How to setup order management?

[Kevin Song]

I am new to JIRA and am looking for a tool that my company can use for order management. Our company sells 3 products. 

1. A kit that a customer can retrofit their own vending machine

2. A handmade vending machine retrofitted by us

3. A vending machine that has the kit, pre-installed at the manufacturing facility by a 3rd party company.

For example, if a customer purchased #2, then our process would be the following:

- Sales team gets Purchase Order from Customer

- Work Order gets created from Purchase Order

- IT team has email/meeting communication with customer for training and onboarding

- Make sure enough parts are available for creating the machine.

- Customer order is then hand-built.

- Final quality Check

- Ship to customer. 

Everything right now is manual and relies a lot on memory and spreadsheets. Hoping that i can use Jira to optimize the workflow. 

I understand that i need to setup 1 project to manage all the customers orders vs multiple projects per customer. 

I dont understand how to setup the issues. 

[Emily _ DevSamurai · Accepted solution]

Hi @Kevin Song and welcome to the community.

Based on your clarification, I recommend using Jira Service Management to set up a request portal where customers can submit machine requests. Your Customer Service team can manage these requests directly through the platform. For more details on Jira Service Management, please refer to [Link].

To manage your machines or other products, consider using AssetIT, an inventory management plugin for Jira [Visit the app here: Link]. It integrates smoothly with Jira Service Management, allowing customers to select machines directly from the request ticket. Your team can then assign and manage these machines efficiently.

Here is an example how it looks like:

This approach should help streamline your workflow. Let me know if you have further inquiries.

[Kevin Song]

Not quite the process i was looking for. We are selling a physical product that needs to be hand built based on other parts in our inventory. 

[Kevin Song]

I'm thinking i need to setup 2 projects. 1 for sales/sales pipeline. Once the customer goes to "closed won" then i would like it to automatically go into my "production" project. Which then i would have a process that manages the order and the timelines. Is this possible?