1. Order Broker Cloud Service Online Help
  2. Order Broker Routing Engine Overview
  3. Auto-Cancel Unclaimed Orders

Auto-Cancel Unclaimed Orders

Purpose: You can configure Order Broker to automatically cancel pickup or ship-for-pickup order lines if the customer does not pick them up after a specified number of days.

Note:

The auto-cancel option is available only if Allow Split Order is selected at the Preferences screen.

Assignment of Pickup By Date

When you configure auto-cancel, Order Broker assigns a Pickup By Date to a line when the line is first eligible for pickup. The Pickup By Date is based on:

  • The auto-cancel settings at the Preferences screen, indicating the number of days to wait after the line is eligible for pickup before the line can be automatically canceled. The Preferences screen also includes the cancel reason code to use when automatically cancelling unclaimed orders.

  • The Days Open settings for the pickup location, so that any days when the location is not open are excluded from the Pickup By Date calculation.

    For example, the Auto Cancel Days of Unclaimed Pickup Orders at the Preferences screen is set to 2 days. The pickup location is flagged as open all days except for Sunday. If the line is eligible for pickup on Saturday the 5th, the line is assigned a Pickup By Date of Tuesday the 8th, since Sunday is not included. However, if the pickup location is open on Sunday, the line is assigned a Pickup By Date of Monday the 7th.

    Order Broker makes the Pickup By Date assignment when the line status changes to:

  • Picked, if the order type is pickup, or if the order type is ship-for-pickup and the sourcing location is the same as the pickup location; otherwise,

  • Received, if the order type is ship-for-pickup, and the sourcing location is different from the pickup location. In this situation, the line is not eligible for pickup until the sourcing location has transferred the inventory to the pickup location, and the pickup location has received it.

    Note:

    The Pickup By Date is assigned even if the order is currently under review.

When the Pickup By Date is assigned, an order history message is written, for example: Pickup By Date: 12/31/2017.

Auto-Cancellation Updates

When the Auto Cancel Unclaimed Pickup Orders job runs, it:

  • Evaluates each organization that has Allow Split Order selected.

  • If Auto Cancel Days of Unclaimed Pickup Orders specifies a number of days, selects each pickup order line in picked status and with a Pickup By Date that is in the past.

  • If Auto Cancel Days of Unclaimed Ship For Pickup Orders specifies a number of days, select each ship-for-pickup order line that is either in picked status with the sourcing location is the same as the pickup location, or in received status with the sourcing location different from the sourcing location, and with a Pickup By Date that is in the past.

  • For each selected order line:

    • Changes the status to canceled.

    • Clears the Pickup By Date.

    • Creates a history record, displayed at the History tab of the Order screen, indicating that the order line was canceled with the Auto Cancel Reason. The User ID indicated is SYSTEM and the Source is WS.

    • Sets the AUTO_CANCELLED flag in the XOM_ITEM table to 1.

Sample Auto-Cancellation Flows

Auto-cancel calculation: An order line is eligible for cancellation by the auto-cancel job after the assigned Pickup By Date has passed, excluding any dates that are not flagged as Days Open for the pickup location.

  • Open all days:

    • The Auto Cancel Days of Unclaimed Pickup Orders is set to 3.

    • The pickup location has all days selected as Days Open.

    • The order line is picked on Saturday, the 16th, and the Pickup By Date is set to the 19th, 3 days later.

    • When the auto-cancel job runs on the 20th, the order line is canceled.

  • Location closed on Sunday:

    • The Auto Cancel Days of Unclaimed Pickup Orders is set to 3.

    • The pickup location has all days selected as Days Open except for Sunday.

    • The order line is picked on Saturday, the 16th, and the Pickup By Date is set to the 20th, 3 days later, omitting Sunday from the calculation

    • When the auto-cancel job runs on the 21st, the order line is canceled.

    • The job uses the Auto Cancel Reason specified at the Preferences screen.

Changing an Order Line’s Pickup By Date

You can change an order line’s Pickup By Date:

  • Order Status Update request message: This message enables you to change the Under Review setting as well as the Pickup By Date.

  • Store Connect: The Change Pick Up Date window enables the store associate to change the Pickup By Date.

  • Order Inquiry: The Edit Order Item window enables you to change the Pickup By Date assigned to an order line.

When the Pickup By Date is changed, an order history message is written, for example: Pickup By Date: 12/31/2017.

Status changes clear the Pickup By Date: Once the Pickup By Date is set for a line, a change of status clears the Pickup By Date. This occurs regardless of whether the line’s status changes to fulfilled because it was picked up, or because it was canceled or rejected. When the Pickup By Date is cleared, an order history message is written: Pickup By Date Removed.

Report

The Auto Cancel Report provides a listing of orders that include any lines that were automatically canceled within a specified date range, and includes customer contact information. See that report for more information.

Required Setup for Auto-Cancellation

To enable auto-cancellation of unclaimed pickup or ship-for-pickup orders:

  • Auto-cancel reason code: Use the Reason Codes screen in Modern View to create the Auto Cancel Reason.

  • Preferences screen: At the Fulfillment tab, set:

  • Locations: Optionally, use the Days Open fields for a location to unselect any days of the week that should not be included when calculating the Pickup By Date for orders assigned to the location for pickup. Ways to create or update locations include:

    • Importing Locations through File Storage API process: When you create a new location through the location import, all days of the week listed under Days Open are selected by default. When you update an existing location through the import, the Days Open settings are not changed.

    • New Location or Edit Location screens: The Days Open settings are available at these screens.

    • Location Bulk Updates wizard: You can use this option to set the Days Open for a group of individual locations.

    • location update request message: See the Operations Guide for background on using this request message.

  • Auto-cancel job: Use the Schedule Jobs screen to specify the time of day when the auto-cancel job should run, and to enable the job.

Things to Note about Auto-Cancellation

Reviewing the Pickup By Date for a line:

  • When the Pickup By Date is automatically assigned to the order line, a transaction history record is created. The Pickup By Date assignment is displayed under Transaction Notes at the History tab of the Order screen.

  • Web service message responses: The Pickup By Date for an order line, if assigned, is included in the responses to the Order Search response, Status List response, and Status Inquiry response messages.

  • Store Connect screens: The Pickup By Date is displayed on various order detail screens in Store Connect.

    The Pickup By Date is assigned even if the order is currently flagged as Under Review.

Partial updates: If the Allow Partial Update preference is selected, it is possible for a different Pickup By Date to be assigned to individual units on an order line, or for one unit to have a Pickup By Date while the other does not. For example, a pickup order line with two units is assigned to a pickup location. If one unit is picked on Tuesday and the other is picked on Wednesday, the line splits, and each resulting line has a different Pickup By Date.

Existing orders without Pickup By Dates: Any orders that were already eligible for pickup before you configure your organization for auto-cancellation will not be automatically assigned a Pickup By Date. Optionally, you can assign a Pickup By Date to an existing order through the Edit Order Item window in Order Broker, the Change Pick Up Date window in Store Connect, or through the Order Status Update request web service message.

For more information: See: