Order Manager v2

The Order Manager allows administrators to view, edit, and manage all aspects of customer orders. This guide explains each section of the interface and its functions.

What We'll Cover in this Article

The Order Manager

The Order Manager is your centralized hub for viewing, filtering, and managing all customer orders. From this page, you can review order details, check statuses, apply filters, and create new orders.

1. New Order

Click the New Order button to manually create a new order. This opens the order creation form, allowing you to select a customer, add products, and submit the order. For more documentation on this page, click here

2. Filters

Use the Filters button to narrow down your order list based on specific criteria.

Filter Options

  • Keywords – Search for specific words or phrases within order details.
  • Order Status – Filter orders by their current status (e.g., In Process, Shipped, Completed).
  • Payment – Filter orders based on payment state such as Paid, Unpaid, or Pending.
  • Shipping – Narrow results by shipping method or shipping status.
  • Transmission – Filter by how the order was transmitted (e.g., Manual, EDI, API).
  • Invoice – Show orders that are invoiced or not yet invoiced.
  • Vendor – Display orders associated with a specific vendor.
  • Include Associations – Include orders tied to associated accounts or users.
  • User Group – Filter orders by assigned user group.
  • Category – Limit results to orders containing products from a certain category.
  • Include Subordinate Categories – Include subcategories of the selected category.
  • Manufacturer – Show orders that include products from a particular manufacturer.
  • Sales Person – Filter by the salesperson responsible for the order.
  • User – Display orders placed by a specific user or customer.
  • Order Taker – Show orders entered by a particular staff member.
  • Desired Approver – Filter by the user designated to approve the order.
  • Approver – Show orders approved by a specific person.
  • Product – Search for orders containing a specific product or SKU.
  • Affiliate – Filter orders linked to an affiliate or marketing partner.
  • Coupon Code – Show orders that used a certain discount or promo code.
  • Payment Method – Filter orders by payment type (e.g., Credit Card, PO, Check).

You can combine multiple filters to find specific sets of orders (e.g., unpaid orders, shipped orders, orders by a certain salesperson).

You can also name and save your filter directly from this screen once you’ve set your desired criteria. This allows you to quickly access the same filter in the future without reselecting each option. Saved filters can be managed or edited later from the Manage Views section.

3. Order Views / Manage Views

The Order Views dropdown lets you quickly apply saved filters or custom views created in the Order Filter Views section.

For more info on this section, click here

4. Order List

This table lists all orders that meet your selected filter criteria. Each row provides a summary of an order, including:

  • Order # – The unique order number (click to open full order details).
  • Sold To – The customer name or company.
  • Order Info – Includes purchase order number, shipping city, state, and postal code.
  • Total – Displays the total amount of the order, including cost and margin indicators.
  • Other Totals – Shows additional cost details or adjustments.
  • Dates – Lists the time the order was placed and the date it was last updated.
  • Status – Indicates the current order status (e.g., In Process, Shipped, Completed), along with icons for actions like invoicing or shipping.

You can also select multiple orders using the checkboxes on the left for batch actions (such as exporting or printing). For more info on batch order transmission, click here

5. Display Options

The wrench icon opens additional tools and settings for what orders are displayed on the order manager.

Additional Notes

  • Click Refresh at the top right to reload the page and show the latest order updates.
  • You can search or sort orders using the top bar to quickly locate specific orders.

Order Views

Order views can be used to filter orders by specific criteria.

To access your views or create new ones, click "manage views"

Creating a New Filter

  1. Click + Add new record to create a new filter view.
  2. In the Filter Name field, enter a descriptive name for your filter (e.g., “Paid Unshipped Orders”).
  3. Set your desired filtering criteria using any of the available fields:

Filter Options

  • Order Status – Select the order status (e.g., Pending, Completed, Shipped).
  • Payment – Choose the payment status (e.g., Paid, Unpaid).
  • Shipping – Filter by shipping method or status.
  • Transmission – Filter based on how the order was transmitted (e.g., Manual, EDI).
  • Invoice – Choose whether the order has been invoiced.
  • Vendor – Limit results to a specific vendor.
  • User Group – Filter by a particular user group assigned to the order.
  • Category – Restrict to products within a specific category.
    • Include Associations – Includes orders linked to associated users or groups.
    • Include Subordinate Categories – Includes orders under subcategories of the selected category.
  • Manufacturer – Filter orders containing products from a specific manufacturer.
  • Sales Person – Show only orders assigned to a particular salesperson.
  • User – Filter by the specific user who placed the order.
  • Order Taker – Identify the staff member who entered the order.
  • Desired Approver / Approver – Filter by designated or actual approvers for approval-required orders.
  • Product – Search for orders containing a specific product.
  • Affiliate – Filter orders by affiliate program association.
  • Coupon Code – Show orders that used a particular coupon or discount code.
  • Payment Method – Filter by payment method (e.g., Credit Card, Purchase Order).

