Find and Edit Orders

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

Use the Party Manager to find the Party (Customer). Once the customer is found, the 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 you to the view order details 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.

Links:

• 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
• the origin facility (if applicable)
• the user login ID of the party that created the order
• a link that can be used to generate a PDF version of the order details

If the order has a current status of Created, there will be a link that can be used to approve the order

If the order has a current status of Approved, there will be a link that can be used to hold the order (meaning what?)

Payment Information

Information here varies according to the method of payment.

• PayPal and WorldPay
  PayPal is an online 'bank' that offers a payment transfer method that works with email accounts and allows customers to pay for their order against an account with funds held by PayPal, or against an established checking account, a debit card or a credit card. WorldPay works about the same. With PayPal, you can wait for the payment to clear before releasing the order.

• Offline Payment
  Click on Receive Payment to go the Order Manager's Receive Offline Payment(s) screen.

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

• Invoice
  If the order is billed to a customer, the Invoice Number will appear in the payment information section.

• Credit Card

• EFT
  Electronic Funds Transfer information.

Invoices

Click on the Invoice Number and you are taken to the Accounting Manager - Invoices, with details of the invoice.

• Multiple invoices
  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.

  What triggers an Invoice?

  In the default flow in OFBiz, the creation of invoices is triggered for the items in a shipment when that shipment goes into the Packed status.

Contact Information

• Name
  Click on the ID # to be taken to the Party Manager - Profile page in a separate window.
• 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.
  • When the contact mechanism is a shipping address ...
    (What is this dropdown for?)

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

• 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 X
  TODO
• New Shipment for Ship Group X
  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

Completed Orders

• Shipment ID
  Click on the number to be taken to the Facility Manager - Shipments tab - View Shipments screen for the UserApplicationOverview actual shipment data.
• Packing Slip
  TODO
• 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

• • Cancel All Items
    An entire order can be canceled by clicking on this link.
  • Product
    • Catalog link takes you (in a separate window) to the Catalog manager, Product tab, with details about the specific product ID.
    • Ecommerce link takes you (in a separate window) to the specific item ordered on the customer facing ecommerce site.
    • Inventory link - TODO
  • 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.

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).

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

Order Inventory Information

• Inventory reserved
  When an order is placed, the inventory needed to fulfill will be reserved. If there is not sufficient inventory available to promise and the store is setup to take the order anyway (a backorder) then negative reservations are done and the service to track and manage back-orders take effect.