• Orders: Overview
  • Text Guide
    • Navigate to the Orders page
    • View orders
    • Filter orders 
    • Export orders

Orders: Overview

An order is a type of transaction initiated to request/move materials from one entity to another. There are primarily 3 types of orders 

  • Purchase order: raised by a customer to a vendor, requesting for materials
  • Sales order: raised by a vendor, to send materials to a customer
  • Transfer order: raised by an admin/manager, to transfer stock between entities

From the time of creation to fulfilment, an order progresses through different statuses, depending on its movement through supply chain. The different statuses are

  • Pending: newly created orders which are yet to confirmed by the vendor
  • Confirmed: orders acknowledged by the vendor
  • Shipped: orders dispatched by the vendor
  • Fulfilled: orders physically received by the customer
  • Backordered: orders partially dispatched by the vendor
  • Cancelled: order cancelled by a vendor or a customer


Navigate to the Orders page

  1. Click on the Orders tab in the main menu
  2. Select the Orders sub tab from the drop-down list
  3. View list of all orders across entity/entities

View orders

The orders are displayed in a tabular format, with each row representing an order. 

The following fields are displayed for orders:

  1. Sl.No: orders are listed in a chronological order, where the latest order is listed on top
  2. Order: unique order number that is assigned to every order, upon creation
  3. Items: the number of items in the order transaction 
  4. Status: order status (pending, confirmed, backordered, shipped, fulfilled, cancelled)
  5. Entity: name of the entity which placed the order
  6. Created on: date on which the order was created 
  7. Vendor: name of the entity to whom the order has been placed for a set of items
  8. Number of orders: indicates how many orders are listed on the page out of the total number of orders. Each page lists at most 50 orders, with arrows to navigate to subsequent pages if there are more than 50 orders

9. Click on a row to view the detailed information of the order:

a. Order ID: unique ID assigned to an order upon creation

b. Reference ID: an ID used to track an order internally

c. Creation & update details: order creation time, created by, last updated time, updated by details

d. Order tags: categorisation tags assigned to the selected order

e. Status: order status: pending, confirmed, shipped, fulfilled, cancelled, backordered

f. Order history: records the shipment and status changes made to the order from the time of creation

g. Customer: details of the customer

h. Required by date: date by when the customer wants the order to reach the store

i. Vendor: details of the vendor

j. Estimated date of arrival: date by when the order is expected to reach the customer

k. Items: information on materials associated with the order

l. Material: list of materials ordered 

m. Ordered: quantity ordered for the material

n. Allocated: stock allocated for the ordered material

o. Shipped: quantity of ordered material shipped

p. Yet to ship: quantity of ordered material yet to be shipped

q. Stock on hand: total stock available at the customer store. The min. and max. values are mentioned in brackets below the stock on hand value

r. Available stock: stock available for use at the vendor store. The min. and max. values are mentioned in brackets below the available stock value along with stock on hand and in-transit information

s. Shipments: lists information of shipments (IF ANY)

t. Comments: lists all comments associated with the order

Filter orders

Filters on the orders page are used to retrieve specific data. 

  1. Click on the down arrow button to view additional filters
  2. Orders can be filtered using the following filters:

    a.  Entity: orders belonging to a specific entity

    b.  Status: orders currently in selected status: pending, confirmed, backordered, shipped, fulfilled, cancelled

    c.  From: orders created from the selected date

    d. To: orders created before the selected date

    e. Order: order associated with the selected Order number

    f.  Reference ID: order associated with the selected reference ID

    g. Entity Tags: orders created by entities that belong to the selected entity category

    h. Order Tags: orders categorized with the selected tag

    i.  Reset button: reset all filters and return to the default data view

    j.  Sales orders/Purchase orders: toggles between list of sales orders and purchase orders. This button appears ONLY when the Entity field is populated

Note: Filters can be used in combination to narrow the list of orders further

Export Orders

  1. a. Click on the checkbox to select orders which have to be exported OR

    b. Click on the checkbox in the table header, to select all orders

    c. Click on Export button

 2. A pop-up window will appear confirming if all or selected orders have to be exported. Click OK to continue or Cancel to abort the export

3. A message confirming export completion appears

4. Click on user profile and select My Exports from the dropdown to track the status of the export