Find and Edit Orders

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

• To return to the Find Orders page ...
  You can return to the Find Order(s) 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, a list is presented with a link labeled [Orders]; click on that to 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
• 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.
• Click on Lookup Order(s)
  
  • List of Orders Found
    All orders matching the parameters you entered are returned.
  • Links provided
    Links are provided on the Order ID or a View button which links to the view order detail page as described below. Also, a link is provided to the Party associated with the order.

• Choose from List Table
  Select the order you are seeking and click on either the Order ID number or the [View] link associated with that order.

Order Detail Information and Available Changes

• Order # XXXXX Information
  When a specific order number is selected, the full details of the order are returned on one screen. The top section includes the Status, the History of the order, and the date the order was placed.
• Payment Information
  Information here varies according to the method of payment.
  • Payment Method
    With PayPal, you can wait for the payment to clear before releasing the order.
    • 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.
    • Offline Payment (Receive Payment)
      Click on this link to the Order Manager's Receive Offline Payment(s) screen.
    • Invoice
      If the order is billed to a customer, the Invoice Number will appear in the payment information section.
    • Credit Card
      Credit card information is entered here.
    • 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; there will typically 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 contact is e-mail ...
      If e-mail, click on the Send E-mail link to send a message.
• 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.
  • Shipments # (Link)
    Click on the number to be taken to the Facility Manager - Shipments tab - View Shipments screen for the UserApplicationOverview actual shipment data.
  • Links
    • New Shipment for Ship Group X
      • >> Shipment creation page
        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.
      • Where it leads
        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
    • 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.
    • 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.
      • Is order complete?
        Only appears if the order is in the Completed status.
• Order Items
  • Cancel All Items
    An entire order can be canceled by clicking on this link.
  • Product

    • Catalog
      [Catalog] link takes you (in a separate window) to the Catalog manager, Product tab, with details about the specific product ID.

    • ecommerce
      [ecommerce] link takes you (in a separate window) to the specific item ordered on the customer facing ecommerce site.

  • 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.
• Link to Facility Manager
  The Inventory number shown will link you back to the Facility Manager - Inventory Items screen with details about this particular inventory item.