports.