The cart, products and prepayments

How to assemble an order inside a lead card: adding products, prices and discounts, the order total, prepayments and automatic stock reservation driven by status.

8 min readUpdated August 10, 2026

The cart turns a lead into an order: what exactly the customer is buying, how many units, at what price and for how much in total. This is where the waybill data, the revenue reports and the stock balances come from.

#Adding products

Products are added from the catalogue through search: start typing the name or the SKU and pick the item. The price is filled in from the product card; the quantity can be changed.

The price in the cart can be adjusted by hand — for a discount or an individual agreement.
An item can be added without linking it to the catalogue, as plain text. It then takes no part in stock accounting.
Deleting a product from the catalogue does not break old leads: the cart line keeps its stored data.

#The order total

The total is recalculated automatically on every change to the cart. It flows into the declared value on the Nova Poshta waybill and into the revenue reports.

#Prepayments

When a customer pays partly or fully in advance, it is recorded as a separate entry. That shows how much money has actually arrived and how much is left to pay on delivery.

Prepayment fields

Amountnumberrequired
How much the customer transferred.
Typefull / partial
“Full” means the order is paid for entirely and no cash on delivery is needed.
Methodcard / cash
How exactly the money arrived.
Statusexpected / confirmed / refunded
A new prepayment is created as expected. It is confirmed by whoever can see the incoming payment — usually not the operator. A refund is recorded with its own status and stays in the history.
Notetext
Receipt number, time of transfer, details of the agreement.

#Stock: reservation, write-off, return

Stock balances change not when a product is added to the cart, but when the lead status changes. The administrator defines three lists of statuses:

List	What happens	Typical statuses
Reservation	The product is deducted from the balance — it is no longer available to other orders	“Confirmed”, “Prepayment received”
Final write-off	Records the sale. If the item was already reserved, the balance is not reduced twice	“Shipped”, “Paid for”
Return	The product goes back into stock and becomes available for sale again	“Customer refused”, “Not collected”, “Returned”

#What it looks like in practice

01
The operator confirms the order by phone
Adds products to the cart, adjusts the price if needed, sees the final total.
02
Moves the lead to “Confirmed”
The goods are reserved in the warehouse automatically and the customer receives an SMS about the accepted order.
03
If there was a prepayment — records it
The accountant confirms the incoming payment, and the cash-on-delivery amount on the waybill already accounts for what has been paid.
04
The warehouse creates the waybill and ships
The declared value is taken from the cart total.
05
Tracking closes the loop
The parcel is collected — the lead moves to “Paid for” and the goods are written off for good. Not collected — they go back into stock.

#Checklist

The product catalogue is filled in with prices and SKUs before the first lead
Operators always assemble the cart, even for a single item
All three status lists — reservation, write-off and return — are filled in
Only someone who can see incoming payments may confirm prepayments
Verified on a test lead: the balance goes down and comes back as expected