Saving a Filter

Once you’ve configured your criteria:

  1. Click Save to store the filter.
  2. The filter will appear in the Saved Criteria list below with the name and defined criteria.

The Order Details Page

You can access the order details page by clicking the order number on an order:

The screenshot below shows the layout of the Order Details page, with each numbered section explained in detail below.

The Order Details Page

1. Order Header

Displays the order number and status.

 

  • Order #15048 – The unique identifier for the order.
  • Status Display – Displays the order’s status (e.g., In Process, Shipped, Canceled).

2. Actions Menu

  • Edit – Opens the order in editable mode so details such as quantities, shipping, or payment information can be updated.
  • More Actions – Provides additional options such as cloning the order, printing, or exporting details.

3. User Account Section

Shows customer information and account history.

  • User Name & Contact Info – Customer name, email, and phone number.
  • Account Since – The date the user account was created.
  • Order History – Displays the number of previous orders and total spent.
  • Send Email – Opens a direct email option to the customer.
  • Action Dropdown – Additional user actions like create new order from this account.

4. Event Timeline

 

Tracks all system and user actions related to the order.

  • Includes automatic notifications such as “Order Receipt Sent” or “Order Placed.”
  • Users can also add Public Notes (visible to the customer) or Private Notes (internal only).

5. Order Status Dropdown

A dropdown menu that allows you to change the status of the order.

Order Status Options

  • On Hold – The order is paused and will not be processed until manually released.
  • In Quotation – The order is being reviewed or priced and has not yet been confirmed by the customer.
  • In Process – The order is currently active and being processed for fulfillment.
  • Pending Payment – The order has been created but is awaiting payment before it can proceed.
  • Ready for Shipping – All processing is complete, and the order is prepared for shipment.
  • Complete – The order has been fully processed, shipped, and invoiced.
  • Needs Approval – The order requires authorization before it can move forward in the workflow.
  • Canceled – The order has been canceled and will not be processed or fulfilled.

6. Order Details

The Sold To and Ship To panels display the customer’s billing and shipping information associated with the order. These sections help verify where the order is being billed and delivered before processing shipments or invoices.

7. Create Purchase Orders button

The Create Purchase Orders button is used to transmit the selected items in an order to the corresponding wholesalers for fulfillment. This function allows you to send purchase information directly to the appropriate vendors based on the configuration defined for each one.

What happens when I click the button?

  • Only checked items will be transmitted when this button is clicked.
  • The system determines which wholesaler to send each item to based on the vendor configuration.
  • Transmissions are handled according to the wholesaler’s configured method, which may include:
    • EDI (Electronic Data Interchange)
    • API connection
    • Email submission

8. Line Items

Each line item in the order represents a product that can be individually reviewed, priced, and assigned to a wholesaler. The line item section provides full control over which items are transmitted and how they are sourced.

For each product, you’ll see:

  • Item Number and Description – Displays the SKU, product name, and any relevant details such as pack size or color.
  • Vendor Selection Drop down – Allows you to assign or change the wholesaler for that specific product. The selected vendor determines where the purchase order for that item will be transmitted.
  • Price, Quantity, and Cost Columns – Show the selling price to the customer, the quantity ordered, and your wholesale cost. The system also calculates the Gross Profit Margin (GPM) for each item.
  • Better Cost Available Notification – When multiple wholesalers are available, the system may suggest a lower-cost option. You can click Apply to switch to the better-cost vendor before transmitting.
  • Selection Checkbox – Used to determine which products will be included when the Create Purchase Orders button is clicked. Only checked items will be transmitted.

At the bottom of the order, you can review totals, including subtotal, shipping weight, and gross profit margin across all selected items.

9. Bulk Actions

The Bulk Actions drop down provides several tools for managing selected items within an order.

You can select one or multiple line items and perform an action from the list below.

  • Return Selected Items – Initiates a return process for the selected items.
  • Create New Order With Selected Items – Generates a new order using the selected items. Useful for reorders.
  • Print Order With Selected Items – Creates a printable version of the order containing only the selected line items for physical documentation or record keeping.
  • Cancel Selected Items – Removes selected items from the current order and marks them as canceled. Canceled items will not be included in purchase order transmissions or fulfillment.

10. Order Documents

The Order Documents section allows you to upload and manage files related to a specific order. This area is typically used for attaching supporting documents such as invoices, packing slips, purchase confirmations, or vendor correspondence.

