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Find Orders

Both fulfilled and unfulfilled orders are found using the Order Manager application.

You can return to the Find Orders page at any time by clicking on the Find Orders header link.

By Customer

• Open the Order Manager
• Select the Find Orders link
• Select the Lookup Party link

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Alternatively, you can go directly to the Find Party page in the Party Manager to search for the customer.

• Open the Party Manager
• Click the Find link

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• Enter known information
  This includes information like Party ID, User Login, Last Name, First Name, Party Group Name, and Role Type.
  • Adding data focuses search
    The more information entered, the more specific will be the find

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• • . However, only one of the boxes need be completed to do a search. The search returns all Party IDs sharing the entered information. For example, if only 'Chicago' were entered under the City box, all Parties with a Chicago address are returned.
  • To expand your search ...
    Conversely, the less information entered, the broader the results. For example, if only two letters of a last name is entered, all the Parties with the last name containing those letters will be returned.
  • Show all records
    Click this link to show all Party records, even if no search criteria are entered.
• Click on Lookup Party
  Returns a table of all Parties found matching your input. If more than a screenful, you may need to scroll through the pages of results using the Previous and Next links.

Once the customer is found, the Orders link labeled Orders will take you to the Order Manager with the selected customer's orders listed.

Orders Created but needing Approval

These instructions are for configurations where a workflow is used to manage the approval of placed orders, whether manual or automatic. For example, a pharmacy company may have a process like the following: an order clerk reviews orders and, if they look correct, passes them to a doctor. In turn, the doctor reviews the patient information and may contact the customer and when necessary issues a prescription and thereby approves the order.
Most ecommerce situations are more simple than this and orders are automatically approved as long as payment is received or authorized.

• Open the Order Manager
• Select the Order List header link
  A list of Orders Needing Attention is presented. Purchase Orders To Be Scheduled will be listed with Order Number links and other information.
• Choose an Order from the List
  Takes list
  Clicking on the Order ID will take you to the view order details View Order page with information about the selected order.

By Order Information

• Open the Order Manager
• Select the Find Orders link
  The Find Orders screen works very much like the Find Parties screen. Enter what information you have (as little as possible to preclude errors) and the return screen presents all orders matching the data you entered.

List of Orders Found

All orders matching the parameters you entered are returned.

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• Order ID or View
  Takes you to the Order Detail screen. See: Edit Order.
• Party ID
  Takes you to the Party Profile screen. See: Edit Customer.

Edit Order

The View Order Details screen:

Order Information

This section includes:

• the status history of the order (including current status)
• the date the order was placed
• the currency used
• the sales channel
• the product store (clicking on the product store ID link will take you to the Edit Product Store page in the Catalog Manager.)
• the origin facility (if applicable)
• the user login ID of the party that created the order (clicking on this link will take you to the View Profile page in the Party Manager.)
• a PDF link that can be used to generate a PDF version of the order details

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If the order has a current status of Created, there an Approve Order link will be a link that can be used to approve the ordershown. Clicking this link will change the order status to Approved.

If the order has a current status of Approved, there a Hold Order link will be a link that can be used to hold the order (meaning what?)shown. Clicking this link will change the order status to Held.

Payment Information

Information here varies according to the method of payment.

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Enter the amount received in the appropriate box, including a reference number if applicable and click Save.

• Billing Account
  Billing account payment information.
  • The billing account ID link will take you to the Edit Billing Account page in the Accounting Manager, where you can review or update the details for this billing acount.

• Credit Card
  Credit Card payment information.
  • Use the Authorize and Capture links to force an Authorization or Capture of funds for a specific credit card.
  • Use the Cancel link to to cancel (void) and remove a specific credit card payment.
  • For any payment gateway response summaries shown, the Details link will provide more information.
  • There is also a sub-section that allows you to add or replace a credit card payment for this order. Simply select an existing credit card from the drop down, enter an amount and click Add.

• EFT
  Electronic Funds Transfer payment information.
  • Use the Cancel link to to cancel (void) and remove a specific EFT payment.
  • There is also a sub-section that allows you to add or replace an EFT payment for this order. Simply select an existing payment method from the drop down, enter an amount and click Add.

Invoices

Invoices are created as shipments associated with items in this order go into the Packed status. Regardless of payment method ALL orders will have invoices associated with them as they are fulfilled. All accounting information is managed through the invoice(s). There can be multiple invoices associated with an order. This is especially true when the order is split into multiple shipments; typically there will be one invoice per shipment.

• Click on Invoices to be taken to the related invoice in the Accounting Manager - View Invoices screen.

