Orders

An Order belongs to a specific Merchant and is assigned to a specific Brand and represents a set of items that should be picked from inventory and remitted to the customer denoted on the Order. Orders may be created via the Admin UI, Client UI, API, Import and Plugins.

The operations to fulfill an Order are carried out on one or more Shipments belonging to the Order as, unlike the Order, each Shipment is strictly assigned to a specific warehouse. Users cannot directly create Shipments but must instead create an Order that when processed will result in one or more Shipments (see Order Processing Loop).

Create and complete an Order

Create an Order

1. To Create a new order for an existing product(s) navigate to Shipping > Orders and click Create New Order.
2. Choose a Store to assign the order to (if multiple stores exist).
3. Add products to your order by clicking Add Products in the top right of the window.
4. Check the box on the products you would like to add and click Add Selected Product(s) to Order.
5. If you wish to update quantities or unit values of a particular item in the order, you may do so in the “Items Ordered” panel by changing the number under the desired column for the item you wish to update. Then click Update Items and Qty’s.
   1. When adding a Unit Declared Value you will also need to set Declared Value Service to Yes in order for this to be submitted to the Carrier. This setting is in the "Shipping Options" section.
6. Now you must fill out the shipping address information for the customer who will be receiving the items.
7. Select a classification for the address as Residential or Commercial if this information is available.
8. Choose a Shipping Method.
9. Click Submit Order

Process an Order

As part of the Order Processing Loop, orders are automatically processed into Shipments upon creation. Clicking Process on a Shipment or Process All on the order will cause the Shipments to be reserved to specific shelf locations for picking. This is also performed automatically when creating a Picking Batch or a Bulk Fulfill Order and is desirable to allow the batch/BFO creation process to process the shipments so that the batches and picking locations may be optimized where possible.

Pick a Shipment

If picking by paper you can mark a Shipment as picked by clicking Picked on the order page for the Shipment that you have picked. Please see Picking Batches to pick a shipment using the Scanner UI.

Pack and Ship

Packing can be performed from the Admin UI by clicking Pack and Ship… or from the Scanner UI by tapping Packing from the main menu and then scanning the barcode on the Packing Slip.

Packing via Admin UI

1. From the Order or Shipment page click Pack and Ship...
2. Choose a package type or select your own package dimensions and click Add Products.
3. Select the items you wish to ship by clicking the corresponding check box or click the smallest check box at the top of the list to select ALL, then click Add Selected Product(s) to Package.
4. Now you should have two options, Ship Offline and Submit. These buttons finish packing the Shipment. If using Submit and a shipping method connected to a live carrier the shipping label and other documents will be fetched and saved on the Shipment. A carrier configured to mark Packages Shipped automatically may also mark the Shipment Shipped at this point.
5. Click Print Shipping Label and Print Customs Documents to either download the documents or send them directly to a printer if the appropriate type of printer is already paired.

Order Statuses After Packing

Once nothing remains to pick, pack, or backorder, an Order becomes Packed, and then Complete when its last Shipment ships. Until then it stays Processing. If its last Shipment ships during packing and its other Shipments have already shipped, the Order goes straight to Complete. Packed inventory remains part of On Hand until its Shipment ships.

A Shipment is marked Shipped when its Manifest is loaded, when carrier tracking reports it in transit, when its carrier is configured to mark Packages Shipped automatically, or when a user or the API marks it Shipped. A Shipment with several Packages ships once all of them have shipped. Each Package's ship date is the time of the event that shipped it, such as the Manifest load or the carrier's in-transit scan; the safety net below uses the packing time. If your Warehouse does not use Manifest Loading or carrier tracking, include a step that marks Shipments Shipped so their Orders do not stay Packed.

Packed Orders cannot be put on hold or edited. In the Client UI, canceling a Packed Order requires permission to cancel Complete Orders.

A user cannot ship a Shipment, or load its Packages onto a Manifest, while it contains inventory from a held Lot; release the Hold first. Carrier tracking, carriers that mark Packages Shipped automatically, and Manifests that have already loaded still ship it.

Automatic Shipping Safety Net

Once a day, ShipStream marks Shipments Shipped that have been Packed for longer than Automatically Mark Shipped After (Days), which defaults to 30. To change it, navigate to System > Configuration > Shipping > Shipping Settings and expand Shipments; to use a different value for one Warehouse, select it in Current Configuration Scope and clear Use Global. The ship date is the time the Shipment was packed, and the Order history records the automatic shipment. Its Shipped row in the Stock Movement Log is dated when the safety net runs. Missing tracking numbers and held Lots do not stop it, but it skips Shipments with a pending or partial cancellation and Merchants with Inactive or Archived status.

