Overview

The Order Entry tab is where orders and quotes are built. Getting this right keeps your kitchen, delivery team, and financial records in sync.

In this guide, you’ll learn:

Ways to Start an Order

  • Directly by clicking the Order Entry tab

  • From Customer's CRM Record → Orders → Start a new order for (Customer)

**Explore our Interactive Click-through Guide here or follow the steps below**

Managing Order Entry Fields

You can adjust your Order Entry Settings, hide certain fields, add a custom field, or reorder the fields to better match your workflow.


See these articles for step-by-step setup in the Admin section:


What each field in the Order Entry Tab means

  1. Location: If you have more than one location, choose the correct one from the drop-down. Your default location will show automatically.
  2. Customer: Start typing your customer’s name. If they're in CRM, it will appear in the drop‑down. If not, click Add New Customer.
  3. # People Order For: Enter the total number of guests.
  4. Order Type: Select from your available order types (Pickup, Delivery, Dine-In, or create a custom Order Type). See Admin - Custom Order Types
  5. Current Call Back Number: Auto-fills from CRM but can be changed.
  6. Delivery Address: Choose from saved addresses for your Customer or click Add New Delivery Address. This field won’t appear for pickup orders.
  7. Delivery Driver Name: Optional. You can assign the driver later.
  8. Payment Method: Choose from your available payment methods or use a custom payment type. See Admin - Create Custom Payment Types
  9. Stored Credit Cards: If Credit Card is selected, stored cards for your Customer will display by type and last four digits. Click Add a New Credit Card to store another.
  10. Event Type: Choose the event type (e.g., Meeting, Wedding). See Admin - Order Entry Settings - Event Types
  11. Pickup/Deliver by Date: Choose the event date.
  12. Pickup/Deliver by Time: Set the time the order should be ready.
  13. Delivery Driver Pickup Time: For delivery orders only. Time the driver picks up the food. (You can assign later if unknown.)
  14. Kitchen Ready Time: Time the kitchen should have food ready. (You can assign later if unknown.)
  15. Ignore Time Warnings: Checking this box allows placing orders outside business hours, closed days, or past dates.
  16. Special Instructions: Add non-menu related notes.
  17. Order Taken By: Auto-fills with the logged-in user but can be changed.

Adding and Sorting Menu Items for an Order

To Add Menu Items

  • In the Order Entry tab, start typing in a menu item name. Menu items will populate based on what you have entered.

     

  • Click on your desired item to add it to the menu.

  • Adjust the quantities as needed.

  • To add another item, click the green + button.

  • To delete an item, click the red x.

    

To Sort Menu Items

  • Locate the 9-dot icon to the left of the item name.

  • Click and hold the icon, drag the item to its new position, and release.

  • Repeat until the items are in your desired order.


Adding an Open Menu Item

An Open Menu Item lets you create a one-time, custom menu item on the spot for a specific order. It’s ideal for special requests or items not typically offered on your standard menu. This item will only be visible and available for the order in which it’s created. See Open Menu Item


Adding a Coupon

You can either apply a previously created coupon or create one on the fly. (To create a coupon refer to Admin - Create a Coupon.)

  • Click the + to add a coupon, or click the eye symbol to view available coupons for this order.

Adding or Adjusting the Delivery Fee for an Order

In the Order Entry tab, if Delivery is selected as the order type, you can add a delivery fee. If you have set Delivery Fees or Delivery Zones, you can also manually adjust the delivery fee that populates.

  • Click the fee amount once.

  • Enter the price.

  • Press ENTER to save.

  • This change applies to this order only.


Marking an Order Tax Exempt

To make a specific order tax‑exempt, check the Tax‑Exempt box during order entry. This applies only to that particular order. See CRM Financials – Managing Stored Credit Cards & Tax‑Exempt Status to learn how to mark a customer or company tax‑exempt for all orders.

Adding a Tip/Gratuity

In the Tip box, you can enter either a dollar amount or a percentage.

  • Enter the dollar amount, or enter the percentage number followed by the % sign.

  • Press ENTER to save.

  • You will see the calculated amount populate in the Tip field.

Finalizing the Order

  • Review all fields, items, fees, and totals.

  • Determine if you wish to automatically send the order to your customer or review and manually send it later by checking or unchecking the box under Options. 

    • Unchecked = When you click Place your Order your Customer will automatically receive a confirmation email with a copy of their Catering Ticket attached. (See Admin – Customer Notifications to edit and customize these automatic Customer Emails.)

    • Checked = No confirmation email is sent and you can manually send to the Customer after reviewing. (See Manually Email a Catering Ticket)

  • Check any Ignore boxes needed. Checking these allows placing orders outside delivery areas or if an order has coupon or minimum restrictions.

  • Click Place your Order! to finalize. (If placing a Quote refer to Create a Custom Quote)

Related Articles

Conclusion

Accurate order entry benefits your team, your customers, and your bottom line. Following these steps ensures smooth operations, happy customers, and repeat business.


For additional help, refer to the CaterZen Support Center or contact our CaterZen Support Team.

Not a CaterZen customer yet? Discover how our catering software can streamline your business—click here to learn more!