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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

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

  • Open the Party Manager
  • Click the Find link

  • 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. 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 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
    Clicking on the Order ID will take you to the 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.

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 (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

If the order has a current status of Created, an Approve Order link will be shown. Clicking this link will change the order status to Approved.

If the order has a current status of Approved, a Hold Order link will be shown. Clicking this link will change the order status to Held.

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 and click Save.

  • Billing Account

  • Credit Card
    In this section details are shown for each credit card used for the order.
    • 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.
    • If there are any payment gateway message summaries shown, the Details link can be used to provide more detailed 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 information.

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 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
    TODO
  • 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

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

  • Edit Items
  • Create As New Order
  • 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.

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