Sales Order Manager

The Sales Order Manager is a management window in Acctivate that allows users to filter and process batches of sales quotes, sales orders, service orders and credit memos in one central location. The Order Manager can be configured to group orders together based on user defined criteria.

The Sales Order Manager can be accessed by going to Sales → Sales Order Manager or by clicking the Order Manager icon on the Icon bar.

Sales Order Manager Bars

The Order Manager is made up of Bars, which are a collection of Buttons. To view the bars, click the View... button at the top of the Order Manager window. The Order Manager includes up to three default bars:

Sales Orders: This bar shows a collection of buttons which group sales quotes, sales orders and credit memos based on type of order and status.
Service Orders: This bar shows a collection of buttons which group service orders based on order status.
Workflow Status: This bar shows a collection of buttons which group sales quotes, sales orders and service orders based on Workflow Status.

Custom bars can be created to meet your needs. See Configuring the Manager Windows.

Sales Order Manager Buttons

Once you've selected an Order Manager bar you will see a collection of buttons. A button is a group of quotes, orders, and credit memos that meet specific criterion.

A button can display up to three different pieces of information:

Button name: The button's name will display prominently and provide a description of the orders included in the Button. For example, the Sales Order bar has a button named "Quotes" which includes all sales quotes.
Amounts: A dollar amount can be displayed in the bottom left corner of the button. The dollar amount displayed is a sum of an amount field for all the orders included in this button. This amount could refer to one of the following amounts:
- Ordered: The total ordered amount.
- Scheduled: The total scheduled amount.
- Backordered: The total backordered amount.
- Authorized: The total credit card authorization amount.
Order Count: The number in the bottom right of the button indicates the number of orders that are included in the button.

Buttons only show open sales quotes, orders, and credit memos with the exception of the "Changed Today" buttons which will show orders that have been changed today, including orders canceled or completed on this date. See the Definitions section below for definitions of each button.

Note

The scheduled icons will show as a green circle for all Booked orders and Sales Quotes. The scheduled icon only applies to Scheduled orders.

Sales Order Manager Columns

When viewing a Button columns of data will appear. The Order Manager only shows header level order information and summary data, it does not show any detail/line level information such as Product IDs, descriptions, quantities, etc.

The Scheduled Icon column is found in all the Order Manager buttons and gives a visual indication of whether or not the order is available to ship. There are three colors and shapes to represent the presence of scheduled lines. The Scheduled Icon only considers Products (P line type), Non-Standard (N line type), Drop Ship (D line type) and Special Order (S line type) detail line types:

Red Octagon: This icon indicates there is nothing scheduled to pick and ship on this order.
Yellow Triangle: This icon indicates part of this order is scheduled to pick and ship.
Green Circle: This icon indicates that the entire order can be picked and shipped.

When creating custom buttons, a Shipment Due Date can be added which is the Promised Ship Date if provided, otherwise it's the Requested Ship Date. This date will be color coded based on the date in relation to today:

Green indicates that the date is 8 or more days in the future.
Orange indicates that the date is due in the next 7 days.
Red indicates that the date is one or more days overdue.

Filtering, Grouping, and Sorting

While each button is pre-configured to show orders that meet certain criterion, you can use the Filter button to apply additional filtering to a button.

When you click the Filter button, a new window will appear. The bottom of the Filter window will include a description of the current button's configuration. In the Filter window, use the filter editor to add to the existing button filters.

These additional filters will remain in effect until you close the Order Manager or click the "X" button next to the filter button (when the "X" button is a dark gray it means there are additional filters in place).

When the Find panel is enabled (View → Find Panel or Ctrl+F), type in text to search and further filter the grid results. Use Ctrl+F to place the cursor in the Find field. To hide the Find panel, uncheck it from the View menu.

When the Grouping panel is enabled (View → Grouping Panel or Ctrl+G), drag columns from the grid to the Grouping panel to group the grid by the field. Multiple levels of grouping are supported. To hide the Group panel, uncheck it from the View menu.

Sort by a single column by clicking the column header. Click the column header again to change the sort direction. Multi-column sorting can be achieved by holding shift while clicking on other column headers.

Actions

Besides presenting sales quotes and sales orders for easy review, the Order Manager allows you to perform various actions on selected orders. Actions include printing forms, emailing forms, changing workflow statuses and more. To perform an action:

Open the Order Manager.
Select the appropriate Bar and Button.
Check off one or more Quote/Order.
Click Action... to view a list of Actions and select one.