Contact Information

• Name
  • Click on the Party ID
  #
  • to be taken to the View Profile page in the Party Manager
  - Profile page
  • (opens in a separate window).
  • Click on New Order to be taken to the initial Order Entry screen with the Party ID pre-filled (opens in a separate window).
  • Click on Other Orders to see a list of all orders placed by this party.
• Order Contact Mechanisms
  All contact information associated with the order is listed here. Each item shows how it is related to the order; for example: billing address, shipping address, billing phone number, primary email address, etc.
  • When the contact mechanism is an e-mail address...
    If e-mail, click on the Send E-mail link to send a message Send a confirmation email to send (or re-send) a confirmation email.
  • When the contact mechanism is a shipping destination address and the order has not yet been completed, you will be able to change the destination. ..
    (What is this dropdown for?)Select the new desination address and click Update.

Shipment Information

There is one set of shipment information for each 'shipment group' associated with the order. A shipment group is specified by the customer when the order is placed and allows them to specify different shipping destinations and/or shipment methods (carriers/services) for specific quantities from specific items in the order.

Approved Orders

• Address and Method
  At this point, it is still possible to change the ship group's destination and shipping method. Select the new values and click Update.
• Splitting Preference
  If the splitting preference is set to Do Not Split at this point it is still possible to change this setting by clicking on Allow Split. Note: this change is cannot be undone.
• Quick-Ship Entire Order
  This creates a shipment for each ship group and origin facility (warehouse) that the order is associated with. Each shipment is then moved to the Packed status which causes invoices to be created, which in turn causes authorized credit cards to be captured if applicable, etc.
• Pack Shipment for Ship Group
  TODO This takes you to the Pack Order screen in the Facility Manager with the Order ID and Ship Group ID pre-filled.
• New Shipment for Ship Group
  This link is available for each ship group. Clicking on this brings you to the shipment creation page with the Order ID and the Ship Group Sequence ID filled in. From there just click Update to create the shipment, and go through the manual shipment process (issue/add order items to shipment, assign shipment items to packages, enter package info such as weight, enter routing/shipping info; then finally change the status).
• View/Edit Delivery Schedule Info
  This takes you to the Order Delivery Schedule page where you can add or update delivery schedule information as it becomes available, such as the estimated ready date, number of cartons, size and weight values, etc.

Completed Orders

• Shipment ID
  Click on the number to be taken to the View Shipment page in the Facility Manager - Shipments tab - View Shipments screen for the UserApplicationOverview to review the actual shipment data.
• Packing Slip
  TODO
  Generates a packing slip PDF for the specified shipment.

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• Quick Refund Entire Order
  TODO
• Create Return
  This brings you to a screen where you can create a Return, which can then be referenced to process the return when the actual goods are received.

Order Items

• Edit Items
  Refreshes the order details view, enabling several options which can be used to modify the existing order items.
• Create As New Order
  Begins a new order using the current order's information, and takes you to the final step of the order entry process. At that point, you are free to make any changes, or if none are required, you can create the new order with one click.
• Product
  Note: The following links will open Product Catalog link takes you ( in a separate window.
  • Catalog - takes you ) to the Edit Product page in the Catalog manager , Product tab, with details about the specific product IDfor the specified product.
  • Ecommerce link - takes you (in a separate window) to the specific item ordered on Product Detail page in the customer facing ecommerce site for the specified product.
  • Inventory link - TODO - takes you to the Edit Product Inventory Items screen in the Catalog Manager, where you can view all of the inventory details for the specified product.
• Status
  The status of each item in the order is given.
  • When is Status helpful?
    'Status' is useful because sometimes an item might no longer be available, or a customer might cancel a part of an order or, if the Split choice is Yes or there are multiple shipment groups, some items may have been sent while others are still pending.
• Quantity
  Reports the quantity ordered, canceled, and remaining.
  • When is 'Quantity' useful?
    'Quantity' is useful because sometimes a customer might cancel a part of an order. If the Split choice is Yes or there are multiple shipment groups, some items may have been sent while others are still pending.

• Cancel all Items
  Use this link to cancel all items, which will in turn cancel the order, void current authorizations, etc.
• View Order
  This link will return to the normal order details view.
• The following are now editable on the order item level:
  • Item description
  • Item price
  • Item quantity included for each ship group
• The following are now editable on the order level:
  • Adjustments
    Each adjustment's comment and amount can be set or updated, and new adjustments can be added.
  • Additional Items
    Products may be added to the order here. Options include the ability to override the price, set the desired quantity for each ship group as well as the desired delivery date and an additional comment.