Order - Workflow

The Order Workflow settings define the structure of your order workflow and are crucial to implementing a system that efficiently supports your business. Be sure that you understand all of these parameters when planning your configuration.

To enable the order Workflow processes, follow these steps:

  1. In the Settings accordion menu, select Preferences.
  2. Click the Orders tab.
  3. Click Workflow.
  4. The Orders Workflow page appears in 10 logical settings:

The parameter fields and buttons for each of the logical sections are described in the following tables.

Purchase Orders

Fields and Buttons Description
Enable Purchase Order Approvals checkbox If this box is checked, each new Purchase Order requires Approval before being forwarded to the Vendor. If it isn't checked, then Purchase Orders are Approved automatically.
Enable Purchase Order Filing checkbox If this box is checked, each completed Purchase Order requires Filing before being closed. If it isn't checked, then completed Purchase Orders can be closed without being Filed.

Orders

A Sales Order passes through these workflow states:

  1. Received/Created
  2. Waiting Approval (optional)
  3. Waiting Allocation
  4. Waiting Fulfillment
  5. Waiting Filing (optional)
  6. Closed
Fields and Buttons Description

Enable Order Payment Authorizations checkbox

If this box is checked, Order Management attempts to pre-authorize funds for new Sales Orders when they are created. If it isn't checked, then Order Management won't attempt to pre-authorize funds for a Sales Order. (Note that actual payment authorization and/ or capture occur later in the workflow and are configured elsewhere.
Enable Order Approvals checkbox If this box is checked, each new Sales Order requires Approval before entering the fulfillment process (state 2). If it isn't checked, then Sales Orders are Approved automatically.
Enable Order Filing checkbox If this box is checked, each Sales Order requires Filing before being closed (state 5). If it isn't checked, then Sales Orders can be closed without being Filed (state 5 is skipped).
Auto Create Shipping Orders checkbox If this box is checked, Order Management attempts to generate Shipping Orders from Sales Orders without manual intervention. If it isn't checked, then Shipping Orders won't be generated without user input.

Order Creation

Fields and Buttons Description
Enforce Shipping Data Requirement checkbox If this box is checked, then a Sales Order can't be created without shipping information. If it isn't checked, then a Sales Order can be created regardless of whether shipping data has been entered.
Enforce Payment Data Requirement checkbox If this box is checked, then a Sales Order can't be created without payment information. If it isn't checked, then a Sales Order can be created regardless of whether payment data has been entered.
Auto Authorize Funds checkbox If this box is checked, Order Management attempts to authorize or capture funds (depending on the configuration of payment processing) when a Sales Order is created. If it isn't checked, then no payment authorization or capture is attempted on Sales Order creation.

Shipping Order

A Shipping Order passes through these workflow states:

  1. Allocated/ Created
  2. Waiting Authorization (optional)
  3. Waiting Approval (optional)
  4. Waiting Assignment (optional)
  5. Waiting Pick/ Pack (optional)
  6. Waiting Fulfillment
  7. Waiting Filing (optional)
  8. Closed
Fields and Buttons Description
Enable Shipping Order Approvals checkbox If this box is checked, then a newly created Shipping Order will require Approval before the workflow can continue (state 3). If it isn't checked, then Shipping Orders are Approved automatically.
Enable Shipping Order Assignment checkbox If this box is checked, then a Shipping Order must be Assigned to a specific resource (personnel) before entering the Pick/ Pack process (state 4). If it isn't checked, then Shipping Orders don't have to be Assigned to specific resources (state 4 is skipped).
Enable Shipping Order Pick/Pack checkbox If this box is checked, Shipping Orders go through the Pick/ Pack process in Order Management (state 5 above). If it isn't checked, Order Center doesn't consider the physical picking and packing of Shipping Orders (state 5 above is skipped).
Enable Shipping Order Filing checkbox If this box is checked, each Shipping Order requires Filing before being closed (state 7). If it isn't checked, Shipping Orders can be closed without being Filed (state 7 is skipped).
Ensure Funds drop-down A drop-down list that controls the timing of payment capture. The choices are:
  • Disabled: Order Management won't attempt to ensure funds during the Shipping Order workflow.
  • onApprove: Order Management attempts to ensure funds after Approval (after state 3).
  • onAssign: Order Management attempts to ensure funds based on the Enable Shipping Order Assignment setting as follows:
    • Shipping Order Assignment Enabled: Order Management attempts to ensure funds after a Shipping Order is Assigned (after state 4).
    • Shipping Order Assignment Disabled: Order Management attempts to ensure funds when a Shipping Order is ready to be picked (prior to state 5 if Shipping Order Pick/ Pack has been enabled; prior to state 6 if it has not).
  • onPickPack: Order Management attempts to ensure funds based on the Enable Shipping Order Pick/ Pack setting as follows:
    • Shipping Order Pick/ Pack Enabled: Order Management attempts to ensure funds after a Shipping Order has been marked Ready for Pick/Pack (after state 5).
    • Shipping Order Pick/ Pack Disabled: Order Management attempts to ensure funds when a Shipping Order is ready to be fulfilled (prior to state 6).