This is a backstop for Shipments that were never marked Shipped. Use Manifests, carriers that mark Packages Shipped automatically, or carrier tracking to record shipping when it happens.

Cancel a Cancellation Request

In the Admin UI, open the Order or Shipment and click Cancel Cancellation to withdraw a Shipment's cancellation request. This is refused once part of the cancellation has been put away, because it would leave the Shipment partly canceled; finish the cancellation Put-Away instead. For the same reason, a cancellation Put-Away cannot be voided once part of it has been put away.

Shipments With a Pending or Partial Cancellation

A Shipment with a pending cancellation request can still be shipped. If it ships before the cancellation is confirmed, get the parcel back from the carrier, click Confirm Cancel Shipment, then finish the cancellation Put-Away. The Scanner UI does not load its Packages onto a Manifest, and the safety net skips it.

A Shipment with part of its quantity already canceled cannot be shipped by a user, because its Packages and label may no longer match its remaining items. Carrier tracking and a loaded Manifest still mark it Shipped, because the parcel has left. To resolve it, open the Shipment, click Void Shipping Label, then click Revert Shipment. Its remaining items return to the Order so a new Shipment can be created.

Print a Bill of Lading

In the Admin UI or Client UI, open an Order and click Print Bill of Lading in the shipment information, or open the Shipment page to use the same button. The button appears when packing is complete and a Bill of Lading is saved on the Shipment.

If a laser printer is paired, the document is sent to that printer. Otherwise, it downloads as a PDF. Downloading requires the Protected Customer Data permission.

Print multiple copies

Freight carriers often need a copy of the Bill of Lading for each pallet or package, so both the Admin UI and the Client UI let you choose how many copies to print:

1. Click Print Bill of Lading on the Order or Shipment page.
2. Choose an option from Number of Copies:
   • One Copy - Prints a single copy.
   • 3 Copies (for example) - Prints one copy per package; the number matches the Shipment's package count. This option only appears when the Shipment has more than one package.
   • Custom - Enter any number of copies from 1 to 100.
3. Click Print.

When a laser printer is paired, all copies are sent as a single print job. Otherwise, the downloaded PDF contains every copy, one after another.

Orders Grid View

The Orders Grid View displays all orders of any status that are relevant for the Current Warehouse. You may click a row to view the Order and Reorder the order again to create a duplicate.

After applying the desired filters the order data can be exported to CSV or XML in multiple formats by choosing a format and clicking Export.

Mass-Actions

You can perform an action on multiple orders at once by checking the boxes in the right-most column or using the "Select All" and "Select Visible" links in the header. Choose and action to perform from the Actions select box and then click "Submit" to perform the action or proceed to the next step.

Cancel - Cancels the selected order(s).

Hold - Places the selected order(s) on hold.

Unhold - Release the selected order(s) from “on hold” status.

Use Fallback Carrier - Changes the Shipping Method to an alternative shipping method. For example, "FedEx Home Delivery" might be changed to "UPS Ground".

Change Shipping Method - Lets the user choose a different shipping method for the selected item(s).

Print Packing Slips - Generates a PDF with packing slips for the selected order(s).

Print Shipping Labels - Generates a PDF with shipping labels for the selected order(s).

Compose Picking Batch - Creates a picking batch from the selected order(s) if they are able to be converted.

Force Compose Picking Batch - Creates a picking batch from the selected order(s) even if they are not in the same location.

Update Priority - Overrides the algorithm that handles order priorities based on various factors.

Set Backorder Policy - Allows for multiple order(s) to have their backorder policy set to the following options: Use Default, All or Nothing, As Available, Up to X.

Lock to Warehouse - Locks the selected order(s) to a specified warehouse and disables the order from being processed elsewhere.

Unlock from Warehouse - Releases the selected order(s) from being locked to a specified warehouse in the previous option.

Create Packing Solution - Create a Packing Solution from the Packages on a completed Order so that future similar Orders may re-use the Packing Solution created.

Regenerate Shipments - Force the Order Processing Loop to re-evaluate the order details and create new Shipments as appropriate.