Sales Order

1. Sales Orders Overview 

The Sales Orders is designed to help users manage and monitor customer sales orders efficiently. This tab provides a list of all sales orders with options to search, filter, view order details, and perform additional actions.

• Go to Administration
• Click on Sales 
• Click on Sales Order under Sales Action

Key Features of the Sales Orders Tab

1.1 Search & Filter Options

• The Search bar allows users to locate specific sales orders by entering keywords such as order number, account number, customer reference number, or merchant document number.
• Users can refine their view by selecting specific criteria using the Filter button, which opens a list of filtering options for better organization and navigation of orders.

1.2 Order Selection

• A Select All checkbox enables users to select all orders on the page, while individual orders can be selected as needed. This is useful for performing bulk actions like downloading multiple orders simultaneously.

1.3 Download Selected and Refresh Options

• Download Selected: Users can download information for selected orders, helping with record-keeping and offline access.
• Refresh: This button reloads the page, ensuring that any recent changes to orders are displayed in real-time.
• The Sales Orders tab supports pagination, allowing users to navigate through numerous pages of sales orders easily. The pagination controls include the current page, total pages, and the option to view more orders per page.

1.4 Close Orders

The Close Sales Orders feature allows users to finalize and update the status of one or multiple sales orders. This step is critical in marking an order as complete, ensuring that no further actions are required from operational, payment, or shipment perspectives.

The Close Sales Orders window allows users to finalize orders based on selected criteria.

• Number of Sales Orders to Close: Input box to specify how many sales orders you want to close in one action. 
• Order Status: Dropdown to select new status for the order. Common options include:
  • • • Closed: Marks the order as finalized and no further updates are expected.
      • Invoiced Order: Indicates the order has been billed but may still require shipment.
      • Cancelled: Marks the order as no longer active.
• Order Progress Status: Tracks completion progress.
• Payment Status: Indicates the financial state of the sales order. Options include:
  • • • Authorized: Payment has been approved but not yet captured.
      • Captured: Payment has been fully processed and received.
      • Pending: Payment is still awaiting confirmation or settlement.

• Close Sales Orders (Primary Button): Triggers the closing process for the specified sales orders. Once clicked, the selected statuses are updated, and the order is marked as closed.

• Cancel (Secondary Button): Cancels the closing operation and returns the user to the previous screen. Use this option if you decide not to close the sales order or need to modify inputs.

1.5 Select Filter

Use the search filter to find specific transactions quickly. Select one or more of the following criteria:

• Order Number: The Order Number search filter allows you to search for a specific transaction by its unique order number.
• Merchant Document Number: A Merchant Document Number (MDN) is a unique number assigned by the merchant to a specific transaction or order. It is used to track and manage transactions, and can be used by the merchant to reference a specific transaction.
• Customer Reference Number (CRN): A Customer Reference Number (CRN) is a unique number assigned by the customer to a specific transaction or order. It is used to track and manage transactions and can be used by the customer to refer to a specific transaction.

• Customer Name: Search for transactions associated with a specific customer name.

• Bill To Account No.: The Bill To Account refers to the account number of the party responsible for paying for the goods or services. This account number is typically used for billing and invoicing purposes.

• End Customer Account No. : The End Customer Account No. refers to the account number of the final customer who receives the goods or services. This account number is typically used to track and manage customer transactions.

• Sell To Account No.: The Sell To Account No. refers to the account number of the party to whom the goods or services are sold. This account number is typically used for sales tracking and management purposes.

