35 Order Options

Figure 35-1 Order Options Menu

• Order Maintenance

• Order Status Report

• Order Worklist

Order Maintenance

After Order Broker is configured for your store, use the Order options to maintain the order. A store can only see orders initiated in the store and orders downloaded to the store for sourcing or pick up.

If your store has been assigned as the source to fulfill an Order Broker order, you need, to ship the items to the customer. If the Order Broker order was created in your store, you can use these options to track the progress of the order as it is processed.

To maintain/view an order:

1. Select Customer from the Main Menu.

2. Select Order Options from the Customer menu.

3. Select the Order Maintenance option from the Order Options menu.

   Figure 35-2 Order Search Form

   
   

4. At the Order Search form, enter the search criteria needed to find an order:

   
   

   Note: To find all pending orders for fulfillment, select the Open Order Status value as the search criterion.

   
   

   • Order ID: The order identifier number.

   • Last Name: The customer's last name.

   • First Name: The customer's first name.

   • Phone: The customer's phone number.

   • Order Date: The date the order was set up.

   • Order Status: See Order Status.

5. At the Order Search results list, select an order.

   Figure 35-3 Order Search Return List

   
   

   The system displays the Order maintenance screen. See View Order for details.

View Order

Selecting an order from the Search List displays the Order Maintenance screen.

Figure 35-4 View Order

The following information is displayed on this screen:

Table 35-1 Order Maintenance Screen

Component	Description
1. Static Area	Contains the type of order, Customer Name, order number, age information, and reference number. The order number is the number provided by the system that requested/originated the order. The reference number is an optional value that identifies the order. It is the order ID appended with last order line sequence number. The status displays on the far right. See Order Status for status definitions. Order Type values include the following: Transfer Pickup Order (Pickup This Store) Pickup Order (Pickup Other Store) Delivery Order (Customer Delivery)
2. Order Information	Order Date - The date and time the order was created. Order Origin - The location in which the order was created. Under Review - Yes or No. Comments - Any notes associated with the order.
3. Customer Information	Sold To - The purchasing customer's name and address information. Company - The purchasing customer's company, if applicable. Email - The purchasing customer's email address. Phone - The purchasing customer's telephone number(s).
4. Order Totals	Subtotal - The order subtotal (the shipping fee amount is not included in the subtotal). Freight - The freight cost associated with the order. Tax - The tax on the order. Total - The total for the order (the shipping ee amount is included in the total). Balance due - The amount due for the order.
5. Item Information	Status - The item status. See Item Status. Source Location - The location name and ID that sourced the order request. Order Destination - The delivery method and delivery address, or pickup location for the order. Item - The item identifier and description. Qty - The item quantity. Ext Price - The item's extended price (the item quantity x the item unit price - discounts).

Figure 35-5 Order Pickup Context Menu

Select an option from the Context Menu to process the order: Check Inventory, Accept Order, Pick/Reserve Order, Un-reserve Order, Reject Order or Ship an Order

Accept Order

To Accept an order or specific items on an order:

1. At the Order Maintenance screen, select the specific items or for the entire order, select the Accept Order menu option. See Figure 35-5.

   Figure 35-6 Accept Order Prompt

   
   Description of ''Figure 35-6 Accept Order Prompt''
   
   

2. At the confirmation prompt, select Yes to accept the order.

3. At the Order Accepted prompt, select OK to continue.

Reject Order

When you reject an order or specific item in the order, it changes the order status to open sends it back to the Order Broker where another source/fulfillment location is determined.

1. At the Order Maintenance screen, select specific items or for the entire order, select Reject Order.

2. At the Reject Order confirmation prompt, select Yes to reject the order.

   Figure 35-7 Reject Order Confirmation Prompt

   
   Description of ''Figure 35-7 Reject Order Confirmation Prompt''
   
   

3. If prompted, select a reject reason code.

Pick/Reserve Order

After accepting an order, the items need to be retrieved and put aside. When picking/reserving items for an order, the screens shown are dependant on your stores configuration.

