Omono is an online order management and stock control system for small and medium-sized businesses. It keeps your customers, suppliers, quotes, sales orders, purchasing, stock, dispatch and reports in one place, and it connects to Xero for accounting.
This article gives you the big picture. Each part of Omono has its own article; you will find them under Related articles at the end.
The modules
The navigation bar lists the modules in this order. Settings sits at the bottom of the bar with My Account and Log Out, and only an Admin User sees it.
Module | What it is for |
Dashboard | Your sales and output against target, and your open tasks. |
Companies | Customers and suppliers, with their contacts and addresses. |
Sales Quotes | Prices you have offered to customers. A quote can be revised and turned into an order. |
Sales Orders | Confirmed customer orders. Each order is split into dispatches. |
Credit Notes | Refunds or corrections for customers. |
Purchasing | Purchase orders to suppliers, and the deliveries and supplier invoices that follow. |
Workflow | The Workflow board: the dispatches due in the date range you choose, plus any that are overdue or on hold, moving through your workflow statuses. Draft orders are not on the board. |
Stock | Stock items, assemblies with their bills of materials, and never-diminishing items. Stock levels and suppliers. |
Tasks | To-dos, reminders and follow-ups. A task can stand alone or link to a company, contact, document or stock item. |
Reports | Over thirty reports, grouped into Sales, Quotes, Customers, Output, Purchasing, Accounts, Stock and Integrations. |
Settings | Company details, team, reference data, templates, billing, the Xero connection and imports. |
How the pieces connect
The sales flow: quote to cash
Quote. You raise a sales quote and send it to the customer. You can revise it, and Omono tracks whether it is won or lost. An admin can also let Omono close old quotes as Lost automatically.
Order. When the customer says yes, click Won on the quote, enter the Customer Order # and click Let's do it!. Omono creates the sales order and opens it. An admin can make the customer order number mandatory. You can also raise an order directly.
Dispatch. Each order is split into one or more dispatches. A dispatch is the part of an order that ships together. It is what you reserve stock for, pick, ship and invoice.
Workflow. Once the order is out of draft (emailed, printed or downloaded), its dispatches appear on the Workflow board and move through your workflow statuses, for example Order Review, Picking, Processed and Shipped.
Invoice. Shipping a dispatch creates the invoice, with its number, date and due date. If the sales invoice email template is switched on, Omono emails the invoice to the customer at once.
Xero. If Xero is connected, invoices, credit notes and supplier bills go to Xero, and each of your companies becomes a Xero contact.
The purchasing flow: order to shelf
Purchase order. You raise a purchase order (PO) to a supplier, put every line on a delivery, then email, print or download it. That makes the PO active and puts the quantities on order.
Delivery. When the goods arrive, you change the delivery from Not Received to Received. Stock goes up.
Supplier invoice. You record the supplier's invoice number against the received delivery. If Xero is connected, the bill then goes to Xero.
You can raise purchase orders straight from a sales order for the items it needs, and have the supplier deliver straight to your customer.
Stock in the middle
Every quote, order, PO and credit note line refers to a stock item. For each item Omono tracks In Stock, Allocated to sales orders and On Order from suppliers. An assembly shows Assemblies Possible instead of On Order: the number you could build from the components you hold. Never-diminishing items are not counted, so they have no stock level.
Things that work the same everywhere
Draft first. Quotes, orders, POs and credit notes start as drafts. The first time you email, print or download one, a quote becomes Active, an order or PO becomes On Order, and a credit note becomes Complete and locked. Preview never changes a status. An order or PO that is not a call-off cannot be emailed, printed or downloaded until every line is on a dispatch or delivery. See How documents move through Omono.
Cards and forms. Lists show cards; click a card to open the record. You create and edit in a form: click the tick to save, or the cross to close.
Action bar. Every record page has a row of buttons for what you can do with it, for example Edit, Email, Preview, Download, Print, Copy, Documents, Notes, Links and Tasks. A button is hidden when it does not apply: Preview and Delete appear only on a draft, and a won quote cannot be edited.
Notes, documents and links can be attached to any company, document or stock item. Tasks can link to those records and to contacts.
Archive, not delete. Companies, contacts, addresses, stock and reference data are archived, never deleted, so your history stays intact. Archived records drop out of the pickers, so you cannot choose them on a new document, but they stay on the documents that already use them. Lists hide them until you tick Archived or Show Archived. See How documents move through Omono.
Flags. Give a company, document or stock item one of five coloured flags, and filter by flag. An admin names the flags per module. See Navigating Omono.
Quick Search. Press Ctrl+Q and type at least two characters to find a company, contact, document or stock item.
Activity Feed. A running log of what everyone in your organisation has done.
Who can do what
There are two paid roles. An Admin User can do everything, including Settings, the team and Xero. A Standard User can use every module but cannot open Settings. Three more limits apply to Standard Users:
They cannot change a supplier's bank details unless an admin gives them the Suppliers ▹ Update Bank Details permission.
When the Xero setting Perform Pre-Shipping Credit Limit Check is On - Shipping allowed if over credit limit (admin users only), only an admin can ship a dispatch that takes a customer over its credit limit. See Connecting Omono to Xero.
They cannot open the Xero Sync Logs report.
An Internal Contact is a free user record for someone on the team list who never signs in. You can pick them as an email recipient, but not as a salesperson, account manager, buyer, raised-by user or task assignee. It is not the same as a company contact.