The Order Workflow settings define the structure of your order workflow and are crucial to implementing a system that efficiently supports your business. Be sure that you understand all of these parameters when planning your configuration.
To enable the order Workflow processes, follow these steps:
The parameter fields and buttons for each of the logical sections are described in the following tables.
| Fields and Buttons | Description |
|---|---|
| Enable Purchase Order Approvals checkbox | If this box is checked, each new Purchase Order requires Approval before being forwarded to the Vendor. If it isn't checked, then Purchase Orders are Approved automatically. |
| Enable Purchase Order Filing checkbox | If this box is checked, each completed Purchase Order requires Filing before being closed. If it isn't checked, then completed Purchase Orders can be closed without being Filed. |
A Sales Order passes through these workflow states:
| Fields and Buttons | Description |
|---|---|
|
Enable Order Payment Authorizations checkbox |
If this box is checked, Order Management attempts to pre-authorize funds for new Sales Orders when they are created. If it isn't checked, then Order Management won't attempt to pre-authorize funds for a Sales Order. (Note that actual payment authorization and/ or capture occur later in the workflow and are configured elsewhere. |
| Enable Order Approvals checkbox | If this box is checked, each new Sales Order requires Approval before entering the fulfillment process (state 2). If it isn't checked, then Sales Orders are Approved automatically. |
| Enable Order Filing checkbox | If this box is checked, each Sales Order requires Filing before being closed (state 5). If it isn't checked, then Sales Orders can be closed without being Filed (state 5 is skipped). |
| Auto Create Shipping Orders checkbox | If this box is checked, Order Management attempts to generate Shipping Orders from Sales Orders without manual intervention. If it isn't checked, then Shipping Orders won't be generated without user input. |
| Fields and Buttons | Description |
|---|---|
| Enforce Shipping Data Requirement checkbox | If this box is checked, then a Sales Order can't be created without shipping information. If it isn't checked, then a Sales Order can be created regardless of whether shipping data has been entered. |
| Enforce Payment Data Requirement checkbox | If this box is checked, then a Sales Order can't be created without payment information. If it isn't checked, then a Sales Order can be created regardless of whether payment data has been entered. |
| Auto Authorize Funds checkbox | If this box is checked, Order Management attempts to authorize or capture funds (depending on the configuration of payment processing) when a Sales Order is created. If it isn't checked, then no payment authorization or capture is attempted on Sales Order creation. |
A Shipping Order passes through these workflow states:
| Fields and Buttons | Description |
|---|---|
| Enable Shipping Order Approvals checkbox | If this box is checked, then a newly created Shipping Order will require Approval before the workflow can continue (state 3). If it isn't checked, then Shipping Orders are Approved automatically. |
| Enable Shipping Order Assignment checkbox | If this box is checked, then a Shipping Order must be Assigned to a specific resource (personnel) before entering the Pick/ Pack process (state 4). If it isn't checked, then Shipping Orders don't have to be Assigned to specific resources (state 4 is skipped). |
| Enable Shipping Order Pick/Pack checkbox | If this box is checked, Shipping Orders go through the Pick/ Pack process in Order Management (state 5 above). If it isn't checked, Order Center doesn't consider the physical picking and packing of Shipping Orders (state 5 above is skipped). |
| Enable Shipping Order Filing checkbox | If this box is checked, each Shipping Order requires Filing before being closed (state 7). If it isn't checked, Shipping Orders can be closed without being Filed (state 7 is skipped). |
| Ensure Funds drop-down | A drop-down list that controls the timing of payment capture. The
choices are:
|
| Fields and Buttons | Description |
|---|---|
| Copy Customer Notes to Shipping Order checkbox | If this box is checked, then any Customer Notes on the Customer Record will be copied to each Shipping Order. If it isn't checked, then Customer Notes won't be copied to Shipping Orders. |
| Enable Allocation Rules checkbox | This setting only has an effect if Auto Create Shipping Orders has been enabled. It doesn't affect manual allocation of Sales Orders to Shipping Orders. If this box is checked, Item availability rules are enforced when Sales Orders are automatically allocated to Shipping Orders. If it isn't checked, Item availability rules aren't considered when allocating Sales Orders to Shipping Orders. |
| Enable Order Combining checkbox | If this box is checked, Order Management allows multiple Sales Orders to be allocated to a single Shipping Order if they share the same customer, shipping address, and shipping method. If it isn't checked, Sales Orders aren't combined. |
An Invoice passes through these workflow states:
| Fields and Buttons | Description |
|---|---|
| Enable Edit After Approval checkbox | If this box is checked, then Invoices can be edited after being Approved. If it isn't checked, then an Invoice can't be edited once it has been Approved. |
| Enable Invoice Approvals checkbox | If this box is checked, then Invoices require Approval before the workflow can continue (state 3). If it isn't checked, Invoices are Approved automatically. |
| Enable Invoice Filing checkbox | If this box is checked, each Invoice requires Filing before being closed (state 5 above). If it isn't checked, Invoices can be closed without being Filed (state 5 is skipped). |
| Auto Apply Captured Funds checkbox | If this box is checked, Order Management automatically applies captured payments to Invoices. If it isn't checked, then captured payments must be manually applied to Invoices. |
| Ensure Funds drop-down | A drop-down list that controls the timing of payment capture. The
choices are:
|
A Credit Memo passes through these workflow states:
| Fields and Buttons | Description |
|---|---|
| Enable Edit After Approval checkbox | If this box is checked, then Credit Memos can be edited after being Approved. If it isn't checked, then a Credit Memo can't be edited once it has been Approved. |
| Enable Credit Memo Approvals checkbox | If this box is checked, then Credit Memos require Approval before the workflow can continue (state 2). If it isn't checked, Credit Memos are Approved automatically. |
| Enable Credit Memo Filing checkbox | If this box is checked, each Credit Memo requires Filing before being closed (state 4). If it isn't checked, Credit Memos can be closed without being Filed (state 4 is skipped). |
| Fields and Buttons | Description |
|---|---|
| Notify Customer When Shipped checkbox | If this box is checked, a confirmation email is sent to the Customer each time a Shipping Order is fulfilled. If it isn't checked, no shipping confirmation email is sent. |
| Fields and Buttons | Description |
|---|---|
| Notify Customer When Authorized checkbox | If this box is checked, a confirmation email is sent to the Customer each time a payment is authorized. If it isn't checked, no payment confirmation email is sent. |
| Fields and Buttons | Description |
|---|---|
| Enable Return Order Approvals checkbox | If this box is checked, a newly created Return Order requires Approval before being processed. If it isn't checked, Return Orders are Approved automatically. |
| Enable Return Order Filing checkbox | If this box is checked, each Return Order requires Filing before being closed. If it isn't checked, Return Orders can be closed without being Filed. |
| Notify Customer When Shipped checkbox | If this box is checked, a credit confirmation email is sent to the Customer each time the refund for a Return Order is credited. If it isn't checked, no credit confirmation email is sent. |