Order Workflow
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Summary
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Table of Contents - Tabs |
Creating an Order
Option 1: Creating an Order Within a Contact
1. Go to Customer Management > Contacts and create or click on an existing contact. The contact details appear.
2. Click on New Order.
3. The New Order pop-up window appears. Select the site to apply the order to and click OK. The Purchase Order New form appears, allowing users to enter basic information about the order.
Filling Out the New Purchase Order
1. Enter Basic Order Information.
| Field | Description |
|---|---|
| Customer | This is the name of the contact. |
| Currency | Select from the drop-down list the currency to associate with the Purchase Order. |
| Coupon | Coupon codes created with a promotions can be applied here to associate with the Purchase Order. Click Apply once code is entered. |
2. Click New Item to select the items in the site catalog to associate with the Purchase Order. A pop-up windows appears allowing you select items from a site catalog.
3. Search for items by entering your search terms (e.g. "iphone") into the search field and click Find. You can sort your search results alphabetically by clicking the Name column. Select an item from the list and click on Configure Selected Entry.
Advanced Search
You can apply three filters to refine your item search results.
| Field | Description |
|---|---|
| Select catalog | Select which specific catalog to search |
| Select language | Select a specific language (such as German) for items described in German |
| Select entry type | Select a specific type of entry, such as variation/sku or bundle |
Configuring the Selected Entry
1. Before you add the item to the order, you can configure the actual price, the quantity, and apply a percentage or discount based discount.
Required Fields
- Price
- Quantity
| Field | Description |
|---|---|
| Display Price | This is the price seen on the public website. This is set at the catalog entry level. |
| Price | This is the actual cost of the item that will be charged when the item is added to the order. |
| Quantity | Set how many of the item to add to the order |
| Discount | You can apply a discount to the item, either Value or Percentage based. |
| Total | The total is automatically calculated, factoring in the actual price, quantity, and any discounts applied |
2. Once the item is configured, click Add item to the order. The item will appear on the Purchase Order form. 
Completing the Rest of the Purchase Order Form
1. Enter a Billing and a Shipping Address.
- When entering the Shipping or Billing Address, you can select an existing address associated with the contact, if any.
- Checkmark Add to customer's address book if you want to save the address to the contact.
- If the Shipping Address is the same as the Billing Address, click on Same as Billing Address. The Shipping Address form is autopopulated with the information entered in the Billing Address form.
2. Select the kind of shipping to use for the order under Shipment Details. Select from the drop-down the shipping methods (add link) available.
3. Click on Recalculate to generate the cost summary.
4. Click OK.
Option 2: Creating an Order from Purchase Order List
1. Go to Order Management > Purchase Orders.
2. Click on New Order. A pop-up appears, allowing you to select the site and contact to apply the new order to.
3. Click OK.
4. Follow the steps above to complete the Purchase Order.
Once the Purchase Order form is completed, the order fulfillment process begins. The order form consists of five sections:
| Tab Name | Description |
|---|---|
| Summary | Displays an overview of the order, including the customer information, billing address, and other data. From here you can cancel orders, edit information, and place an order on hold. |
| Details | Displays the shipment details, including shipment status, items to be shipped, and a list of applied discounts/coupons. Returns/Exchanges are also created here. |
| Payments | You can create and assign payments to the order here. Payments are automatically processed when saved. |
| Returns | Displays the details of a return, if made. |
| Notes | Displays the notes attached to the order. Notes are automatically logged when certain events occur within the order (e.g. the shipment status changed) |
Processing the Order, Submitting a Payment, and Releasing to Shipping
The basic workflow from purchase order to shipping is done this way.
1. Add a payment to the order.
2. Enter the amount of the payment. The Amount field auto-populates the value of the total order, including shipping costs. However, you can change the value of the payment (useful for splitting payments between two or more payment methods at the request of the customer).
3. Select the Payment Method from the drop-down list.
4. Click OK. The order goes into Edit Mode.
Note: When in Edit Mode, you can add more payments to the order. However, once you click Save, you finalize the payment. This means that you cannot further add or delete payments.
5. Once you have finished adding one or more payments, click Save to exit Edit Mode and save your changes. The payment gets automatically processed for the amount specified.
6. Check the Details tab. You will see that the Shipment Status has changed to "Awaiting Inventory." Once the availability of the item has been determined, click on Release Shipment to release the order to your shipping department.
7. By clicking on Release shipment, the status changes to "Released." For further processing of the order, your shipping department will go to Order Management > Shipment.
 | If you click Cancel shipment, you will cancel the entire order. (At the moment, there is no way to undo the cancellation, so care must be taken when selecting "Cancel shipment".) |
Canceling an Order
Under the Summary Tab, click on Cancel Order. This will completely cancel the order. The status of the order changes to "Canceled."
The cancellation of the order will be logged under the Notes tab.
Splitting Shipments
Summary: If there are two or more items within an order, they can be split into separate shipments. This is useful for expediting items within the order that are immediately ready for shipment, while other items have extra shipping lead time.
1. Step 1 - Go to an existing purchase order or create a new one. The order must have two or more items.
2. Step 2 - Go to the Details tab in the order form. Look for Shipment # 1.
3. Step 3 - Select the item you want to move by clicking on the Move icon.
4. Step 4 - The pop-up appears, which allows you to choose to move the item(s) to an existing shipment or create a new shipment. You can also select the quantity of the item to move. Each new shipment within the order can have its own separate shipping address and shipping method. Select a shipping address and shipping method from their respective drop-down lists. Click OK to save your changes.
5. Step 5 - After splitting the shipments, the order form goes into Edit Mode. The Details page shows the new shipment, which can be processed completely separate from one another, but tied to a single purchase order.
6. Step 6. Click Save to save your changes made to the order form.
Viewing, Editing and Searching for Orders
Overview of the General Area
Using Order Search to Find Existing Purchase Orders
Order Search allows you to find existing orders, giving you six different search filters to help refine your search results. You can click on the ID number of the order to view it.
| Filter Name |
Description |
|---|---|
| Class Type |
Select "Purchase Orders" on the drop-down list. Otherwise, if you want to search for a specific shopping cart or payment plan, select those. |
| Status |
You can filter results by their statuses. For example, if you want to find only completed purchase orders, select from the drop-down list "Completed." Available status options are:
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| Date Range |
You can select from date ranges from "today," "last week," or "this month." |
| Return # |
Enter in the return number of a purchase order if a return was created for that particular order. |
| ID |
You can specify the order ID. Orders created out of the box with ECF are typically numbered as PO####. |
| Customer |
Enter in a customer name and the search results will return only orders filtered by the specified name. |
Click on Search to being your search query. The desired results appear below. The results are broken down by five column fields:
- ID
- Customer (name)
- Total (cost of order)
- Status
- Modified (date)
You can sort results by ID, Customer, Total, or Status.
Viewing Purchase Orders by Date or Status
On the left navigation menu, you can click on the nodes below Purchase Orders and Purchase Orders by Status. For example, clicking on Purchase Orders > Today will show the orders created today only on the right window.
Moreover, you can view orders within the Order List by status. For example, click on Purchase Orders by Status > InProgress to view orders with that status.
