In the online sales business, a professional order processing procedure is a decisive factor for the success of the enterprise. GTG CRM provides a comprehensive order processing procedure, from order reception, inventory management, shipping to invoicing and customer care - all integrated into a single system.
With GTG CRM, you not only manage orders but also connect with major e-commerce platforms like Shopee, Lazada, TikTok Shop, automatically synchronize products and inventory, quickly create shipping orders, and issue valid e-invoices. This is a comprehensive solution to help businesses operate efficiently, enhance customer experience, and achieve sustainable growth.
Key Features
- Automated Consultation and Order Closing: AI Chatbot assists in responding to and closing customer orders 24/7, reducing employee workload
- Centralized Order Management: All orders from websites, e-commerce platforms, and other channels are managed within a single system
- Multi-channel Sales Integration: Integrates Shopee, Lazada, TikTok Shop and synchronizes products and orders bidirectionally
- Smart Inventory Management: Real-time inventory tracking, automatic updates upon order placement, supports multiple warehouses
- Shipping Carrier Integration: Create shipping orders directly with carriers like Giao Hàng Nhanh, Viettel Post, supports COD
- E-invoice Issuance: Links with S-Invoice (Viettel) and MISA to issue valid VAT invoices
- Order Status Tracking: Clearly updates statuses from New → Processing → Completed
Standard Order Processing Procedure
Step 1: Product and Inventory Preparation
Create and Manage Warehouses
First, you need to set up warehouses in the system via Inventory Management → Warehouses.
- Create warehouses with information: Warehouse name, warehouse code, address, responsible person
- Supports multiple warehouses: Main warehouse, sub-warehouse, branch warehouse
- Track inventory separately for each warehouse
Create Products in the System
Navigate to Sales → Product Management to create new products.
Information to Enter:
- Product name, SKU, category, brand
- Product images and videos
- Variations: Color, size (up to 3 attributes)
- Original price, VAT, selling price (system automatically calculates profit)
- Detailed description and technical specifications
- Initial inventory quantity
Connect and Synchronize with E-commerce Platforms
Go to Sales → Integrations to connect with e-commerce platforms.
Connection Steps:
- Select the platform to connect: Shopee / Lazada / TikTok Shop
- Authenticate your shop account
- Bidirectional product synchronization:
- Pull: Get products from the platform into GTG CRM
- Push: Send products from GTG CRM to the platform
Benefits:
- Centralized management of all products
- Automatic inventory synchronization across channels
- Saves time on manual updates
Step 2: Order Reception
Receive Orders from Multiple Channels
Orders can come from:
- Your website (integrated with GTG CRM)
- Shopee, Lazada, TikTok Shop (automatically synchronized)
- Manual orders (customers ordering via phone, Facebook...)
Step 3: Order Processing and Preparation
Check and edit orders (if necessary)
- Buyer information
- Delivery address
- Add/remove products
- Product quantities
Check Inventory
The system automatically checks inventory levels:
- ✅ Sufficient stock → Proceed to packaging
- ❌ Insufficient stock → Need to order from supplier
Ordering Process (if insufficient):
Navigate to Suppliers → Select supplier → Create Purchase Order
- Select products to order
- Enter quantity, unit price
- Confirm purchase order
- When goods arrive, create an Inventory Receipt
- Inventory is automatically updated
Step 4: Create Shipping Orders
After packaging, create shipping orders directly from the sales orders.
Required Information:
1. Select Shipping Service:
- Fast Delivery
- Economical Delivery
2. Cash on Delivery (COD) Amount:
- Enter the amount to be collected from the customer
- Includes product cost and shipping fee (if paid by customer)
3. Package Information:
- Weight (kg)
- Dimensions (length x width x height)
- Who pays for shipping (seller/buyer)
4. Confirm Order Creation:
- System automatically pulls information from the order
- Sends request to the shipping carrier
- Receives tracking number
After successful shipping order creation:
- Print shipping label and affix to the package
- Hand over to the shipping carrier
Step 5: Issue E-invoices
For corporate customers or those requiring VAT invoices, you can issue e-invoices directly from the order or allow the system to automatically generate them.
Invoice Issuance Steps:
- Select Invoice Provider: S-Invoice (Viettel) or MISA
- Select Invoice Template: VAT Invoice or Sales Invoice
- Fill in Information: Buyer information (company name, tax code, address), Products and quantities (automatically retrieved from order), VAT rate, Payment method
- Preview PDF:
- Issue Invoice: System sends request to provider, Invoice is assigned a tax authority code, Download and send to customer
Step 6: Order Tracking and Completion
Shipping Tracking
- Update tracking status from the shipping carrier
- Notify customers about delivery progress
- Handle special cases (failed delivery, delays...)
Order Completion
When the customer has successfully received the order:
- Update order status to Completed
- Confirm payment received (for COD orders)
- Save information to transaction history
Handling Orders with Issues
Cases of customer returns/exchanges:
- Create a Replacement Invoice (if an invoice has been issued) - Adjust quantity, value - System automatically generates a replacement invoice after activation
- Update inventory - Re-enter returned goods into stock (if in good condition) - Record damaged goods (if any)
- Refund customer (if necessary)
Benefits of the Standard Procedure
For Businesses
- Centralized Management: All orders, products, and inventory in one system
- Time Saving: Automation of many stages (product synchronization, shipping order creation, invoice issuance)
- Reduced Errors: Automatic data synchronization, minimizing manual input
- Inventory Control: Real-time updates, avoiding overselling
- Legal Compliance: Valid, complete e-invoices
For Employees
- User-Friendly Interface: Easy to use, no complex training required
- Clear Process: Step-by-step guidance provided
- Full Integration: No need to switch between multiple applications
- Efficient Work: Handle numerous orders simultaneously
For Customers
- Fast Response: AI Chatbot support 24/7
- Timely Delivery: Quick processing procedure
- Accurate Information: Orders and shipping are continuously updated
- Professional Invoices: Valid, complete e-invoices
Important Notes
Regarding E-commerce Platform Integration:
- Must have an authenticated shop account on Shopee/Lazada/TikTok Shop
- Product synchronization should be done during low-order periods to avoid data conflicts
Regarding Inventory Management:
- Update inventory frequently to ensure accuracy
- Conduct periodic stock counts (monthly/quarterly) to reconcile with the system
Regarding Invoice Issuance:
- Only issue invoices when requested by the customer or for high-value orders
- Double-check tax code and address information before issuing
- Replacement invoices are for necessary situations only (returns, errors)
Regarding Shipping:
- Pack carefully to prevent damage during transit
- Choose a shipping service that suits the order value and customer requirements
Conclusion
The standard order processing procedure of GTG CRM helps online businesses operate professionally, efficiently, and systematically. From product management, multi-channel integration, order processing, shipping to invoicing and customer care - everything is seamlessly integrated into a single platform.
By adopting this procedure, you will:
- Increase order processing speed
- Gain better control over business operations
- Optimize operating costs
- Enhance customer experience
- Achieve sustainable business growth
Start using GTG CRM today to experience a professional sales process!
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