To display a scannable pick list rather than printing a paper pick slip, Enable Pick Slip Scanning must be enabled and the Scan Pick List Items option is shown at the bottom of the Order Worklist screen. Continue with Scan Pick Slip Items.

If the Enable Pick Slip Scanning setting is not enabled, the pick slip is printable from the Order Worklist screen or automatically printed when the order is accepted. Continue with Picking/Reserving an Order.

Scan Pick Slip Items

Using the virtual pick list, items to pick are scanned from a list on a mobile device. If needed, the items can be entered manually if the barcode is unreadable. Scanning items ensures the items being set aside, for order fulfillment, are the exact items required. This functionality replaces the printed pick list from automatically printing upon Order Acceptance. The option to print a pick list is still available if desired by selecting the Print Pick List option from the Order Worklist.

1. At the Order Worklist, select the order and select Scan Pick List Items.

   Figure 35-8 Order Worklist with Scan Pick List Items Enabled

   
   

2. If your store is configured to disallow the splitting of an order line where there are multiple quantities into multiple order lines, a warning message that their store does not allow fulfilment of partial line orders. Confirm you have the quantities required for line items before scanning.

   Figure 35-9 Scan Items to Pick for Orders

   
   

3. On the mobile device scan each item as it is picked. As items are scanned, the Quantity of that item goes down.

   Continue scanning each item until all items have been scanned. When the required quantity of the item has been scanned, the item is removed from the list.

   If the item does not scan, select Manual Entry and enter the ID of the item.

   Figure 35-10 Scan Pick List Manually

   
   

   If an item is scanned or entered that does not belong to an order, a warning message is shown. Select OK to continue.

   Figure 35-11 Wrong Item Scanned

   
   

Print Pick List

The pick slip is printable from the Order Worklist screen (see Figure 35-8) or automatically printed when the order is accepted.

Figure 35-12 Pick Slip

Description of ''Figure 35-12 Pick Slip''

Picking/Reserving an Order

To Pick/Reserve items on an order:

1. At the Order Worklist screen, select the order to pick/reserve.

2. At the Order Maintenance screen, select the specific items or for the entire order, select Pick/Reserve Order. If you cannot fulfill the order for some reason, you can reject the order at this point. See Reject Order for more information about rejecting an order.

   
   

   Note: The Pick/Reserve Order menu option is only available after you accept the order.

   
   

   If your system has the Scan Items Prior to Adding to Transaction setting configured, the items display in a list to scan from to confirm they are the correct items.

   If your system does not have the Scan Items Prior to Adding to Transaction setting configured, collect the items and continue at step 5.

3. Scan the items from the list. The items will be marked Reserved and can be shipped or ready for customer pickup.

   If the item does not scan, select Manual Entry and enter the ID of the item.

   If an item is scanned or entered that does not belong to an order, a warning message is shown. Select OK to continue.

4. After all items for the order have been scanned or manually entered, select OK at the prompt.

5. The items will be marked Reserved and can be shipped or ready for customer pickup.

   • For Delivery type orders, use the Ship Order function to complete the order delivery process. See Ship an Order.

   • For other Order types, the Order status is updated to Ready for Pickup.

Un-reserve Order

To un-reserve an order:

1. Since the order has been accepted it will no longer appear in the Order Worklist. From the Main menu, select Customer - Order Options - Order Maintenance.

2. Enter the search criteria and select Process.

3. If more than one order is returned, select the order you wish to modify.

4. Select Un-reserve Order.

5. Select Yes to confirm.

   The order status changes to Open and the Item Status changes to Accepted.

Check Inventory

1. To verify you have enough stock on hand to fulfill an order, select the Check Inventory menu option. The Order Inventory Levels form shows the item quantity ordered and the current quantity on hand.

   Figure 35-13 Order Inventory Levels Form

   
   Description of ''Figure 35-13 Order Inventory Levels Form''
   
   

Ship an Order

For Delivery type orders, select the Ship Order menu option to ship the items. Xstore Mobile creates the Shipping Document for this order. This option is only available at the order sourcing location when the status of the items on the order is Reserved.

