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Orders Features in Detail
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Order Types supported by PORTALPRODIGY

 

Quotes:

 

Create Quotes to keep track of price estimates provided to customers and to track potential sales orders.  PORTALPRODIGY creates professionally formatted Quotes that you can print or email to the client.  When the client is ready to place their order for the quoted items, PORTALPRODIGY will automatically create the Order from the Quote.  This is done using the Create Order option on the Order Management page.  This option copies the Quote to a new Order with Order Type = “Order” and stores a reference to the Quote in the Ref Order ID field.  This reference enables comparative reporting of quoted prices versus actual prices and other types of statistical reporting.  Note that Customers are not permitted to create Quotes. Quotes can only be created using the Administrator interface.  Quotes do not affect Inventory, cannot have payments applied, cannot be invoiced and cannot be fulfilled.

 

 

Orders:

 

When something is actually ordered the Order Type is set to “Order”.  Orders affect Inventory, can have payments applied, can be invoiced, and can be fulfilled.  Orders can also be partially fulfilled.  When an Order is partially fulfilled and partially invoiced, the system creates a new type of Order called a Backorder.

 

 

Backorders:

 

Backorders are automatically created by PORTALPRODIGY to track the unfulfilled portion of non-prepaid Orders.  PORTALPRODIGY creates a new Order with Order Type “Backorder” to provide a new Order# that can be used to invoice the customer, when the backordered Items are fulfilled and shipped.  This is extremely important for applying payments to Orders/Invoices.  It allows a single numbering system and table structure to be used for both Orders and Invoices. 

 

Backorders always contain a reference to the original Order.  The reference is stored in the Ref Order ID field.  If a Backorder is partially fulfilled, the system will create another Backorder, repeating this process until the last Backorder is fulfilled.  Each Backorder will contain a reference to the original Order.  Although the need for multiple backorders may not be a common occurrence, the PORTALPRODIGY architecture is capable of accommodating it.  In fact, PORTALPRODIGY can support an unlimited number of backorders. 

 

Neither Customers nor Administrators can manually create Backorders. Backorders are created automatically by the system as part of the Order Posting and Fulfillment process.  The Order Date of a Backorder is always set to the original Order’s Order Date.

 

Warning!  It is important not to confuse backordered Items with the Order Type “Backorders”, as they are two different things.  Both Order Types, “Orders” and “Backorders”, can contain backordered Items.

 

 

Recurring Orders:

 

Save time using PORTALPRODIGY Recurring Orders feature.  Recurring Orders are similar to Quotes.  They do not affect Inventory, cannot have payments applied, cannot be invoiced and cannot be fulfilled.  Their purpose is to store orders that will be used by the Process Recurring Orders option to create repetitive orders.  You may create a new order from a Recurring Order by selecting the Create Order option on Order Management page.  This process copies the Recurring Order to a new Order and sets the new Order’s Order Type to “Order”.  The system stores a reference to the Recurring Order that it was created from.  This reference is stored in the Order’s Ref Order ID field.   The new Order is then processed like any other Order.  Customers cannot create Recurring Orders, as this option is only available in Orders Administration, which is only accessible to permitted Administrators.  Recurring Orders are used for things like billing clients for quarterly maintenance contracts or for annual membership dues. 

 

 

Return:

 

PORTALPRODIGY manages returned items using Return Order Type.  Returns add Items back into Inventory and if the Items have already been paid for, will create a Credit Memo or issue a Refund.  Returns contain a reference to the original Order, which is stored in Ref Order ID field.  Returns can only be created by permitted Administrators, and cannot be created in the visitor use interface.  See the tutorial section for step-by-step instructions for creating Returns.

 

You may create a Return by adding a new Order, selecting Order Type = “Return”, enter the Original Order ID in RefOrderID field and select Retrieve button. 

 

The system creates the Return order listing all of the Original Order’s Order Items with quantity set to zero.  You may enter quantities and you may change the unit price.  An additional Order Item “Return Handling Charge” is automatically added.  This is a Service Charge that is shared by all Feature Components.  The Description (Item Name) and price can be overridden. 

 


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