Actions

Reset prices: Resets the price based on current pricing rules.
Schedule Order / Reset quantities: Changes Quotes and Booked sales orders to Scheduled orders. If the order is already scheduled, available inventory (see the Backorder quantity reserves product configuration option) will be allocated to the selected orders, starting with the first selected order in the window and working downwards to the last selected order.
Unschedule (Book Order): Changes scheduled orders to a Booked sales order.
Print Sales Orders: Prints the Sales Order form.
Print Pick Tickets: Prints the Pick Ticket form.
Print Pack List: Prints the Pack List form.
Email Sales Orders: Creates an email addressed to the order's contact email address. The Sales Order form will be attached as a pdf. If multiple orders are selected, the same email message will be used for all emails sent.
Email Sales Pick Tickets: Creates an email addressed to the email address associated with the sales order's Branch. This is because picking documents are internal documents.
Email Sales Pack List: Creates an email addressed to the email address associated with the sales order's Branch. This is because shipping documents are internal documents.
Create Invoices: Opens the Create Invoice window for the selected orders.
Send to ShipStation: Available when Acctivate is integrated with ShipStation. This action will send the selected orders to ShipStation for shipping.
Create Shipments: Opens the Create Shipments wizard for the selected orders.
Create Assemblies: Creates an Assembly session for each sales order that contains backordered assembly products.
Create Note: Opens the Note window to allow adding a note. If multiple orders are selected, the same note will be added to all the selected orders.
Change Workflow Status: Changes the workflow status of the selected orders.
Cancel: Cancels the selected orders. When canceling orders, you will be given the opportunity to enter a cancellation reason which will apply to all the selected orders.

The action will apply to the selected orders if they are eligible. For example, if you select a range of sales orders and go to Action...→ Print Sales Pick Tickets, Pick Tickets will not print for orders which have a credit hold.

After the action is completed, the selected orders remain selected. This allows you to perform additional actions on the selected orders. However, if the action caused some or all the orders to move to a new button, you must click on that button in order to perform a secondary action. Or to put it another way, actions only apply to the orders selected in the button which is currently being viewed.

For example, let's say you are on the Workflow Status bar and you've selected orders in the Ready to Pick button. If you choose to print Pick Tickets, those orders will automatically move to the Pick in Progress button. If you want to perform a second action on those orders, you must first click on the Pick in Progress button.

Tip

There are a few different ways to select rows:

Check off all rows: Click the checkbox column's header to select all the rows in the current button.

Check off a range of rows: Click anywhere in a row, then hold the down the shift key while clicking on a row above or below the first row. The first and last rows clicked and all rows between will be checked off.

Check off a group of rows: Enable the Group panel (Ctrl+G) and then drag a column header to the panel to group by that field. Once rows are grouped, you can click the checkbox in the group section to check off all rows in the group.

Check off rows using a USB scanner: You can also check off records in the current button using a USB scanner configured with a carriage return/line feed (Enter key) suffix.

Click the Check by ID button on the toolbar.
In the Check Sales Orders window, scan a barcoded Sales Order/Quote or Credit Memo number (from a sales document for example) to select and check off the row.
Repeat, scanning additional barcodes.

Using the spacebar: Click a checkbox to select it, then use the up/down arrows on your keyboard to move to another checkbox and press the spacebar to check the checkbox.

Tip

Review the Re-Schedule a Sales Order documentation for tips and information on using the Reset schedule quantities action.

Button Definitions

The following table contains the definitions of the default Order Manager bars and buttons.