2. Order Details Overview

Each order is displayed compactly, showing essential details for quick review. Key details for each sales order include:

• Merchant Document Number: A unique number assigned to the order. 
• Created By: The "Created By" field identifies the individual or system responsible for initiating the order creation process. This field provides information about the origin of the order and can be useful for tracking and auditing purposes. The Created By field is typically automatically populated by the system when the order is created. This field can be used to identify the person responsible for creating the order. 
• Customer Account Name: The Customer Account Name field displays the name of the customer associated with the order. This field provides essential information about the customer and can be used to track and manage customer orders. This field can be used to identify the customer and retrieve their order history. 
• Customer Reference Number: The Customer Reference Number field displays a unique reference number provided by the customer. 
• Order Creation Date & Time: This field captures the exact date and time when an order was initially created in the system. 
• Modified Date & Time: The Modified Date & Time field displays the date and time when the order was last modified. 
• Order Status:  Displays the current status of the order, such as "Pre Order," indicating the order’s phase. The Order Status reflects the current state of the order from creation to completion. Here are the statuses you may encounter:
  • • Open Order: The order has been created and is active but may still be in the initial stages of processing.
    • Invoiced Order: An invoice has been generated for the order, indicating that it has been billed and is awaiting payment.
    • Closed Order: The order has been completed and closed, with all processes, including shipment and payment, finalized.
    • Pre Invoice: The order is in a pre-invoice stage, meaning details are being prepared for invoicing but the invoice hasn’t been issued yet.
    • Pre Order: The order is in a pre-order stage, which generally means it has been placed in advance but is not yet active for processing or fulfillment.
• Order Source: The Order Source identifies where the order originated from.
• Shipment Status: Shows the current shipment progress, for example, "Open," indicating that the order is ready for further shipment processing. 
• Payment Status: Indicates the payment condition of the order, such as "Pending," for unpaid orders. The Payment Status indicates the payment condition for the order. These statuses help track whether the payment has been received, authorized, or is pending: 
  • • Authorized: Payment authorization has been received, and the amount is on hold, pending final capture.
    • Cancelled: The payment or order has been canceled, and no funds will be processed.
    • Captured: The authorized payment has been captured, meaning the payment has been successfully completed.
    • Pending: The payment is pending and has not yet been completed. It may still require action or processing.
• Shipping Channel: The Shipping Channel refers to the method or system used to organize and manage the shipping of an order. It indicates how the shipping process is handled—whether it is done manually by entering shipping details directly into the system, or through an automated process where the system is integrated with a shipping provider’s platform.
  • • DRT Transportation: The DRT Transportation shipping channel refers to orders shipped via a designated third-party logistics provider specializing in delivering goods. This channel allows for streamlined coordination with a trusted shipping partner, ensuring efficient transportation and delivery. It includes pre-defined carrier services and may provide real-time tracking capabilities for shipments. Using DRT Transportation ensures reliable logistics management while minimizing manual intervention.
    • Manual: The manual shipping channel indicates that the user handles shipping details and logistics arrangements manually. This method requires the entry of all shipping-related data, such as carrier details and tracking numbers, directly into the system. This channel provides flexibility in handling non-standard shipments or working with carriers not integrated into the platform. It is suitable for custom shipping scenarios but requires more time and oversight for accuracy.
    • Primary: The Primary shipping channel is the default or preferred method defined within the Accelera system for handling shipments. It typically represents an automated or frequently used carrier or service that aligns with the company’s logistics strategy. This channel ensures consistency and efficiency in processing most orders, leveraging pre-configured settings to simplify shipping workflows. Using the Primary shipping channel helps streamline order fulfillment and maintain operational reliability.
• Shipping Carrier: The "Shipping Carrier" field identifies the company or service provider responsible for delivering the order. 
• Shipment Date and Tracking Number: These fields capture key details about the shipment, including the date when the order was dispatched and a unique tracking number assigned by the shipping carrier. These details are critical for monitoring the progress of a shipment and estimating its expected delivery date. The tracking number provides customers and administrators with real-time visibility into the order’s delivery status, enhancing transparency and reliability.
• Order Amount: The "Order Amount" field represents the subtotal of the order before any additional charges, such as taxes or shipping fees, are applied. This value reflects the cost of items or services purchased and serves as a reference for invoicing, reporting, and reconciliation processes. Ensuring the accuracy of this field is crucial for maintaining customer trust and internal accounting precision.
• Total Amount: The "Total Amount" field displays the final cost of the order, inclusive of all applicable charges such as taxes, discounts, and shipping fees. This field provides a comprehensive view of the total expense incurred by the customer for the order. It is critical for financial reporting, customer invoicing, and ensuring that all charges are accurately reflected in the order summary.

