Manage field orders from booking to approval to payment - with separate views for field employees, approvers, and admins.
Orders lets your field team book orders on the go, and gives managers a clear view of every order across the organization. Each order moves through approval and payment, with its balance due tracked automatically as payments are collected. Administrators manage the product catalogue and set up the approval workflow, so orders are priced correctly and reviewed the same way every time.
How it works,
A field employee books an order - selecting the party and products.
It goes for approval - the order is reviewed according to your Order Settings.
Payment is collected - payments recorded against the order appear in Collections, and the order’s status updates to Partially Paid or Paid.
How to Access Orders
Log in to PrimeHR.
Go to Field Tracking → Orders.
Select My Orders, All Orders, Pending Approvals, Products, or Order Settings.
Order Statuses
Pending - waiting for approval
Approved - approved and awaiting payment
Rejected - not approved
Partially Paid - some of the order amount has been collected
Paid - the full order amount has been collected
My Orders
View and track the orders you’ve submitted. See each order’s details and current status, from pending and approved to rejected, partially paid, or paid.
All Orders
A complete view of orders submitted by all field employees.
Search - find orders by employee or party
From Date / To Date - filter orders by date range
Status - filter orders by their current status
For each order, the list shows the employee, party, date, amount, balance due, status, and available actions.
Pending Approvals
A single view of all orders waiting for approval. Approvers can review each order’s details, then approve or reject it based on the approval workflow.
Products
Manage the products your field team can add to orders.
How to Add a Product
Go to Field Tracking → Orders → Products.
Click New Product.
Enter the product details:
Product Name: Enter the name of the product.
SKU Code: Enter the unique stock-keeping unit (SKU) code to identify the product.
Unit of Measure: Select the unit used to measure or sell the product.
Under Pricing & Taxation, enter the following details:
Unit Price: Enter the price per unit in ₹.
Tax Rate: Select or enter the applicable tax percentage.
Category: Select the appropriate product category.
Additional Description: Enter any extra information about the product, if required.
Save the product to add it to the product catalogue.
Once added, the product will be available for field employees to select while creating orders. Only active products can be added to orders.
For each product, the list shows:
Product - the product name
Category - the product’s category
Unit Price - the price per unit, in ₹
Tax Rate - the tax percentage applied to the product
Status - Active or Inactive. Only active products can be added to orders.
Actions - view or edit the product
Order Settings
Decide how many approvals an order needs before it’s marked as Approved.
Required Approvals - the minimum number of different approvers needed to approve an order
Include Reporting Manager - turn on to automatically include the employee’s reporting manager as an approver
Related Features
Collections - see payments collected against orders
Clients & Sites - manage the parties orders are booked for
Visit Reports - see which visits resulted in an order
Why it helps
Field employees can book orders on the spot, without paperwork
Every order goes through the same approval process
Track each order’s balance due until it’s fully paid
Consistent product pricing and tax rates across your field team