Shipping Order Creation

Fields and Buttons Description
Copy Customer Notes to Shipping Order checkbox If this box is checked, then any Customer Notes on the Customer Record will be copied to each Shipping Order. If it isn't checked, then Customer Notes won't be copied to Shipping Orders.
Enable Allocation Rules checkbox This setting only has an effect if Auto Create Shipping Orders has been enabled. It doesn't affect manual allocation of Sales Orders to Shipping Orders. If this box is checked, Item availability rules are enforced when Sales Orders are automatically allocated to Shipping Orders. If it isn't checked, Item availability rules aren't considered when allocating Sales Orders to Shipping Orders.
Enable Order Combining checkbox If this box is checked, Order Management allows multiple Sales Orders to be allocated to a single Shipping Order if they share the same customer, shipping address, and shipping method. If it isn't checked, Sales Orders aren't combined.

Invoices

An Invoice passes through these workflow states:

  1. Created
  2. Waiting Fulfillment (of the associated Shipping Order)
  3. Waiting Approval (optional)
  4. Waiting Payment
  5. Waiting Filing (optional)
  6. Closed
Fields and Buttons Description
Enable Edit After Approval checkbox If this box is checked, then Invoices can be edited after being Approved. If it isn't checked, then an Invoice can't be edited once it has been Approved.
Enable Invoice Approvals checkbox If this box is checked, then Invoices require Approval before the workflow can continue (state 3). If it isn't checked, Invoices are Approved automatically.
Enable Invoice Filing checkbox If this box is checked, each Invoice requires Filing before being closed (state 5 above). If it isn't checked, Invoices can be closed without being Filed (state 5 is skipped).
Auto Apply Captured Funds checkbox If this box is checked, Order Management automatically applies captured payments to Invoices. If it isn't checked, then captured payments must be manually applied to Invoices.
Ensure Funds drop-down A drop-down list that controls the timing of payment capture. The choices are:
  • Disabled: Order Management won't attempt to ensure funds during the Invoice workflow.
  • onApprove: Order Management attempts to ensure funds after an Invoice is Approved (after state 3).

Credit Memos

A Credit Memo passes through these workflow states:

  1. Created
  2. Waiting Approval (optional)
  3. Waiting Issuance
  4. Waiting Filing (optional)
  5. Closed
Fields and Buttons Description
Enable Edit After Approval checkbox If this box is checked, then Credit Memos can be edited after being Approved. If it isn't checked, then a Credit Memo can't be edited once it has been Approved.
Enable Credit Memo Approvals checkbox If this box is checked, then Credit Memos require Approval before the workflow can continue (state 2). If it isn't checked, Credit Memos are Approved automatically.
Enable Credit Memo Filing checkbox If this box is checked, each Credit Memo requires Filing before being closed (state 4). If it isn't checked, Credit Memos can be closed without being Filed (state 4 is skipped).

Shipments

Fields and Buttons Description
Notify Customer When Shipped checkbox If this box is checked, a confirmation email is sent to the Customer each time a Shipping Order is fulfilled. If it isn't checked, no shipping confirmation email is sent.

Payments

Fields and Buttons Description
Notify Customer When Authorized checkbox If this box is checked, a confirmation email is sent to the Customer each time a payment is authorized. If it isn't checked, no payment confirmation email is sent.

Return Orders

Fields and Buttons Description
Enable Return Order Approvals checkbox If this box is checked, a newly created Return Order requires Approval before being processed. If it isn't checked, Return Orders are Approved automatically.
Enable Return Order Filing checkbox If this box is checked, each Return Order requires Filing before being closed. If it isn't checked, Return Orders can be closed without being Filed.
Notify Customer When Shipped checkbox If this box is checked, a credit confirmation email is sent to the Customer each time the refund for a Return Order is credited. If it isn't checked, no credit confirmation email is sent.