Overview
The orders tab is where you can a) create new orders b) view your past orders c) make edits to pending orders or d) check your cart (which is a list of items you have short listed to be added to your next order).
When clicking into the orders tab you are presented with an Order Snapshot. This table allows you to see all the various order status from all your suppliers. This is helpful in several ways, including catching an order that hasn’t been confirmed by your supplier, or items that have been left in the cart for a long time.
Each of the values in the table is hyperlinked and will take you to the orders in that category so you can review all the details. Areas needing attention will be presented in red.
Here is where you can also create an order for this supplier, and view your cart (items you’ve flagged for purchase in your next order).
Note: You can also place orders in the Purchase List tabs, which is more efficient for regular orders or for placing orders for multiple suppliers.
Create a New Order
For External and Platform Suppliers: Beside the supplier you want to order from, hit the button to start a new order. The list of items you have added for the supplier will populate. Simply enter the quantity you wish to order for each item in the quantity column. You can search for items in the search bar.
Items that you previously added to the cart from the inventory tab, will immediately be brought into this order at the top. You can choose to keep these items in the cart for later if you wish by clicking the save for later button.
You can add custom items to your order by clicking “Add New Item”, or in the case of a platform supplier you can browse their public catalog. Once you’re happy with the items and quantities you have selected, click the Create Order button. Lastly review all the details before hitting which will send off the purchase order to your supplier.
Web Portal Suppliers
It is always recommended to make orders via our platform whenever possible versus using a third party web portal. Our platform ensures that the supplier's sales team is notified at the primary email you configure. In the special case where a supplier is not available via email, we help you store the URL and credentials for easy access. For these suppliers, make sure to add the email address from which the supplier sends order communication. We will monitor for these order confirmations and add the order to our system once received.
View Past Orders
In the Orders tab you have a list of past orders for each supplier in order they were placed. To see a different supplier, change the supplier on the top left, and use the selector. To see the details for that order, click the blue order number to open up the order details. In this screen, you will see three groups.
- Order summary: designed to give a snapshot of the most important information (this is also where the related documents - PDF's, Spreadsheets, or Images from communications will appear). This is super helpful for your finance team.
- Order activity: a timeline/log of all activities related to sculpting this order
- Order items: the items and prices contained in the order
Make Edits to Pending Orders
If an order is still pending (i.e. not confirmed by your supplier) you can send a revised order by making edits right within the existing order. After going to the order detail page from the Order Tab>clicking on the order number, go to the list of line items in the order. To edit the price or quantity click the button. To delete the item complete click the
button. Use the
to confirm the change. After you have made all the necessary changes, select the Confirm button to send off a new, updated purchase order email to the supplier.
Using Your Shopping Cart and Lists
The shopping cart acts as a way to short list items you plan to order next from any given supplier. You can add items to your cart in the item tab, or the inventory tab. This helps you flag an item for ordering quickly and easily so it is not forgotten. To view your cart, navigate to the Orders tab and select the correct supplier on the top left. Then click . You can continue to add items to your cart here also. When you go to create a new order for this supplier, all of these cart items will be brought into the order. You can also place an order here for the items in your cart by selecting “Place Order”.
Lists work in a very similar way to carts, but are for web portal suppliers (suppliers that only accept orders through their third party website, and not through email). Lists are a way to create a shopping list for those suppliers, bookmarking them for purchase on your next order. The Inventory Tab allows you to make shopping lists for these suppliers based on our smart recommendation engine.
Correcting/Reconciling Confirmed Orders
If, for any reason, you want to make a change to an order, due to a clerical error for example, or if you learn new information over the phone, you can make edits to the order to reconcile those issues. This will not update the supplier in any way, it is only for your internal records.
(If you wish to contact the supplier about a change on a confirmed order, you should use thebutton or email them in the communication tab).
However, if you wish to reconcile an error within the order, for your records you can do so by going inside of the Order Details (Order tab > Click order Number) and clicking on the button in the Order Items group. This will allow you to make changes to the included items, item attributes, item quantity, tax status, order status, included documents and ETA so that your LineNow order record is in sync with what you know to be true. Once done, you