1. At the Order Maintenance screen, select Ship Order from the Context Menu.

2. When prompted, select Yes to confirm you want to ship the order.

3. When prompted, select Yes to print a shipping label.

4. If prompted, enter the total weight for the shipment and select Process.

5. When prompted whether to accept the shipping method chosen when the order was set up, perform one of the following steps:

   • To accept the shipping method selected during order setup, select OK and go to step 6.

   • To change the shipping method selected during order setup, select Override Shipping Method, select a shipping method from the list.

     Figure 35-14 Select Shipping Method

     
     Description of ''Figure 35-14 Select Shipping Method''
     
     
     
     

     Note: The Override Shipping Method option is controlled by security. You are prompted for Manager override if you do not have the required level of security to perform this function as indicated by the Security Override icon shown here.

     
     

   Figure 35-15 Print Label Prompt

   
   Description of ''Figure 35-15 Print Label Prompt''
   
   

6. Print the shipping label. If the shipping carrier's label cannot be printed for any reason, you can print a label manually by following the prompts for label location selection and printing.

   Figure 35-16 Tracking Number Prompt

   
   Description of ''Figure 35-16 Tracking Number Prompt''
   
   

7. If prompted, enter the tracking number for the shipment and select Process.

   Figure 35-17 Packing Slip Prompt

   
   Description of ''Figure 35-17 Packing Slip Prompt''
   
   

8. If prompted, to print a packing slip for the shipment, select Yes to print the packing slip.

   Xstore Mobile returns to the Order maintenance screen. The status for each item is updated to either In Transit if the order is being shipped to another store or Fulfilled if the order is being shipped directly to the customer.

Allocating an Item

If you do not use the Xstore Mobile Receiving module to receive items, select the Allocate Items menu option at the Order maintenance screen to automatically mark the item as received and ready for pickup. This allocation process performs all the Order Broker updates, local status updates, and customer e-mailing rules typically performed by the Xstore Mobile receiving module, and moves ON_HAND inventory to the ORDER bucket for allocation purposes.

The Allocate Items menu option is only be available when the following conditions are true:

• Your system is not set up to auto-generate receiving documents

• The order type is either Transfer Pickup or Web Pickup

• This is the store where the order is to be picked up

• The items on the order have a status of In Transit

1. To allocate items, select the Allocate Items menu option at the Order maintenance screen.

2. When prompted, select Yes to confirm you want to receive the item(s). The system updates the item status to Received and the order status is updated to Ready for Pick Up.

Order Status Report

Figure 35-18 Order Status

Order Worklist

The Order Worklist shows orders that require action: either fulfillment, or rejection if you cannot fulfill the request.

1. Select the Order Worklist option from the Order Options menu to display a list of orders to be fulfilled by this store.

   
   

   Note: The orders shown in the Order Worklist are the orders that require action: either fulfillment, or rejection if you cannot fulfill the request. Depending on your store configuration (set in SystemConfig.xml), delivery orders may be listed before customer pickup orders.

   
   

   Figure 35-19 Order Worklist with Scan Pick List Items Enabled

   
   

2. Select an order from the Order Worklist and then select one of the following:

   Table 35-2 Order Worklist Options

   Option	Description
   Accept All Orders	Accept all orders. See Accept Order.
   Print Pick List	Prints a single pick list for all accepted orders.
   Scan Pick List Items	Only shown if Enable Pick Slip Scanning configuration is enabled. This option displays a scannable pick list rather than printing a paper pick slip. Items to pick/reserve can be scanned or entered manually.

   
   
   
   

   Note: The Action column may indicate "Under Review." When the order is under review, you cannot accept or reject items. The customer can, however, cancel the order. If you select Accept All Orders a prompt displays indicating orders under review will not be changed.

   
   
   
   

   Note: Orders that are still pending beyond a specified age threshold are shown in red text in the list. In the example shown above, any orders that have been pending for 4 days or more are flagged.