Orders Manager

A Sales Order is an Order Management Object that represents an Order placed by a Customer. If the Sales Order includes physical products that must be shipped, and then one or more Shipping Orders is generated.

The Orders Manager can be used to check the status and manage Sales Orders and Payments as they move through the Order Management workflows. This can be done on a daily, weekly, or as-needed basis. The Orders Manager features a main dashboard that summarizes action items such as orders and payments that require attention, in addition to searching and acting on particular orders based on a number of criteria. See Queues for details on the queues. Note that you can also view a summary of Payments on the Payment Manager page, accessed from the Accounting accordion menu.

The lifecycle of an order in Order Management can be described as a series of states and actions. Some of these might be optional or might occur in a different sequence, based on the particular system configuration. In addition, some actions might be configured to occur automatically or to be performed manually. See The Order Management Lifecycle for details on actions that can be taken at each step in the process. See Preferences for setting up the system-wide settings.

A Sales Summary By Item report can be run from the Quick Sales Overview box for a specified time frame. The sales figures on this page are based off of the Order Create Date; the date the order was created in Order Management.

Note: The Sales Overview and 7 Day Overview data might be cached for up to an hour and might not reflect real-time data. For the most current data, use a data export job for orders created on or between a specific date range.

To access the Orders Manager, click Orders Manager from the Main accordion menu in the left navigation panel. The Orders Manager page appears. Note that the Orders Manager can also be accessed from the Sales accordion menu. From here you can view the status of an Order or payment, and then view the individual records to progress an Order or address an Order that requires attention, such as an Alerted Order. See Reviewing Order and Payment Statuses in the Administration Module for information on the summary sections of Order information:

Note: The base system Currency appears for summary totals even if a Order Management user logs into Order Management using a user profile for a different Locale. See Multiple Currencies for details on viewing summary totals in the base system Currency.

This topic includes the following sections:

Order Manager Dashboard

The following table describes the primary elements of the Orders Manager dashboard.

Fields and Buttons Description
Left Navigation menu Contains the accordion menu of functional areas that you can access to configure and manage the Order Management modules and workflows.
Order Summary section Shows the number of Sales Orders and the total Currency amounts. Order Summary includes the following: Alerted Orders, Orders Waiting Completion, Orders Waiting Authorization,Orders Waiting Approval, Orders Waiting Allocation,Orders Waiting Fulfillment, Unreconciled Orders. Click on [view] for the full list in that state. Click the Summary title link and it opens the Order Manager.
  [view] link Shows the full list of search results records in the selected workflow state. A search results listing appears.
Payment Summary section Shows the number of Payments and the total Currency amounts in the following states, with links to [view] the full lists. Click the Summary title link and it opens the Payment Manager.
  New Payment link Opens the New Payment page so you can create a new payment. See Creating a New Payment in the Administration Module for detailed steps.
Note: A Payment Processor must be configured in order to process the payment. See Payment Provider. If a Payment Processor isn't selected, the payment is recorded but can't be processed.
Order Maintenance section Shows the actions that can be run on the order.
  Action drop-down A drop-down list that lets you select an Order maintenance action. For example, Clear old credit card numbers.
Run Action button Performs the action selected. For example, if you selected Clear old credit card numbers, the message "Old Numbers Cleared" appears.
Accounts Receivable Overview section Displays Orders that are in Accounts Receivable status over a specified period of time. Available time periods in the Overview include: 0-30 Days, 31-60 Days, 61-90 Days, 91-120 Days, More than 120 Days, Total.
  Date Range links Links to the date range sets. An Invoice page for that date range appears. You can also perform an action to clear an alert or suspend/unsuspend an invoice.
Quick Sales Overview section Provides a quick status of sales completed today, yesterday, this month, last month, this year, or last year.
  Sales Summary By Item link with For date drop-down and format drop-down Captures a Sales Summary by Item for a selected date and shows that summary in PDF or Excel spreadsheet format.
7 Day Overview section Provides a graphic depiction of sales for the past 7 days (including the current day).
  [view] links In each Summary section, the number of records in each workflow state appears. For example if you click [view] for the Alerted Orders in the Order Summary section, a list of all Orders that have alerts appears. Click on the link for that Order record, and the Order details page appears with a description of the alert.