Run your entire organization from the Internet
 
1
Orders Features in Detail
previousTable of ContentsSearchKeywords Indexnext

Order Management page:

Used to create, edit and delete Orders.  It can be used to manage Orders created by customers from the Visitor portion of the site.

 

When managing an existing Order, the Order Management page appears as follows:

 

 

Contains the following elements:

 

  • Order For: select one of the following Feature options (note that an Order can only contain Order Items for a single Feature):
    • Events – specifies that the order is for and event registration.
    • Products – specifies that the order is for items in the shopping catalog.
    • Press Releases – specifies that the order is for press release fee.
    • Exchanges – specifies that the order is for an exchange listing.
    • Membership – specifies that the order is for a membership fee.
  • Select User – displays Search for Contacts page.  If a single matching Contact is found, PORTALPRODIGY will automatically select the Contact; otherwise you must select from the list of Found Contacts. 
  • Bill To: Retrieve Office – displayed if Customer Contact record’s Send to Office is selected.  Auto fills Bill To data elements from Contact’s Office values.
  • Bill To: Retrieve Home - displayed if Customer Contact record’s Send to Home is selected.  Auto fills Bill To data elements from Contact’s Home values.
  • Bill To: select either Company (Organization) or Individual.
  • Bill To *Name - enter the name of the party responsible for payment.  If for Company enter the Company Name otherwise enter the Individuals Name.  A name is required
  • Bill To Attn: Enter the ‘Attention To’ name.  This is primarily used when Order is for a Company. 
  • Bill To *Address 1 - enter the street address including suite or apartment number.  If there is an asterisk displayed, the value is required.
  • Bill To Address 2 - used when you need a second line for the street address.
  • Bill To *C.S.Z. - enter City into the first text box, select a state from the list box, and enter a postal zip code in the last text box.  If you do a large portion of your commerce in a single state you and set a default state in Orders Feature Management.   If there is an asterisk displayed, the value is required.
  • Bill To *Country - defaults to “USA”.  If there is an asterisk displayed, the value is required.  Only allows select from the list box.  PORTALPRODIGY allows you to specify which countries you do commerce with.  This is done in feature management.
  • Bill To *Phone - enter the billing contacts telephone number into the first text box and if there is an extension enter this in the second text box.  If there is an asterisk displayed, the value is required.
  • Bill To Fax - enter billing contact person’s telephone number for their FAX.
  • Bill To *Email - enter the billing contact person’s email address.  If there is an asterisk displayed, the value is required.
  • Ship To: click on the Copy From Billing link to copy the values from the Bill To fields to the Ship To fields.
  • Ship To *Name: if for Company enter the Company Name otherwise enter the Individuals Name.  If there is an asterisk displayed, the value is required.
  • Ship To Attn: enter the persons name that shipping should be addressed to, i.e. ‘Attention To’ name.  This is primarily used when Order is for a Company. 
  • Ship To *Address 1: enter the street address including suite or apartment number where goods are to be shipped.  If there is an asterisk displayed, the value is required.
  • Ship To Address 2: used when you need a second line for the street address.
  • Ship To *C.S.Z.: enter City into the first text box, select a state from the list box, and enter a postal zip code in the last text box.  If you do a large portion of your commerce in a single state you and set a default state in Orders Feature Management.   If there is an asterisk displayed, the value is required.
  • Ship To *Country - defaults to “USA”.  If there is an asterisk displayed, the value is required.  Only allows select from the list box.  PORTALPRODIGY allows you to specify which countries you do commerce with.  This is done in feature management.
  • Ship To *Phone: enter the shipping contacts telephone number into the first text box and if there is an extension enter this in the second text box.  If there is an asterisk displayed, the value is required.
  • Ship To Fax: enter shipping contact person’s telephone number for their FAX.
  • Ship To *Email: enter the shipping contact’s email address.  If there is an asterisk displayed, the value is required.
  • Order Status: defaults to “Submitted” when creating new Order.  You may select one of the following:
    • Canceled – this permanently cancels the order.  Orders that have been fulfilled or completed cannot be canceled.
    • On Hold – this temporarily places the order on hold.  Orders that are on hold cannot be fulfilled or posted until they are taken off hold.
    • Pending – this is when Order is ready to be fulfilled. This status is assigned by the system after the submitted order has been saved and reconciled.
    • Submitted – this is only available when creating a new order.
  • Terms - select the payment terms for the customer.  Values displayed in list box are dependent on administrative configuration and customer terms.  Possible values include:
    • Pre-Paid – select when payment is required at time order is submitted.
    • Paid By Mail – select when payment is required before fulfillment of order. 
    • Pay At Event – select for Events only, when payment is allowed at the Event.
    • C.O.D. – select when payment is required upon delivery.
    • Terms such as “Net 30” or “2 / 10 Net 30”- select when customer has an account with your organization and customer is granted credit terms.  (See the section on Credit Terms for more information.)
  • Order ID - read only.  PORTALPRODIGY assigns the next sequential Order ID when a new Order is saved.
  • Order Type: read only once an Order has been saved.  When creating a new Order the following options are available:
    • Order – specifies that it is an actual order for products or services.
    • Quote – specifies that it is a quote for products or services.  Quotes can be converted to Orders.
    • Recurring – specifies that it is a recurring Order.  Recurring Orders are templates that are used to create an Order from.
    • Return – specifies that it is a product return.  Returns are used to place product back into inventory and to issue credits or refunds.
  • Salesperson ID: you may enter a Contact ID in the text box or select from the list box.  The list box lists all Contacts with Contact Type “Employee”.
  • Financial Status - defaults to “Pending”.
    • Pending – select when the customer’ payment or on account terms have not been approved yet.
    • Approved – select when the customer’s payment or on account terms for the order have been approved.
    • Declined – select when the customer’s payment or on account terms have been declined, thus flagging the order to be held until alternative payment or terms have been approved by applicable person or department within your organization.
  • Payment Type - default to blank (no) value. List box lists all values selected in Administration Payments Features Management.  Values include “American Express”, “Check”, “Master Card”, “VISA”, etc.  Select when payment has been received.
  • Related Record ID: If Feature is Event, this is used to enter and display the Event’s ID, If Feature is Exchange, this is used to enter and display the Exchanges ID, etc.
  • Order Date – defaults to current date.
  • Ref. Order # - used by PORTALPRODIGY to record a reference to another Order ID when the order is backorder resulting from another order, a credit or debit memo resulting from a refund or modification to a previously processed order.
  • P.O. # - used to enter a customer’s purchase order number.
  • Contact ID: read only.  Displays the customer’s Contact ID.

