Welcome to our Quick Start guide to Managing Orders! This is part of our Getting Started section designed to help you quickly get up to speed with key features and workflows in Ordermentum.
In this article, you'll learn how to find, edit, confirm, and process your orders. For a more detailed walkthrough, be sure to check out our Ordering & Schedules section.
Table of Contents
How to Find My Orders
Accessing Orders
When you receive an order, you will get an email notification. Alternatively, you can access your orders directly via the Orders tab on the main navigation bar.
Viewing Orders
Orders are listed in chronological order in the Orders tab, with the most recent orders appearing at the top. You can filter these orders by date or payment state, and set up custom filtering for specific needs.
Order Details
To view the details of an order, simply click on the Order number. This will allow you to view, edit, or confirm the order.
Managing Orders
Reviewing the Order View & Making Order Edits
In the order view, you can edit various details such as:
Order Placed (1): The date the order was created
Delivery Day (2): Adjust the scheduled delivery date.
Invoice Date (3): The date the invoice was generated.
Due Date (4): The date the payment is due.
Product Quantities (5): Change the quantity of items in the order.
Edit Order (6): To make any edits or changes to the order (note: Once an order is Paid it cannot be edited) Note: Once an order is placed or paid, it becomes locked to maintain accuracy and prevent confusion during fulfillment. This includes changes to products, quantities, or instructions.
Freight Cost (7): The freight cost if there was freight added to the order.
Comments and PO Reference (8): If there are any comments or a PO Number reference you will see them here.
Confirming Orders
To confirm the order, click "Confirm and notify" located at the top right. Additional options such as cancelling an order or confirming without notifying the customer are available in the dropdown menu. Once an order is confirmed, it becomes locked and cannot be edited to ensure order integrity during the fulfillment process.
Cancel an Order
If you need to cancel and order, select the dropdown arrow at the top right of the order and select Cancel Order. Cancellation is particularly useful when an order cannot be edited due to being locked after payment or placement. In such cases, refunding the customer and recreating the order with the correct details is recommended.
Refunding an Order
To process a refund, select the Invoice, and the refund option will show after selecting the dropdown icon in the top right-hand corner.
Order Editing Policies and Alternatives
Overview of Order Editing Policies
Once an order is placed in Ordermentum, it becomes locked to maintain accuracy and prevent confusion during fulfillment. This means:
Orders cannot be edited after placement or payment. This includes changes to products, quantities, or instructions.
Processed orders cannot be adjusted. Once an order has been processed, it is finalized and cannot be modified. This policy ensures order integrity and minimizes errors during the fulfillment process.
Managing Payment Status (Paid to Unpaid)
If you accidentally mark an order as paid, you can revert it to unpaid status using the following steps:
Navigate to the order details in your Ordermentum interface.
Look for the 'Mark as Unpaid' option associated with the order.
If the option is not immediately visible, refresh the page or revisit the order details after a short delay. This feature allows you to correct payment status errors efficiently.
Alternatives to Editing Orders
1. Incorrect Products in a Paid Order
If an order contains incorrect products and has already been paid for:
Refund the full amount to the customer.
Cancel the order once the refund is credited and the order status updates to "Unpaid."
Recreate the correct order with the desired products.
2. Adding Missed Freight to a Paid Order
If freight charges were missed in a paid order:
Place an additional order for the freight amount.
Alternatively, coordinate with the customer to collect the extra fee directly.
3. Adding or Changing Order Instructions
To include specific instructions for an order:
Add instructions in the comment section when placing the order.
For recurring instructions, update the settings in Settings > Address Book to apply them to all suppliers and orders.
Print & Email options from the Order View
From the dropdown menu next to "Print Invoice," you can:
Add Tracking: Insert a tracking number from TNT, Australia Post, or Aramex for customer tracking.
Email Invoice/Order Confirmation: Send a confirmation or invoice directly to the customer.
Print Delivery Slip: Save a printable PDF of the delivery slip.
Print Pick Slip: Save a printable PDF of the pick slip.
