Searching for Sales Orders, Shipping Orders, and Payments

Overview

Order Management supports compound searches that can include several terms and criteria. Search fields included in any search are used with "and" logic such that all terms included must be true for a result set. Wildcard searches can be made using the percent (%) symbol, which represents zero or more characters.

Note: Some criteria types are preceded with an asterisk (*). For example, *Order No. or *Shipping Order No. These are single criteria searches and can't be further refined by additional search criteria. For example, if *Order No. and Alerted are both selected as the search criteria, the search only shows a list of orders and will not display alerted orders.

Searching for Sales Orders in the Administration Module

You might want to search for sales orders on a daily, weekly, or as-needed basis to monitor and manage the status of one or more sales orders. For example, you might want to search for:

There are two ways to perform sales order searches: Selecting a list of sales orders in a particular state from the Order Summary section, or using the Search form at the top of the Orders Manager page. Both are described here.

To search for a sales order from the Order Summary section:

  1. In Order Management Administration: click Main > Orders Manager.
  2. From the Order Manager, click view for a list of orders in the Order Summary. For example, click the view link for alerted orders.

To search for a sales order using the Search form at the top of the Orders Manager page:

  1. In Order Management Administration: click Main > Orders Manager.
  2. From the Order Manager, along the top of the page are the search criteria fields that can filter your search results. Using more than one search criteria refines your search results. Note that the list filters are user-customizable and are based on the structure and needs of each company.
  3. Select the search criteria from one or more lists. Available search criteria include:
    • Tags: A list to search for orders based on the tags that identify the orders.
    • Catalog: A list to search for orders based on item catalogs.
    • Site: A list to search for orders by the sites (such as warehouses) where inventory is allocated and fulfilled.
    • Type: A list to search based on the origination method of the order. The following options are available:
      • Auction
      • AutoShip
      • Exchange
      • Mail
      • Mobile
      • Phone
      • Private
      • Provider
      • Reship
      • Show
      • Store
      • Website
    • *Order #: A list to search based on specific criterion types. When the criterion type is selected, you can enter search terms based on the selected criterion type. Wildcard searches can be made using the percent (%) symbol, which represents zero or more characters. The following options are available:
      • Name
      • Email
      • PostalCode
      • Item #
      • Customer #
      • *Order #
      • Item EAN
      • Item UPC
      • *Shipping Order #
      • *Auction #
      • *Serial #
      • *Tracking #
      • Reference #
      • Request Date
      • Promise Date
    • Quick Search: A list to search based on an order’s general state or workflow state. The following options are available:
      • Active
      • Alerted
      • Locked
      • Suspended
      • NotVisible
      • Closed
      • Void
      • Unreconciled
      • Waiting Completion
      • Waiting Authorization
      • Waiting Approval
      • Waiting Allocation
      • Waiting Fulfillment
      • Waiting Filing

      Custom searches created in the Quick Export utility also appear here.

    • Date Range: A list to search by date or date range. For example, search for the past 4 or 12 hours, today, this week, this month, or this year.
      Note: When searching for orders, the Past 4 hours and Past 12 hours options enable an increased refinement when searching through a huge number of orders.
    • Flag: A list to search for orders that are flagged with a color or “CHK” (check) flag. These flags can be used to mark an order for future work.
  4. Click Search.

Using either search method, note the following regarding the search results:

Searching for Shipping Orders in the Administration Module

You might want to search for shipping orders on a daily, weekly, or as-needed basis to monitor and manage the status of one or more shipping orders. For example, you might want to search for:

There are two ways to perform shipping order searches: Selecting a list of shipping orders in a particular state from the Shipping Order Summary section, or using the Search form at the top of the Shipping Manager page. Both are described here.

To search for a shipping order from the Shipping Order Summary section:

  1. In Order Management Administration: click Fulfillment > Shipping Manager.
  2. From the Shipping Manager, click view for a list of orders in the Shipping Order Summary. For example, click the view link for alerted shipping orders.

To search for a Shipping Order using the Search form at the top of the Orders Manager page:

  1. In Order Management Administration: click Fulfillment > Shipping Manager.
  2. From the Shipping Manager, along the top of the page are the search criteria fields that can filter your search results. Using more than one search criteria refines the search results. Note that the list filters are user-customizable and are based on the structure and needs of each company. See Configuration and Settings for details on configuring these lists.
  3. Select the search criteria from one or more lists. Available search criteria include:
    • Tags: A list to search for orders based on the Tags that identify the orders.
    • Catalog: A list to search for orders based on item catalogs.
    • Site: A list to search for orders by the sites (such as warehouses) where inventory is allocated and fulfilled.
    • Type: A list to search based on the type of the shipping order. The following types are available:
      • Standard
      • Dropship
      • Virtual
    • Method: A list to search by shipping methods. Examples are Canada Post Priority, FedEx Ground, UPS Ground
    • *Shipping Order #: A list to search based on specific criterion types. When the criterion type is selected, enter search terms based on the selected criterion type. Wildcard searches can be made using the percent (%) symbol, which represents zero or more characters. The following options are available:
      • Vendor Name
      • Customer Name
      • *Shipping Order No.
      • *Item #
      • *Item EAN
      • *Item UPC
      • *Order No.
      • *Tracking No.
      • *Shipping Order Reference ID
      • Request Date
      • Promise Date
    • Quick Search: A list to search based on a shipping order’s general state or workflow state. The following options are available:
      • Active
      • Alerted
      • Locked
      • Suspended
      • NotVisible
      • Closed
      • Void
      • Waiting Authorization
      • Waiting Approval
      • Waiting Assignment
      • Waiting Pick/ Pack
      • Waiting Fulfillment
      • Waiting Filing
    • Range: A list to search by date or date range. For example, search for the past 4 hours, past 12 hours, today, this week, this month, or this year.
      Note: When searching for shipping orders, the Past 4 hours and Past 12 hours options enable an increased refinement when searching through a huge number of orders.
    • Flag: A list to search for orders that are flagged with a color or “CHK” (check) flag. These flags can be used to mark an order for future work.
  4. Click Search.