2.1 Order Actions

• Send Order: The Send Order action initiates the process of sending the order details, such as sales orders or purchase orders, to the designated recipient. This could involve generating and sending documents via email, printing physical copies, or sharing them through integrated communication channels. This feature ensures that all order details are accurately communicated, facilitating timely processing and maintaining transparency with customers or vendors.
• View Notifications: The View Notifications action opens a centralized panel where users can access alerts or updates related to the order. The "View Notifications" field provides access to updates or alerts related to the order. Notifications may include information on order status changes, shipment progress, or payment confirmations. This feature ensures users stay informed about critical events in the order lifecycle, enabling timely action and enhanced operational efficiency.
• Book Shipment: The "Book Shipment" field enables users to schedule and arrange the delivery of an order directly through the application. It typically involves selecting a shipping carrier, specifying delivery preferences, and generating a shipment order. This field simplifies the logistics process by integrating shipment booking into the order management system, ensuring timely and accurate dispatch of goods.
• Print Shipment Label: The "Print Shipment Label" field allows users to create and print a shipping label containing all necessary details, such as the recipient's address, order ID, and carrier information. This label is a crucial part of the packaging process, ensuring that shipments are accurately identified and tracked during transit. By providing a ready-to-print label, this feature streamlines the dispatch workflow and reduces errors in shipping documentation.

2.2 View Details

• Users can click on View Details for an expanded view of the order. This option provides additional information, enabling users to delve deeper into order specifics, edit details, or track changes.
• Click on View Details
• This page provides a comprehensive view of all the key details related to a specific sales order. Each field or section is designed to give insights into the order's lifecycle, including customer details, financials, shipping, and product information.

• Update Allowed Until: Expired: This field indicates the time frame during which updates or modifications can be made to the order. When marked as Expired, it signifies that no further edits or operational changes are permitted. It helps maintain system integrity by preventing unauthorized updates after the defined period. 
• Operational Status: The Operational Status section provides an overview of the order’s progress through its defined workflow. It displays a completion percentage that shows how many stages of the process are complete. The total number of completed steps is shown alongside the total steps required, offering a quick visual summary. The timestamp indicates the last update time for accurate monitoring.
• Order Workflow Stages

Each stage in the workflow represents a specific phase in the order lifecycle, displayed in sequential order.

• Order Created confirms that the order has been successfully initiated in the system.

• Order Staged indicates that the order has been organized and prepared for processing.

• Staging Registered means the order has been logged into the staging area for tracking.

• Shipment Created confirms that shipment details have been generated.

• Pick Created represents that picking tasks are ready for execution.

• Pick Registered shows that the picking process has been recorded.

• Shipment Posted indicates that the shipment has been dispatched and logged.

• Invoice Posted finalizes the order by confirming that the invoice has been generated and recorded.

The color-coded statuses (green for completed, orange for pending) help users easily identify the order’s current stage and pending actions in the workflow.

• Order No.: The Order No. field represents a unique number assigned to each sales order. It is a critical reference point for tracking, managing, and searching for specific transactions within the system. This field ensures that every order can be accurately identified and distinguished from others, facilitating smooth operations, reporting, and troubleshooting during the order lifecycle.

• Merchant Document No.: Reference number for the merchant's internal documentation related to the order. A unique identifier assigned to the order. A Merchant Document Number (MDN) is a unique identifier assigned by the merchant to a specific transaction or order. It is used to track and manage transactions, and can be used by the merchant to reference a specific transaction.

• Customer Reference No.: A number provided by the customer to identify the order within their own system. The Customer Reference Number field displays a unique reference number provided by the customer. This field helps in tracking specific orders and can be used to identify the customer's internal order reference. It is an essential element for resolving queries, reconciling records, and ensuring efficient communication between the customer and the service provider. 

