Creating New Sales Orders in the Administration Module

In some situations, you might want to enter a new Order manually, using the Order Management Administration module. (For example, when you need to assign Item Attributes to individual line Items.)
Note: Creating Orders in the Administration module isn't the standard method to create an Order. Orders are typically created in Customer Service Center or via merchant websites.
To create an Order this way, follow these steps:
  1. In the Sales accordion menu, select Order Entry. (Note that if a new Order is already in session, it opens automatically.)
  2. In the Order Summary section, click the New Order link to open the Order entry page.
    • Note the Save & Exit and Delete buttons in the lower left corner. Click Save & Exit at any time to save the Order in progress and exit this page. The Order then appears in the Order Summary in the list of Incomplete Orders. Click Delete at any time to delete the Order and exit this page. This deletion can't be undone.
    • Note the << Back and Next >> buttons in the lower right corner; you can use them at any time to advance to the next step or return to the previous step.
  3. (Optional) Select a Catalog from the drop-down list.
  4. (Optional) Select a Site from the drop-down list.
  5. (Optional) Enter a Customer Reference # in the text field.
  6. (Optional) Select a Request Date, Promise Date, and/ or Cancel Date using the calendar widgets. These fields are informational only.
  7. (Optional) Select a Fulfill Date using the calendar widget. If you specify a Fulfill Date, Items for the Order won't be allocated before that date.
  8. Select the type of Customer from the Existing _____ Search drop-down. Customer types are Customer or Organization.
  9. Search for the Customer by making an entry in one or more of the following search fields and clicking the associated Locate button:
    • Name
    • Postal Code
    • Email
    • Phone
    • Order ID
    • Customer ID
  10. A list of Customers that match the search criteria appears below the search fields. If the current Customer is found, click the Select button next to that Customer in the list to assign that record to this Order. To see detailed information about a Customer in the list, click the Customer name to open a Customer information dialog. Note that this dialog has the same functionality as the dialog used to edit Customers in the Customer Manager.
  11. If the Customer isn't found in the system, click Create a New Customer Record below the search results.
  12. Selecting an existing Customer or the Create a New Customer button opens a form to enter billing address, shipping address, email, and phone information for the Customer. Check the Ship to My Billing Address box to use the billing address as the shipping address. This removes the shipping fields from the form. If you selected an existing Customer, the form fields are pre-populated with data from the selected Customer record.
  13. If you selected the wrong Customer, click Remove Customer Link to remove the Customer record from the Order and return to the previous step.
  14. When the Customer information is accurate, click Next.
  15. Add Items to the Order. This can be done by browsing/ searching or by importing data.
    • To select Items by browsing/ searching Item records:
      1. Select the Available Only box to restrict the search to Items in an Available status. Unselect the box to include Items that are not Available. This might include Items that can be preordered or backordered.
      2. The External Items checkbox is associated with legacy functionality and can be ignored.
      3. (Optional) Select a top-level Category from the first drop-down list. This opens a drop-down list of Subcategories. Continue selecting Subcategories, each one opening a new drop-down, until reaching the lowest Category level.
      4. Enter zero or more search terms in the text field and click Search. If no search terms are entered, then the search returns all Items belonging to the selected Category.
        • To view the details of an Item, click the Item Code to open the Item Details dialog. Note that this dialog has the same functionality as the dialog used to edit Item information in the Inventory Manager.
        • To add one or more units of a single Item to the Order, enter the desired number of units in the field next to the Item Code and click the Add button for that Item.
        • To add multiple Items to the Order, check the box for each desired Item and enter the desired number of units in the field next to the Item Code, then click Add All Checked below the search results.
    • To select Items by importing data:
      1. Prepare a text file containing the Items to add to the Order. Data fields in the file should be delimited with commas or pipe characters (‘|’). The following information for each line item can be included:
        • Item Code (required
        • Quantity (optional -- default value if not specified is 1.)
        • Unit Price (optional -- default value is taken from the existing Item record in Order Management)
      2. The Item Code must be the first field for each record. To include Quantity and/ or Unit Price fields, select the desired second field from the drop-down list next to Item Code, then, if desired, the third field from the following drop-down list.
      3. Copy and paste the import text into the text field, then click Import. This adds the imported line items to the Order. It does not overwrite any existing line items.
  16. Repeat step 15 as needed to add all desired Items to the Order.
  17. Each line item includes a drop-down list of optional Attributes in the Description section. These Attributes might vary, depending on your implementation. To add an Attribute to a line item, select it from the drop-down and click Add. Click Add All to add all of the Attributes in the list. To edit the value for an Attribute, click its name.
  18. Click Get Pricing to calculate the pricing. Complex pricing such as Item Price Levels might not take effect until this step.
  19. To change any line item information, such as quantity or unit price, click Retotal Order to recalculate the totals.
  20. When finished adding Items, click Next to proceed to the shipping information step.
  21. Select a shipping method from the Shipment Type drop-down list.
  22. Enter a shipping cost estimate in the Shipping Cost field. Enter a percentage of the order subtotal by entering a percentage in the % field and clicking Estimate.
  23. If a shipping account number is applicable, enter it in the Account # field.
  24. If any special shipping instructions need to be applied to the order, enter them in the Special Order Instructions field.
  25. Click Next to proceed to the payment step.
  26. If pre-defined payment terms apply to this Order, select the appropriate terms from the Terms drop-down list.
  27. Select a payment type from the Customer Payment Methods drop-down list (for a payment method stored on the Customer record) or the Payment Type drop-down list (to enter a new payment method), as appropriate.
  28. If a new payment method is selected, a form is presented for entering the credit card information. Enter the card information here.
  29. Click Next to proceed to the Order review step.
  30. Review the list of line items. To make any changes, click Back to return to the previous step.
  31. Select any desired extended Attributes to apply to the Order from the drop-down list in the Order Extended Attributes section. To add an Attribute, select it from the list and click Add. To add all Attributes in the list, click Add All. To edit the value of an Attribute, click its name. Some Attributes might not appear unless Show Hidden Attributes is checked.
  32. Optionally, check the Email Order/ Note box to send an order confirmation email to the Customer. Enter a note in the text field to be included in the email.
  33. Click Complete to submit the Order. This opens the Order details dialog.
  34. If the Order is Waiting Authorization, authorize the payment by clicking Authorize at the top of the dialog. The Payment Terminal and Skip Authorization buttons are then shown.
    • Click Payment Terminal to open the Payment dialog. Enter the payment information and click Process Payment. See Adding a Payment to an Existing Sales Order for more information about this dialog.
    • Click Skip Authorization to skip the Authorization step and advance the Order to the Waiting Approval or Waiting Allocation stage.