Manage and fulfill orders for products as well as events,
exchanges, membership and Press Releases. The Order feature is used to create,
collect, review, report and manually editing any orders and invoices created by
feature components, such as Event Registration, Product Purchasing, Press Releases,
Exchange Fees and Membership Fees.The Order
Management page allows administrators to manually modify order information for
exception situations. Using Order Management permitted users can create new
orders, add items to existing orders, create quotes, create recurring orders,
and create returns.
Orders feature benefits include:
Enables
online shopping cart and checkout capabilities
Set
unlimited number of price groups and customer discount groups
Create
and track price quotes
Convert
price quotes to orders and invoices
Create
recurring, return and back orders
Integrates
contact management features to track prospect, customer and sales staff
relationships and activities.
Integrates
inventory control system with shopping cart and sales department
Creates
journal entries and records for export to QuickBooks or other accounting
packages.
Allows
for manual adjustments when special conditions or exceptions need to be
applied to specified customers.
Some of the components, fields and settings of the Orders
feature, discussed in detail in this chapter, are:
Order Features Management page
Default Shipping Carrier
Default Shipping Method
Default Security Group
Response Notification Email
Response Notification Template
Order Phone
Order Policies
GL Accounts section:
Sales Tax Revenue
Shipping Revenue
Search for Orders page
Text fields
Range fields
xxCriteria fields
Feature
Order Status
Shopping Cart
·Submitted
·Pending
·Partially
Fulfilled
·Fulfilled
·Completed
·On Hold
·Canceled
Order ID Range
Company ID
Contact ID
Created DateRange
Created By
Item ID
Record ID
Order Type
·Order
·Quote
·Recurring
·Return
·Credit Memo
·Back Order
PaymentEntryDateRange
Company Name
Last, First Name
Modified DateRange
Modified By
Financial Status
·All
·Approved
·Declined
·Pending
Optons
Found Orders section:
Order ID
Company Name
Contact Name
Status
Type
Management
Fulfillment
Order Management page:
Order For:
·Events
·Products
·Press Releases
·Exchanges
·Membership
Select User
Bill To: Retrieve Office
Bill To: Retrieve Home
Bill To:
Bill To Name
Bill To Attn:
Bill To Address 1
Bill To Address 2
Bill To C.S.Z.
Bill To Country -
Bill To Phone
Bill To Fax .
Bill To Email
Ship To:
Ship To Name:
Ship To Attn:
Ship To Address 1:
Ship To Address 2:
Ship To C.S.Z.:
Ship To Country
Ship To Phone:
Ship To Fax:
Ship To Email:
Order Status:
·Canceled
·On Hold
·Pending
·Submitted
Terms
·Pre-Paid
·Paid By Mail
·Pay At Event
·C.O.D.
·Terms
Order ID
Order Type:
·Order
·Quote
·Recurring
·Return
·Credit Memo
·Back Order
Salesperson ID:
Financial Status
·Pending
·Approved
·Declined
Payment Type
Related Record ID
Order Date
Ref. Order #
P.O. #
Contact ID
Order Items grid columns
Quantity
Shipped Qty.
B.O. Qty.
Canceled Qty.
Part #
Product
Unit Price
Extended Price
Add Item link
Created DateRange
Created By
Shipping and Totals section:
Allow Partial Shipment
Shipping Carrier
Shipping Method
Calculate Shipping & Tax
Sub-Total
Shipping Charges
Tax Total
Total
Special Instructions
Payments
Add Item in Order Management page
Price
Qty
Options:
Payment Options page
Options:
Auto Adjust Payment Amount
Enter Additional Payment
Leave as UnPaid
Payment:
Account Number
Payment Type
Name on Card
Expiration Month
Expiration Year
Payment Date:
Address 1:
City:
State:
Zip:
Country:
Options:
A single administrative Order Management page is available
for manually editing all orders/invoices created by all feature components,
including Event Registration, Product Orders, Press Releases, Exchange Fees and
Membership Fees.The Order Management
page allows administrators to manually modify order information that cannot be
modified by the customer in the Visitor pages.An example of such a change is the Unit Price/Fee charged for an Item;
customers cannot change this using the Visitor order entry interface, however
an authorized administrative can using the Administrative Order Management
interface.
Using Order Management permitted Administrators can create
new orders, add items to existing orders, create quotes, create recurring
orders, and create returns.
Note that in PORTALPRODIGY, the terms Order and Invoice are
physically the same thing.The
differentiation between an Order and an Invoice is the Order’s status.An Order becomes an Invoice once it is billed
or when it is prepaid.The Invoice
amount is the amount billed or prepaid.
A difference between the Order Amount and the Invoice Amount
occurs when part of an order cannot be fulfilled due to some Items not being
available; typically this only applies to product orders.If an Order is only partially billed, then
only the billed portion is considered invoiced and the unbilled portion is
transferred to a new order called a Back Order.If an Order’s Partial Shipment = “No”, then backordered quantities will
not cause a new Back Order to be created; they will just be logged during
fulfillment and when all Items become fulfilled the Order will be released for
Shipment and Invoiced in it’s entirety.Thus each Order will have Order Totals and Invoiced Totals.
The reason for maintaining two sets of totals is to maintain
a history of what was originally ordered versus what was actually shipped and
invoiced.This is described in greater
detail in the section on Order Processing and Posting.
