SupplyPro's order management features provide tools for managing your entire order fulfillment process, including electronic acknowledgements to your customers. This topic provides procedures for the following:
Accepting Orders
Printing Selected Orders
Updating Builder Status on orders Pending Approval
Shipping and Completing Orders
Shipping Additional Items for Incomplete Orders
Updating Supplier Order Numbers and Task Filters
For information on assigning orders to users, see the Assign Orders topic.
Received orders are typically accepted from the Order Details page. This page is also used to send an acceptance email to a builder and begin processing the order.
To accept an order:
Click the Received orders link.
Click the builder Order Number link for the order you want to accept. A detailed view of the order appears.
In the Detail section, verify the Acknowledged Start Date and change as needed.
The End Date automatically updates to reflect the respective number of days between the initial Requested Start and End Date on the original order if you use the calendar icon for changing dates.
Add any notes to the builder in the Notes to Builder window.
If you would like to have a carbon copy of the order acknowledgement email sent to you, select CC Me on Acknowledgement.
Click the Accept Order button. Accepted orders now appear on the To Do Orders list.
To accept orders without reviewing the order detail, select the orders and click the Accept Selected Orders button. Accepting orders without viewing the order detail changes the status of the order and sends a notification to the builder. When accepting multiple orders, the CC Me on Acknowledgement setting is not enabled and you will not receive an email acknowledgement. Please use this feature carefully.
The Receive Multiple Orders module is an optional feature in SupplyPro. If you do not wish your users to accept multiple orders at one time and wish to disable this feature, please call a Hyphen Solutions, Ltd. Customer Care Representative.
To print selected orders:
From any of the order lists, select the respective check boxes for the order(s) you wish to print.
Click the Print Selected Orders button to display a printable version of the order(s), including information from the Order Details page, in a new window.
Note that your company address, phone and fax -- as well as the builder name and builder/supplier order numbers -- appear at the top of every order.
Resize your print window to better preview orders prior to printing.
Use your browser's print options to send your report to the printer or to a file.
You can only use the Select All and Clear All functions at the bottom of the page to select or clear orders on the current page. You cannot select orders on multiple pages for printing at the same time.
The orders Pending Approval list stores orders not yet accepted as complete by the builder -- either because the order is incomplete or because the builder has not marked the order received in BuildPro. In cases where the builder does not update their system in a timely manner and the orders are complete, you can update the builder status to non-responsive. This moves the completed orders out of the orders pending approval list onto the completed orders list. Note: This feature should only be used for orders that have been completed and payment has been received but the builder did not mark them complete in BuildPro or the builder is not using BuildPro properly.
To update Builder Status:
From the Orders tab, select the Pending Approval link in the Orders section. Or choose Pending Approval from the Orders tab left navigation bar.
Select the respective check boxes for the orders you wish to update.
Use the Select All and Clear All functions at the bottom of the page to select or clear all items on the page.
Click the Update Builder Status to Non-responsive button. The system tells you which orders were successfully updated.
Click the Return button to return to the orders Pending Approval page.
All orders that have been completely shipped are considered complete by the supplier. When you mark an order as complete, the order then appears in the orders Pending Approval list. When the builder marks the order as completely received, it transfers from the Pending Approval list to the Completed list.
To mark an order for shipment:
From the Orders tab, select the To Do link in the Orders section. Or choose To Do from the Orders tab left navigation bar. You can also view "to do" orders by selecting To Do Orders from the Home page.
Click on the builder Order Number link for the order that you want to ship to access the Order Detail page.
Verify the Acknowledged Start Date and update as needed.
Add any notes in the Note to Builder window.
In the Supplier Order Number field, type your order/invoice number.
Type the quantity to be shipped in the Remaining column for each order line item.
The quantity can be either a complete order or a partial order. Partial orders remain on the To Do list.
Click the Complete Order button. A message appears in red at the top of the screen stating either that the order is complete or partially completed.
To complete orders directly from the To Do Orders page without reviewing the order detail, select the orders and click the Complete Selected Orders button. Completing orders without viewing the order detail will change the status of the order and send a notification to the builder. Please use this feature carefully.
The Complete Multiple Orders module is an optional feature in SupplyPro. If you do not wish your users to complete multiple orders at one time and wish to disable this feature, please phone your Hyphen Solutions, Ltd. Account Manager or Customer Care Representative.
Eventually, you will need to complete partial orders by shipping the remaining goods. It is possible to ship additional items for an order as long as an invoice has not yet been generated.
To complete a partial order:
Follow the directions above for Shipping and Completing Orders.
Type the remaining quantity to be shipped in the Remaining column for each order line item.
SupplyPro automatically calculates the remaining items for shipment based on what you have already shipped.
Click the Complete Order button. At the top of the screen a message appears in red telling you that the order is completed, or partially completed.
Depending on your order status, you can update supplier order numbers and task filters from one of the Order Lists or the Order Detail page.
To update order numbers from the Order Lists:
From the Orders tab, select any of the Order Lists in the Orders section.
Locate the order you wish to update.
In the Supplier Order Number field, type the supplier's order number.
In the Task Filter field, type the filter (i.e. Crew Name) you would like to assign to the order. Note that the Task Filter can be used to filter the Order Calendar Report on the report tab.
Select the order check box to mark the order for update.
Repeat as needed for all orders displayed on the page presented.
You must update orders one page at a time. Adjust the Rows per Page setting at the top of the page to increase the number of orders displayed at one time.
Click the Update Supplier Info for Selected Orders button to record supplier order numbers.
Results: The Order List Results page appears, displaying the updated order numbers and task filters for your review. Click the Return button to return to the Order List.
You cannot update Supplier Order Numbers and Task Filters from the Canceled or Declined order lists. Click the Builder Order Number link and access the Order Detail page to update supplier order numbers and task filters for orders with these statuses.
To update order numbers and task filters from the Order Detail Page:
Locate the order you wish to update and click the Builder Order Number link to access the Order Detail page.
In the Supplier's Order Number and/or Task Filters field, in the Detail section of the Order Detail page, type the number.
Click the Update Order button located beside the order number. Or, for certain order statuses, click the Update button located below the order line items.
Repeat as needed.