• Invoice No.: The Invoice No. field links a sales order to its associated invoice. This field is crucial for financial reconciliation, ensuring accurate billing, and maintaining a clear record of completed and pending invoices within Accelera.

• Payment No.: The Payment No. field provides a unique identifier for the payment transaction associated with the order in Accelera. This number is used to track payment activity, ensuring that the correct payment is matched to the corresponding order. It plays a vital role in financial record-keeping, auditing, and resolving payment-related issues.

• Payment Method:

  • Credit Card The Credit Card payment method allows customers to pay for their orders using a credit card. This option provides a secure and convenient way to process payments electronically. Transactions are typically authorized instantly, ensuring quick confirmation of payment. It supports various card networks, making it widely accessible for customers.
  • ACH Regular: The ACH Regular payment method facilitates direct bank transfers through the Automated Clearing House (ACH) network. This method is ideal for recurring payments or direct debit arrangements, offering a reliable way to handle larger transactions. ACH Regular ensures secure and efficient transfers between bank accounts, often at lower processing fees compared to card payments.

  • ACH E-Check:

    The ACH E-Check payment method enables customers to pay electronically using an e-check linked to their bank account. This option is processed through the ACH network and is a digital equivalent of a paper check. It provides a secure and paperless way to settle payments, making it a practical choice for businesses seeking streamlined operations.
  • Cash: The Cash payment method involves settling the payment in physical currency. This method is commonly used for in-person transactions or deliveries where immediate payment is preferred. While it doesn’t require electronic processing, proper documentation of cash payments is essential for accurate accounting.
  • Cheque: The Cheque payment method allows customers to pay using a physical or electronic check. This method provides a formal and traceable way to transfer funds. Cheque payments may require additional time for clearance and verification but are widely accepted for both personal and business transactions.
• Bolt Device: The Bolt Device payment method refers to using a specialized payment terminal or device to process transactions. This method supports credit card, debit card, and contactless payments, ensuring a secure and seamless checkout experience. Bolt devices are often used for point-of-sale transactions in retail or service environments.
• Send Invoice: The Send Invoice payment method involves generating and sending an invoice to the customer for payment. This option allows flexibility by enabling customers to review the details and settle the payment later. It is particularly useful for businesses dealing with larger transactions or requiring formal payment requests.
• Pay Cash on Delivery (COD): The Pay Cash on Delivery (COD) payment method allows customers to pay for their orders upon delivery. This option ensures that payment is collected only after the goods or services are received. It is a preferred method for customers who want to verify the delivery before completing the transaction.
• Payment Status: Shows the current status of the payment for the order. Indicates the payment condition of the order, such as "Pending," for unpaid orders. The Payment Status indicates the payment condition for the order. These statuses help track whether the payment has been received, authorized, or is pending:
  • • Authorized: Payment authorization has been received, and the amount is on hold, pending final capture.
    • Cancelled: The payment or order has been canceled, and no funds will be processed.
    • Captured: The authorized payment has been captured, meaning the payment has been successfully completed.
    • Pending: The payment is pending and has not yet been completed. It may still require action or processing
• Order Date: The Order Date field captures the date the sales order was created within Accelera. This information provides a timeline reference for order tracking and prioritization. It is critical for generating reports, analyzing order processing trends, and ensuring that orders are fulfilled promptly and accurately.
• Requested Delivery Date: The Requested Delivery Date field captures the specific delivery date requested by the customer. This information is vital for aligning the order fulfillment process with customer expectations. It helps Accelera teams plan inventory, allocate resources, and coordinate with shipping carriers to meet the desired timeline. Accurate entry in this field ensures timely delivery and enhances customer satisfaction.
• Shipment Date: When the shipment is scheduled to be picked up or shipped. These fields capture key details about the shipment, including the date when the order was dispatched and a unique tracking number assigned by the shipping carrier. These details are critical for monitoring the progress of a shipment and estimating its expected delivery date. The tracking number provides customers and administrators with real-time visibility into the order’s delivery status, enhancing transparency and reliability.
• Price Date: The Price Date field indicates the date when the pricing for the order was finalized. This date is critical for ensuring that the correct prices, discounts, and applicable charges are applied based on the agreed terms. It serves as a reference point for both internal teams and customers to verify the pricing accuracy and maintain transparency in the billing process.
• Creation Date & Time: When the order was first created in the system. This field captures the exact date and time when an order was initially created in the system. It provides a chronological reference point that is crucial for tracking the order lifecycle, measuring processing times, and generating reports. Accurate timestamps are essential for auditing, compliance, and analyzing workflow efficiency within the system. This field provides a timeline reference for the order and can be used to track the order's progress. The Order Creation Date & Time field is typically automatically populated by the system when the order is created.
• Modified Date & Time: The last time the order details were updated. The Modified Date & Time field displays the date and time when the order was last modified. This field provides information about the order's update history and can be used to track changes made to the order. The Modified Date & Time field is typically automatically populated by the system when the order is modified. This field can be used to identify the most recent changes made to the order.
