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Invoicing Features in Detail
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Search for Orders/Invoices

 

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 – 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. 
  • 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 – Customer’s 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 browser’s 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 company’s 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.

 

 


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