To upload a document, you can either click Select File to Upload to browse your computer for the file or drag and drop it directly into the Drop Attachment Here area. Once the file appears in the upload field, click Add Attachments to finalize the upload and attach the document to the order.

After the file has been successfully uploaded, it will appear under the File Link section. Each attached file will include a clickable link that allows you to view or download the document at any time.

If there are no documents currently attached to the order, the message “No records to display” will appear under the File Link area.

Use this section to keep all order-related documentation organized and easily accessible within the order record.

11. Payment Details

The Payments tab allows you to view, record, and manage payment activity associated with an order. This section provides a complete breakdown of the order’s financial status, including the total charged, remaining balance, and payment details.

The Add New Payment section allows you to apply a new payment to the order.

To create a new payment:

  1. Use the Select an Option drop down to choose a payment method. Available options typically include Credit Card, Purchase Order, Check, or other configured payment types.
  2. Click the New Payment button to initiate the payment process for the selected method.
  3. If the payment type is a credit card, you will be prompted to enter card details and process the transaction securely through your payment gateway.

You can also select Issue Gift Card to create and apply a gift card as payment toward the order.

12. Shipping Details

The Shipping tab is used to manage and track the shipment of items associated with an order. This section provides tools for packaging items, assigning carriers, entering tracking information, and marking items as shipped. For more information on the shipping manager, click here.

8. Invoices

The Invoices tab is used to create and manage invoices for an order. From this page, you can view items that have not yet been invoiced, select which products to include on an invoice, and generate a finalized billing record for the customer.

 

The top of the page displays two summary fields:

  • Invoiced – The total amount that has already been billed to the customer.
  • Amount Due – The remaining balance that has not yet been invoiced.

If no invoices have been created, the full order amount will appear as Amount Due.

Creating an Invoice

  • The Create an Invoice section lists all items that are eligible for invoicing.
  • Each product line shows the Item Number, Description, Price, Quantity Ordered, Quantity Invoiced, and Amount to Invoice.
  • You can use the Quantity to Invoice field to adjust how many units from each product should be billed on the current invoice.
  • To include specific items on the invoice, check the box next to each product.
  • Use the Invoice Selected Items button to generate an invoice for only the checked products.
  • To invoice all items on the order at once, click Invoice All. This automatically includes every product listed and creates a complete invoice.
  • The Invoice Date can be set manually using the calendar icon or filled automatically using the current date and time with the clock icon.

After Invoicing

  • Once the invoice is created, the selected items will be marked as invoiced, and the total will appear under the Invoiced summary field.
  • The Amount Due will decrease accordingly, reflecting the new balance.
  • The generated invoice will also be recorded in the customer’s payment history and available for review under the Payments tab.

9. Purchase Orders (wholesaler)

 

COMING SOON

How to Edit an Order

To edit an order, click the "Edit" button in top right corner of the order details page.

This will bring you to a page where every field on the order is configurable:

 

From here you can edit any part of the order that you'd like and hit save to save your changes.

How to Transmit an Order for Fulfillment

To transmit items to your wholesalers for fulfillment, check the items you want to transmit and click the purple "Create Purchase Orders" button.

This will send whatever items that are checked to the assigned wholesaler. What happens next will depend on what type of integration is set up for which wholesaler.

Batch Functionality

From the order manager page, check more than one order. This will bring up the Batch Functionality menu:

The Batch Functionality section allows you to perform multiple actions on an order or group of orders at once. These tools are designed to streamline common processes such as printing, transmitting, shipping, exporting, and invoicing.

Available Actions

  • Print – Generates a printable version of the order for record keeping or physical documentation.
  • Capture – Finalizes payment authorization and captures funds from a previously authorized transaction.
  • Transmit – Sends the order details to the wholesaler or integrated vendor system for fulfillment.
  • Ship – Marks the selected order as shipped and moves it into the shipped status category.
  • XML Export – Exports the order data in XML format for integration with external systems or accounting software.
  • Change Status – Updates the order’s status manually (e.g., from Pending to Completed).
  • Invoice – Creates an invoice for the selected order(s) and moves it to the invoiced status.

How to Transmit Multiple Orders Simultanously

From the Batch Functionality Menu, click "Transmit"

Click transmit will bring you to the Batch Order Dropshipper page:

From this section, you can select the orders you want to transmit. Each SKU allows you to adjust the vendor it’s sourced from, including the option to use multiple S.P. Richards account numbers if applicable. Once you’ve confirmed all sourcing details, click the "Transmit Orders" button to send the selected orders to their respective vendors.

Supporting Documentation

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