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Orders Features in Detail
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Search for Orders page:

Used to find existing orders based on entered search criteria.

 

 

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:

 

  • Feature – allows a single selection from list box.  Used to retrieve Orders for a specific Feature Component.  Defaults to “All”.  It only lists Feature Components that have been enabled in Feature Management.
  • 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.
  • Order ID Range – this is the number that PORTALPRODIGY automatically assigns to all Orders.
  • Company ID – Customer’s Company ID.  PORTALPRODIGY automatically assigns a unique number to each company when the company is added to the system.
  • Contact ID – Customer’s 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. 
  • 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.
  • Item ID – used to retrieve by Order Item ID.  PORTALPRODIGY automatically assigns a unique number to each Item when the Item is added to the system.
  • Record ID - used to retrieve by feature ID such as Event ID or Exchange ID.  It is dependent on value selected for Feature criteria field.  PORTALPRODIGY automatically assigns a unique number to every record when the record is added to the system.
  • Order Type – select from 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.
    • Quote – this is when a customer wants a formal price quote for the goods or services specified on the order as order items, but the customer is not making a commitment to purchase them.  Quotes can be converted to orders simply be changing the type setting.
    • Recurring - 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 on a repetitive basis.  This type of order is used as a template to create actual orders.
    • 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 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.
  • Payment Entry Date Range – used to retrieve paid orders based on date of payment(s).
  • Company Name – enter as text.
  • 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.
  • Modified Date Range –
  • Modified By – enter a Contact ID.
  • 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.

 

Options:

  •  Items Per Page – enter the number of values to retrieve and display at a time.  Defaults to last specified value.
  •  Search – submits criteria to server and returns matching Orders.
  •  Add New – use to add a new Order using Order Management page.
  •  Clear – clears all entered criteria values.
  •  Print – performs Internet browser print operation, which prints the browser windows content according to your browser’s print settings.
  •  Main Menu – returns you to Site Administration Menu.

 

Found Orders section:

 

 

Contains the following columns:

 

  • Order ID – assigned by the system when the order is created.
  • Company Name – when the order is for a company, the company’s name is listed; otherwise it is left blank.
  • Contact Name – the person who placed the order.
  • Status – designates the processing status of the order.
  • Type – designates the purpose of the order.  It can be an Order, Quote, Recurring (Order), or Return.
  • Management – click on the Manage link to display Order Management page for the Order on that row.
  • Fulfillment – click on the Fulfill link to display Manual Fulfillment page to fulfill the Order on that row.

 


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