 

Order Items grid columns

  • Quantity:  displays the total quantity ordered.  The Quantity can be changed using the  Edit option.
  • Shipped Qty.: displays the total quantity shipped.
  • B.O. Qty.:  displays the total quantity on backorder. 
  • Canceled Qty.:  displays the quantity canceled.  Fulfillment provides an option to enter a Canceled Quantity which is typically used to cancel backordered quantities. 
  • Part #: displays the Product Code.
  • Product: displays the Products Name.
  • Unit Price: displays the Products Unit Price.  The Unit Price can be changed using the  Edit option.
  • Extended Price: displays the result of the Quantity Ordered multiplied by the Unit Price.
  •  Edit Icon – click on the icon to edit the row’s Order Item.
  • Delete Icon- click on the icon to delete the row’s Order Item from the Order.  You will be prompted to confirm deletion.
  • Add Item link – displays the Search for Product Items page where you select an Item to add to the Order.

The following two fields are currently not displayed but will be added in future version:

  • Created Date Range when a new order is created, PORTALPRODIGY stores the date maintained by the PORTALPRODIGY web-server system clock.  Entering a date in the first text box only, will retrieve all Orders with Created Date greater than or equal to the entered date.  Entering a range is inclusive of entered date values.
  • Created By – used to retrieve by Contact ID of user who created the Order.

 

Shipping and Totals section:

  • Allow Partial Shipment – select Yes to allow partial shipment of the Order.  Select No to require all Items to be fulfilled before shipment.
  • Shipping Carrier – used to select a carrier.
  • Shipping Method – used to select a shipping method for the selected carrier.
  • Calculate Shipping & Tax – click on this option button to retrieve rates for currently selected Shipping Carrier and Shipping Method and recalculate shipping amount and to retrieve applicable tax rate for currently selected state and zip code and recalculate tax amount.
  • Sub-Total – displays the total of Extended Price for all Items.
  • Shipping Charges – displays the total shipping fees for the Order.
  • Tax Total – displays the total sales tax for the Order.
  • Total – displays the Order Total Amount which is = Sub-Total + Shipping Charges + Tax Total.
  • Special Instructions - You may use this memo field for any purpose you like such as for entering special shipping or fulfillment instructions.
  • Payments – click on this link to display the Order Payments page shown below:

 

The Order Payments page lists all payments applied to the Order.

 

Option Buttons:

  • Save – submits criteria to server and returns matching Orders.
  • Print – performs Internet browser print operation, which prints the browser windows content according to your browser’s print settings.
  • Reports – displays Report Selection page with applicable reports category
  • Cancel - closes page, discarding entries and edits and returns to Find Order page.
  • Close – prompts to save changes.  Yes response saves changes, closes page, and returns to Find Order page.

 


previousTable of ContentsSearchKeywords Indexnext

© PortalProdigy, Inc. 2000-2007
 
©2000-2024 Portal Prodigy, Inc.©1994-2024 Brolin Corporation