Orders

Not every project has a customer contract. But when it does, GreenVee uses an Order to hold the commercial details separate from the project itself.

What an Order is

An Order is the sales-side record for a project. It captures how much was agreed, when the deal was struck, and where it stands. There is a 1:1 relationship — one Order per Project.

Field	What it means
Key	A short reference code for the order (e.g. matching an ERP order number)
Order Volume	The total contracted value
Currency	The currency of the agreement
State	Where the deal stands in its lifecycle (see below)
Offer Date	When the offer was formally made
Order Date	When the contract was signed or the order was placed
Start of Order Process	When work on fulfilling the order began
End of Order Process	When the order was completed

GreenVee’s Order doesn’t currently carry a buyer contact, company, or account manager field — it’s a lean record focused on the contract value and its lifecycle state.

Order state

An Order moves through one of these states:

State	Meaning
Offer Draft	The offer is being prepared, nothing has been sent yet
Customer Approval	Sent to the customer, awaiting their decision
Order Accepted	The customer accepted the offer
Order Rejected	The customer declined the offer
In Process	The order is being fulfilled
On Hold	Fulfillment is paused
Process Reversal	Fulfillment is being unwound
Process Completed	Fulfillment is finished
Successfully Closed	The order is fully settled
Refunded	Money was returned to the customer
Closed by Refunding	The order was closed via a refund
Cancelled	The order was called off

Why the Order is a separate record

A project often exists before a contract is signed. The team may start planning, estimating, and even doing early work while commercial negotiations are still underway. Keeping the Order separate means:

• The project can be tracked from day one, regardless of sales status.
• Finance and sales teams can update the Order record without touching project data.

When a contract is eventually signed, the Order is linked to the project and the Order Date and Order Volume become the reference figures for revenue tracking.

Revenue tracking: Earning Occurrences

Payments received against the contract are recorded as Earning Occurrences on the Order. Each Earning Occurrence captures one payment event:

• What the payment is for (description)
• How much was received (value and currency)
• When it was received (occurred date)

Over time, the Earning Occurrences accumulate to show how much of the Order Volume has actually been received. The gap between the Order Volume and the sum of Earning Occurrences is the outstanding receivable.

See Occurrences for full field details on Earning Occurrences.

For Finance

The Order record is your sales reference in GreenVee. Use the Order Volume as the top-line contract figure. Track each invoice payment as an Earning Occurrence. At any point you can compare total Order Volume against total Earning Occurrences received to see outstanding amounts — without leaving the project context.

Note

GreenVee does not generate invoices or send them to buyers. Earning Occurrences are records of payments you have already received and entered. Invoicing still happens in your finance or billing system.