• Order Type: The Order Type field specifies the nature or category of the order, such as standard, special, or bulk orders. This classification helps Accelera streamline workflows by defining specific processing requirements, such as shipping methods, approvals, or payment terms. Clearly identifying the order type ensures consistency in handling and supports efficient order management.
• Order Source: Indicates where the order was generated from. The Order Source identifies where the order originated from. This helps categorize orders based on their source channel for tracking purposes:
  • • EDI (Electronic Data Interchange): The order was placed through an automated EDI system, a standardized format for exchanging documents electronically.
    • ERP (Enterprise Resource Planning): The order was created via an ERP system, integrating it with enterprise-wide planning and management tools.
    • PDF-to-Orders: The order was processed from a PDF document, allowing orders to be converted from digital paperwork to the system.
    • Accelera Insight: The order originated from the Accelera Insight platform, which is part of the integrated ecosystem.
    • Web Portal: The order was placed via the web portal, typically through an online customer-facing platform.
• Require Customer Approval: The Require Customer Approval field indicates whether explicit approval from the customer is needed before proceeding with the order. This may apply to orders involving customizations, significant changes, or high-value transactions. Capturing this requirement in the system ensures compliance with customer agreements and prevents unauthorized order processing, thereby maintaining trust and accuracy in operations.
• Signature Capture: The Signature Capture field in Accelera specifies whether a signature is required for the order. This feature is commonly used to confirm receipt, authorize transactions, or comply with organizational or regulatory requirements. It provides accountability and acts as proof of order acknowledgment by the customer or recipient.
• End-Customer Name: The End-Customer Name field identifies the individual or organization receiving the order. This information is key for ensuring accurate delivery, personalizing communications, and maintaining detailed customer records within Accelera. Proper use of this field supports precise fulfillment and enhances customer satisfaction.
• Shipping Method: The Shipping Method field outlines how the order will be shipped, such as via standard, expedited, or customized delivery options. It reflects the customer’s preferences or requirements and ensures proper coordination with shipping carriers. This field helps Accelera streamline logistics, meet delivery expectations, and improve overall operational efficiency.
• Shipping Carrier: The logistics provider responsible for transporting the shipment. The "Shipping Carrier" field identifies the company or service provider responsible for delivering the order. This may include major logistics companies or local delivery partners. This field is essential for tracking orders, resolving delivery-related issues, and providing customers with detailed shipping updates. Accurate carrier information ensures reliability in the shipment process and facilitates effective communication with logistics providers.
• Shipping Carrier Billing Method: The Shipping Carrier Billing Method field specifies how the shipping costs for the order are handled. This may include billing to the customer, charging the shipper, or using a third-party account. The method ensures clarity and transparency in cost allocation and helps streamline the invoicing process. Accurate use of this field is critical for maintaining compliance with agreements and avoiding disputes over shipping charges.
• Shipment Status: Current status of the shipment.  Shows the current shipment progress, for example, "Open," indicating that the order is ready for further shipment processing.  The Shipment Status provides insight into the progress of order fulfillment and shipment preparation:
  • • BOL/Label Created: A Bill of Lading or shipment label has been created, indicating that the order is ready for shipping.
    • Canceled: The shipment has been canceled and will not be delivered.
    • Carrier Assigned: A shipping carrier has been assigned to the order, preparing it for dispatch.
    • Delivered: The order has been delivered successfully to the customer.
    • Exception: There is an exception in the shipment, which may require intervention (e.g., delay or issue with delivery).
    • Open: The shipment is open, meaning it is ready for further processing or is in the initial stages.
    • Pickup Canceled: The scheduled pickup has been canceled.
    • Pickup Delayed: There is a delay in the pickup of the shipment.
    • Pickup Scheduled: A pickup has been scheduled for the shipment.
    • Shipment Scheduled: The shipment has been scheduled for dispatch on a specific date.
    • Shipped: The order has been shipped and is in transit to the customer
• Units: The Units field reflects the total number of units included in the shipment. This count encompasses all items within the order, providing a clear overview of the shipment’s size and volume. It is essential for planning and allocating resources, such as packaging materials and shipping space, ensuring accurate handling and delivery of goods.
• Pallets: The Pallets field specifies the number of pallets used to prepare the shipment, if applicable. Pallets provide a standard method for organizing and securing goods during transport, particularly for bulk shipments. This field is crucial for logistics planning, including warehouse storage and carrier capacity, ensuring efficient handling and minimizing the risk of damage.
• Products + Pallet Weights: The Products + Pallet Weights field displays the combined weight of all products and pallets in the shipment. This information is critical for calculating shipping costs, selecting appropriate carriers, and adhering to weight limits during transit. Maintaining accurate weights in this field ensures compliance with carrier requirements and facilitates efficient logistics management.
• Shipment Tracking No.: The Shipment Tracking No. field contains a unique identifier assigned to the shipment, enabling real-time tracking of its progress. This number allows users to monitor the delivery status, locate the shipment at any stage, and provide updates to the customer. It serves as an essential reference for managing shipments and addressing any delivery issues that may arise.
• Shipping/Pickup Detail: The Shipping/Pickup Detail field includes the address and contact details for either the pickup or delivery of the shipment. This information ensures that shipments are correctly routed to the intended location and facilitates communication with the appropriate personnel. Accurate entry in this field is vital for smooth logistics operations, reducing delays, and meeting customer expectations.

