Multi Order Processor

The Multi Order Processor screen enables you to work with multiple orders at one time. From here, you can:

View orders by group, e.g. all pending orders
Search for orders by criteria you specify
Review order details, e.g. order number, web order number, order date, customer name, address, shipment method, payment method, notes, line items
Fill backorders
Approve orders
Set actual ship date
Pre-authorize or capture credit card payments
Place drop-ship orders
Cancel orders
Add invoice, packing slips, and shipping labels to the print queue
Send bulk email
Switch to the View Orders screen if necessary
Log payment received, e.g. payments by check or PayPal

You can open the Multi Order Processor two ways:

Go to the Main Menu>Multi Order Processor.
Click the on the View Orders screen.

The two main functions of the Multi Order Processor are processing orders and sending bulk email. Before you get started, you must select a group of orders.

Selecting Orders

The Build List of Orders section is at the top of the dialog box.

You can build a list of orders three ways:

Click the Quick Filter drop down list and make a selection.
Click Search and enter your criteria in the Search for Orders dialog box.
Enter an Order Manager Order Number in the field and press Enter.

Note: Using the Quick Filter or the Search methods clears any list you may have already built. Entering an Order Manager Order Number adds the order to the current list.

After you build a list of orders, you can see the total number of orders in your list plus the number of orders at a given status, the number of drop-ships you must make, and the number of orders with a balance due.

The "stop lights" indicate flagged orders. You can read more about stop lights here.

Processing Orders

The Setup & Process tab is where you set the options for processing the orders and send bulk email. The remaining tabs display order information. Select an order on one of these tabs and then click on the Line Items tab to see the contents of that order.

Click the checkboxes in the following columns to indicate how the orders should be processed. The orders are processed according to the options you set on the Setup & Process tab.

OK - Approve order
$ - Process payment
DS – Create purchase orders for drop-ship items in the order, if any
X – Cancel order

Only customers whose order is checked in the OK column will receive an email when you click the Send Bulk Email for 'OK' Orders on the Setup & Process tab.

If you place a check in the 'X' column, the Order Manager ignores checkmarks in other columns. Cancelled orders are not deleted from your records; they are marked "Cancelled".

The buttons at the bottom of the dialog box enable you enter checkmarks in a column for all records in the list. You can also clear the checkmarks in a column for all records in the list.

The sort buttons will sort the orders in ascending or descending order, e.g. all orders with checkmarks in the DS column are moved to the top of the list.

The Select All button enters checkmarks in all columns (OK, $, DS & X) for all records in the list.

The Clear All button clears checkmarks from all columns (OK, $, DS & X) for all records in the list.

To sort the records in the list by one of the other columns, e.g. order date, click in the column heading, which highlights the column, and then click one of the sort buttons to the right.

To view an order in the View Orders screen, click the View Order button .

To log that a payment was received, e.g. by check or PayPal, click the Log $ Rec’d button .

After you indicate how you want to process each order, go to the Setup & Process tab and configure the processing options.

If an order has any back-orders

The Try to fill the order option pertains to orders that are not yet approved only.

If you need to fill backorders for approved orders, click here for more information.

Credit Card Mode

Select a Credit Card Mode to process orders with a checkmark in the "$" column. All orders in a batch must be processed with the same credit card option.

As orders are Approved…

Click the Set Actual Ship Date checkbox if you wish to store an actual ship date for orders with a checkmark in the "OK" column. Enter the date in the space provided or click on the calendar button to select a date.

Add to Batch Queue:

Enter the number of invoices, packing slips, and shipping labels to print per order. For example, you may want to print two invoices (one to keep for your records and one to mail to the customer) but only one packing slip and once shipping label per order. These documents will print for each order with a checkmark in the "OK" column.

Send this Email template

Select an email template from the drop-down list. This is the template used to send confirmation emails to customers whose orders are approved when you click Send Bulk Email for 'OK' Orders. Use the Edit and Preview buttons to preview or modify the template.

Include Orders with Backorders

Check the Include Orders with Backorders checkbox if you want the Order Manager to process all orders, including those that include out-of-stock items. If you want the Order Manager to process orders where all items are in-stock only, clear the checkbox. If you selected the Try to fill the order option, the program will attempt to fill backorders first. Afterwards, if an order remains incomplete, it looks to the Include Orders with Backorders to determine whether or not to approve and complete the order.

Orders are not approved if:

there is also a checkmark in the '$' column and the credit card operation does not succeed.
the order is incomplete (e.g., it includes backordered items) and the Include Orders with Backorders checkbox is not checked.

Click the Process Orders button. A bar at the bottom of your screen will track the program’s progress as it processes orders. When all orders are processed, you see a message box telling you how many orders were processed, approved, cancelled, etc.

Sending Bulk Email

To send bulk email from the Multi Order Processor screen, you must configure the Email system parameter group properly. See Sending Email with the Order Manager for more information.

Select a group of orders as described above.
Click the checkboxes in the ’r;OK’ column for each order you want to include in the mailing. Note: It is okay if these orders were approved previously. If they are not approved, they will be approved as a result of this process.
Select an email template on the Setup & Process tab.
Click Send Emails for 'OK' Orders.

For more information on using this form to send bulk email, click here.