Bar	Button	Definition	Amount
Sales Orders	Quotes	Includes all open sales quotes.	The total quoted amount.
Sales Orders	Open	Includes sales orders in a Booked, Scheduled or Backordered status.	The total ordered amount.
Sales Orders	Booked	Includes all sales orders in a Booked status.	The total ordered amount.
Sales Orders	Backordered	Includes all sales orders with a Scheduled or Backordered status and at least one line is backordered.	The total backordered amount.
Sales Orders	Scheduled	Includes all sales orders with a Scheduled status and at least one line is scheduled.	The total scheduled amount.
Sales Orders	On Credit Hold	Includes all sales orders with a Booked, Scheduled or Backordered status and the order has is on a credit hold.	The total ordered amount.
Sales Orders	Ready to Acknowledge	Includes all sales orders with a Booked, Scheduled or Backordered status and the Sales Order document has not been printed or emailed.	The total ordered amount.
Sales Orders	Ready to Capture Payment	Includes all sales orders with a Scheduled or Backordered status, no Credit Hold and a credit card authorization exists.	The total authorized amount.
Sales Orders	Not Ready to Pick	Includes all sales orders with a Scheduled or Backordered status with a workflow status of "Ready to Pick", has a credit hold and is not from a web store. or Includes all Sales Orders with a Scheduled or Backordered status with a workflow status of "Not Ready to Pick".	The total ordered amount.
Sales Orders	Ready to Pick	Includes all sales orders with a Scheduled or Backordered status with a workflow status of "Ready to Pick" with no credit hold. or Includes all sales orders with a Scheduled or Backordered status with a workflow status of "Ready to Pick" and was imported from a web store.	The total ordered amount.
Sales Orders	Pick Pending	Includes all sales orders with a Scheduled or Backordered status with a workflow status of "Pick Pending" with no credit hold. or Includes all sales orders with a Scheduled or Backordered status with a workflow status of "Pick Pending" and was imported from a web store.	The total ordered amount.
Sales Orders	Picking	Includes all Sales Orders with a Booked, Scheduled or Backordered status with a workflow status of "Pick in Progress" or "Pick on Hold". or Includes all Sales Orders with a Booked, Scheduled or Backordered status with at least one related Picklist in progress.	The total scheduled amount.
Sales Orders	Pick on Hold	Includes all sales orders with a Booked, Scheduled or Backordered status with a workflow status of "Pick on Hold". or Includes all sales orders with a Booked, Scheduled or Backordered status with at least one related Picklist in a "Picklist on Hold" status.	The total scheduled amount.
Sales Orders	Picked	Includes all sales orders with a Booked, Scheduled or Backordered status with a workflow status of "Picked". or Includes all sales orders with a Booked, Scheduled or Backordered status with at least one related Picklist completed.	The total scheduled amount.
Sales Orders	Ready to Package	Includes all sales orders with a Booked, Scheduled or Backordered status with a related picklist that is in a "Picked" status. or Includes all sales orders with a Booked, Scheduled or Backordered status with created shipments in Packaging Manager.	The total scheduled amount.
Sales Orders	Packaging	Includes all sales orders with a Booked, Scheduled or Backordered status with a workflow status of "Packaging". or Includes all sales orders with a Booked, Scheduled or Backordered status with created shipments in Packaging Manager.	The total scheduled amount.
Sales Orders	Packed	Includes all sales orders with a Booked, Scheduled or Backordered status with at least one packed shipment in Packaging Manager.	The total scheduled amount.
Sales Orders	Shipped	Includes all sales orders with a Booked, Scheduled or Backordered status with a workflow status of "Shipped". or Includes all sales orders with a Booked, Scheduled or Backordered status with a shipment in a "Shipped" status.	The total scheduled amount.
Sales Orders	Ready to Invoice Packages	Includes all sales orders with a Booked, Scheduled or Backordered status with at least one shipment that has not been invoiced.	The total scheduled amount.
Sales Orders	Credits	Includes all open Credit Memos	The total Credit Memo amount.
Sales Orders	Changed Today	Includes any (open or completed) sales quote, sales order or credit memo that was updated today.	The total ordered amount.
Service Orders	Open	Includes service orders in a Booked, Scheduled or Backordered status.	The total ordered amount.
Service Orders	Scheduled	Includes all service orders with a Scheduled status and at least one line is scheduled.	The total scheduled amount.
Service Orders	Backordered	Includes all service orders with a Scheduled or Backordered status and at least one line is backordered.	The total backordered amount.
Service Orders	Booked	Includes all service orders in a Booked status.	The total ordered amount.
Service Orders	Changed Today	Includes any (open or completed) service orders that were updated today.	The total ordered amount.
Workflow Statuses	Booked	Includes all sales orders with a Booked, Scheduled or Backordered status with a "Booked" workflow status.	The total ordered amount.
Workflow Statuses	No Pick Required	Includes all sales orders with a Booked, Scheduled or Backordered status with a "No Pick Required" workflow status.	The total ordered amount.
Workflow Statuses	Not Ready to Pick	Includes all sales orders with a Booked, Scheduled or Backordered status with a "Not Ready to Pick" workflow status.	The total ordered amount.
Workflow Statuses	Ready to Pick	Includes all sales orders with a Booked, Scheduled or Backordered status with a "Ready to Pick" workflow status.	The total ordered amount.
Workflow Statuses	Pick Pending	Includes all sales orders with a Booked, Scheduled or Backordered status with a "Pick Pending" workflow status. Only displayed when Picklists are enabled.	The total ordered amount.
Workflow Statuses	Pick in Progress	Includes all sales orders with a Booked, Scheduled or Backordered status with a "Pick in Progress" workflow status.	The total ordered amount.
Workflow Statuses	Pick on Hold	Includes all sales orders with a Booked, Scheduled or Backordered status with a "Pick on Hold" workflow status.	The total ordered amount.
Workflow Statuses	Picked	Includes all sales orders with a Booked, Scheduled or Backordered status with a "Picked" workflow status.	The total ordered amount.
Workflow Statuses	Packaging	Includes all sales orders with a Booked, Scheduled or Backordered status with a "Packaging" workflow status.	The total ordered amount.
Workflow Statuses	Shipped	Includes all sales orders with a Booked, Scheduled or Backordered status with a "Shipped" workflow status.	The total ordered amount.
Workflow Statuses	Partially Invoiced	Includes all sales orders with a Booked, Scheduled or Backordered status with a "Partially Invoiced" workflow status.	The total ordered amount.
Workflow Statuses	Unassigned	Includes all sales orders with a Booked, Scheduled or Backordered status with no workflow status assigned.	The total ordered amount.
Workflow Statuses	Changed Today	Includes any (open or completed) sales order that was updated today.	The total ordered amount.