• Product/Service Total: The Product/Service Total field represents the cumulative cost of all products or services included in the order. This amount reflects the base price of items or services before any additional charges, taxes, or discounts are applied. It serves as the foundation for calculating the overall order total and is critical for evaluating the primary value of the transaction. Accurate tracking of this field ensures transparent billing and supports financial reporting.

• Shipping & Handling Charges: The Shipping & Handling Charges field displays the costs incurred for shipping and handling the items in the order. This may include fees for packaging, courier services, and other logistical expenses. Clearly itemizing these charges provides customers with a detailed breakdown of the total cost and helps businesses recover operational costs associated with order fulfillment.

• Sales Tax: The Sales Tax field shows the amount of tax applied to the order based on applicable tax rates. This amount is calculated on the taxable value of the order, including products, services, and sometimes shipping fees, depending on regional tax regulations. Maintaining accuracy in this field is essential for compliance with tax laws and ensuring the correct amount is reflected in the final invoice.
• Discount Amount: The Discount Amount field indicates any reductions applied to the order total. These discounts could result from promotional offers, bulk purchase incentives, or customer-specific agreements. This field is essential for ensuring transparency in pricing and providing clarity to the customer on how their total was adjusted. Proper application of discounts enhances customer satisfaction and supports marketing strategies.

• Estimated Order Total: The Estimated Order Total field reflects the final amount the customer is expected to pay, combining all applicable costs, taxes, and discounts. This total provides a comprehensive view of the order’s financial summary and helps both the customer and the business confirm the accuracy of charges before proceeding with payment. Ensuring precision in this field is critical for building trust and avoiding discrepancies in the order process.