Text fields An * asterisk
character may be placed at the beginning, end, or both beginning and end of
your search criteria value as a wildcard in order to find all values beginning
with, ending with or containing that value, respectively; otherwise,
PORTALPRODIGY searches for an exact match to your entry.
Range fields when you
enter a beginning and ending range value, PORTALPRODIGY will find all values
including and between the specified values.
Criteria field definitions:
Order # Range this is the number that PORTALPRODIGY
automatically assigns to all Orders.
Order Type
defaults to All.You may limit the search by selecting
one of the following:
Order
this type of order is used when a customer is committing to purchase the
goods or services from your organization that are specified on the order
as order items.
Return
this type of order is used when a customer is returning goods or
canceling unused services.It is
used to add Items back into inventory and reduce sales revenue.If payment has been made for the
returned goods or unused services, it also creates a Credit Memo for the
returned amount, reducing the customers balance or when they do not owe
your organization it creates a credit balance on the customers account.
Credit Memo
Order Status allows a single selection from
list box.The following choices are
available - (see the Features Administration section of this chapter for
explanations of each value)
All Orders
this is the default, which includes all Orders regardless of Order
Status.
Shopping
Cart orders with this status are in the process of being created by
a visitor in the Visitor portion of the Website and have not been submitted.Orders with this status will be deleted
if not submitted and the visitors session times-out.Session time-outs are set by a
PORTALPRODIGY Administrator.Sessions are usually set to 15 minutes.This means that for the session to
time-out the Visitor would have to no activity with the PORTALPRODIGY
server for a period of 15 minutes.
Submitted
this is a temporary status that is assigned to orders when being
created in Order Management or when submitted by visitors in the Visitor
portion of the Website.When an
Order is saved by an administrator or submitted by a Visitor,
PORTALPRODIGY reconciles the inventory availability and if everything
reconciles the Order Status is set to Pending.If an order persists with a status of Submitted it means the order could
not be reconciled.Orders cannot
be reconciled when inventory becomes unavailable from the time the item
is added to the cart and the time the order is submitted.Under normal circumstances
PORTALPRODIGY will respond with a notification to the user that there is
insufficient inventory along with instructions for adjusting the
order.If for some reason the user
does not receive or respond to this (a broken Internet connection would
be a likely cause), the order will persist with the Submitted
status.Correcting the problem is
simple, Save the order again and when prompted, adjust it accordingly.
Pending
orders with this status are ready to be fulfilled.The process of creating the order has
been completed
Partially
Fulfilled orders with this status have unfulfilled items.They can be processed and the remaining
unfulfilled items can be fulfilled.
Fulfilled
orders with this status have been fulfilled but not posted.
Completed
orders with this status have been fulfilled and posted.They cannot be changed.
On Hold
orders with this status cannot be processed until they status is
changed to some other value.
Canceled
orders with this status cannot be fulfilled, changed, or
processed.Canceling an order is a
way of deleting an order without removing its history.This provides an audit trail for the
transaction.
Financial Status select a single value from
the list box.Defaults to All.
All
selecting this value causes the search to ignore Financial Status.
Approved include
orders with finance status set to Approved.
Declined - include
orders with finance status set to Declined.
Pending include
orders with finance status set to Pending.
Not
Completed include orders with finance status set to No
Completed.Under normal
circumstances you will not want to invoice orders with this status.
Invoice Batch
# - used to search for previously created batches of invoices.
Invoice Date
used to search for orders that have an Invoice Date.Entering a date in the first text box
only, will retrieve all Orders with Invoice Date greater than or equal to
the entered date.Entering a range
is inclusive of entered date values.
Contact ID Customers Contact ID.PORTALPRODIGY automatically assigns a
unique number to each contact when the contact is added to the
system.Note that Contact ID and
User ID are the same thing.
Last, First Name the first text box is for
the Customer Contact Last Name and the second text box is for the Customer
Contact First Name.
Company ID Customers Company ID.PORTALPRODIGY automatically assigns a
unique number to each company when the company is added to the system.
Company Name enter as text.
Include
Previously Printed Invoice? defaults to No.Set to Yes, to reprint invoices or to post
invoices that have already been printed.
Invoice By:defaults to All.You can select by Email Only or Postal Mail Only.
All
select this option when reprinting invoices.
Email Only
select to create invoices and send to customer as email.
Postal Mail
Only select to create invoices and print so they can be sent by
postal mail.
Include
Previously Posted Invoices defaults to No which eliminates printing of invoices that have already
been posted.Set to Yes to reprint posted invoices.
Include
Unfulfilled Orders defaults to No
which eliminates unfulfilled orders from being invoiced and printed.Normally orders should not be invoiced until
they are fulfilled.Set to Yes to include unfulfilled Orders.
Options:
Search submits criteria to server and returns
matching Orders.
Clear clears all
entered criteria values.
Print performs Internet browser print operation,
which prints the browser windows content according to your browsers print
settings.
Main Menu closes the page and displays the site
administration menu.
Found Orders/Invoices section:
Contains the following columns:
Select -
used to check all Orders to include in invoice batch or for printing of
invoices.
Order # assigned by the system when the
order is created.
Order Date- this is the date the order was
created.
Order Status
- designates the processing status of the order.
Company Name when the order is for a
company, the companys name is listed; otherwise it is left blank.
Invoice # this is the same as the Order #.
Options:
Toggles between Selecting all Orders in Found Orders grid
and unselecting all Orders.
Assigns all selected Orders to a Batch for Posting.
Prints all selected Orders.
Returns to Search for Orders page without taking further
action on Found Orders page.
Closes the page and display the site administration menu.