Using either search method, note the following regarding the search results:

Searching for Shipping Orders in the Shipping Order Queue in Fulfillment Center

You might want to search for sales orders on a daily, weekly, or as-needed basis to monitor and manage the status of one or more shipping orders. For example, you might want to search for:

There are two ways to perform shipping order searches in the shipping order queue: Selecting a list of shipping orders in a particular state via the page tabs, or using the Search form at the top of the Shipping Order Queue page. Both are described here. Note that you can only search for shipping orders that are Waiting Assignment, Waiting PickPack, or Waiting Fulfillment in the Shipping Order Queue.

To search for a shipping order using the page tabs:

  1. In Order Management Fulfillment Center: click Shipping Order Queue.
  2. From the Shipping Order Queue page, select one of the tabs to view a list of shipping orders currently in that state. Each tab shows the number of orders currently in that state. Available tabs include:
    • Waiting Assignment
    • Waiting PickPack
    • Waiting Fulfillment

To search for a shipping order using the Search form at the top of the Shipping Order Queue page:

  1. In Order Management Fulfillment Center: click Shipping Order Queue.
  2. From the Shipping Order Queue page, along the top of the page are the search criteria fields that can filter the search results. Using more than one search criteria refines the search results. Note that the list filters are user-customizable and are based on the structure and needs of each company.
  3. Select the search criteria from one or more lists. Available search criteria include:
    • Catalog: A list to search for orders based on item catalogs.
    • Type: A list to search based on the type of the shipping order. The following options are available:
      • Standard
      • DropShip
    • Batch: A list to search by specific warehouse batch.
    • Shipping Order No.: Enter search terms to search on the shipping order number. Wildcard searches can be made using the percent (%) symbol, which represents zero or more characters.
    • Method: A list to search by shipping method. Examples are Customer Pickup, UPS Ground, UPS Next Day Air
  4. Click Refresh.
  5. The search results are split between the three tabs (Waiting Assignment, Waiting PickPack, and Waiting Fulfillment), each showing the number of orders currently in that state. Select one of the tabs to view the search results currently in that state.

Using either search method, note the following regarding the search results:

Searching for Payments in the Administration Module

You might want to search for payments on a daily, weekly, or as-needed basis to monitor and manage their status. For example, you might want to search for:

There are two ways to perform payment searches: Selecting a list of payments in a particular state from the Payment Summary section, or using the Search form at the top of the Payment Manager page. Both are described here.

To search for a payment from the Payment Summary section:

  1. In Order Management Administration: click Accounting > Payment Manager.
  2. Click view for a list of payments in the Payment Summary. For example, click the view link for Alerted Payments.

To search for a payment using the Search form at the top of the Payment Manager:

  1. In Order Management Administration: click Accounting > Payment Manager.
  2. From the Payment Manager, along the top of the page are the search criteria fields, which filter your search results. Using more than one search criteria refines the search results. Note that the list filters are user-customizable and are based on the structure and needs of each company. See the “Configuration and Settings” section for details on configuring these lists.
  3. Select the search criteria from one or more lists. Available search criteria include:
    • Catalog: A list to search for payments based on item catalogs.
    • Site: A list to search for payments by the cites (such as warehouses) where inventory is allocated and fulfilled.
    • Method: A list to search based on payment method. For example, search for gift card or American Express payments.
    • Payment #: A list to search based on specific criterion types. When the criterion type is selected, enter search terms based on the selected criterion type. Wildcard searches can be made using the percent (%) symbol, which represents zero or more characters. The following options are available:
      • Payment No.
      • Payment Reference No.
      • Payment Date
      • Transaction No.
      • Customer Name
      • Customer Code
      • Customer Email
    • Quick Search: A list to search based on a payment’s state. The following options are available:
      • Active
      • Alerted
      • Locked
      • Suspended
      • NotVisible
      • Closed
      • Void
      • Unattached
      • Orphaned
      • Pending
      • Waiting Authorization
      • Waiting Capture
      • Waiting Application
      • Partial Capture
    • Range: A list to search by date or date range. For example, search for the past 4 hours, past 12 hours, today, this week, this month, or this year.
    • Flag: A list to search for payments that are flagged with a color or “CHK” (check) flag. These flags can be used to mark a payment for future work.
  4. Click Search.

Using either search method, note the following regarding the search results:

Viewing Payment Summary, Application, or Transaction Reports in the Administration Module

To view a payment summary, application, or transaction report for a given date range in PDF or Excel format:

  1. In Order Management Administration: click Accounting > Payment Manager. The Payment Overview section on the right side of the page offers links to these reports.
  2. Select a date range from the For list.
  3. Select either PDF or Excel from the second list.
  4. Select one of the report links. The following reports are available:
    • Summary: A Summary report of payments for the specified date range.
    • Applications: A report of payment applications, with captured, refunded, applied, and balance totals for the specified date range.
    • Transactions: A report of payment transactions for the specified date range.
  5. If desired, use your operating system tools to save or print the contents of the report window.

Related Links

Searching for Sales Orders, Shipping Orders, and Payments in Customer Service Center