The Order
page view

The page view displays information on a single order. To see it, click the pencil icon  next to an item (or choose Edit Order from the right-click menu). Youʼll use the page view when creating a new sales order, or when modifying or charging or refunding an existing order.

On the right-hand side of the page view is the Order Details display, which shows the details of an individual sales order or other transaction.

When the page view is open, you can create a new record by clicking the  Add Order icon. Manager opens a new record, ready for you to add order details and product items.

Creating a sales order

When you click  Add Order, Λctiv8 Cloud opens a new order record in the page view. It supplies the Date and Time Created and the default Type ('Invoice') and Subtype ('Retail Sales'). The first thing youʼll need to do is assign the sale to a customer. You can either choose an existing customer or create a new customer record for this sale.

  Selling to an existing customer

  Creating a new customer record

Completing or modifying an order

While youʼre building a new order record, or if you need to modify an existing order (before itʼs been charged or shipped), you can edit many of the details in the Order page view. In particular, you may need to add products to a sales order, or charge, refund, or void an order.

The page view comprises four tabs:

 Note that the icon for the active page view tab is color-coded, according to the scheme used for this column in the Orders—Status—Core StatusOrder Status sheets.

•   The Buyer tab displays basic order details:

  Store—Core StatusType: 'Invoice,' 'Sales Order,' or 'Credit Note'

  Store—Core StatusChannel: Shows which sales channel produced the order ('Club Product,' 'Shopping Cart,' etc.). To make a wholesale order, choose 'Wholesale'.

  Store—Shipping—Details of ShipmentShipping Status: Shows whether the order has been shipped, delivered, returned, or held

  Store—Status—Core StatusPayment Status: The orderʼs current payment status ('Charged,' 'Credited,' etc.)

  Store—Credit Card—ContactFirst Name, Last Name of the person to whom the order was billed

  Customers—Profile—AccountCompany: For wholesale orders

  Telephone, Email Address: Contact details for the party to be billed for the shipment

  Click Calculate / Update to record your changes and update the list display. Any messages from the system appear next to the button.

•   The Products tab lists the items included in a sales order, with price and discount details. If the sale hasnʼt been charged, you can change the Quantity, Unit Price, or Discount Rate of any item.
  
  To add an item to a sale, you can drag and drop it here from the Products—Search list in the right-hand pane, or click in the rightmost column. (To remove an item, click the button in the Remove column .)

  Discounts and promo codes

  You can apply a discount or a promo code to an order.  Details:

  • Discount Rule: Choose a POS Discount rule that youʼve defined in the Discounts folder. The discount percentage appears in the % Discount on All Products field.
  • $ Discount on Order: Marks down the entire order by a specific dollar amount.
  • Promo Code: Applies a Promo Code that youʼve defined in the Discounts folder. The discount amount or percentage appears in the Discount $ Amount/Promo % field.

  
  

  (In the Store : Order Detail reports, promo codes appear in the Promo Codes sheet.)

  Label-only orders

  Occasionally, youʼll need to calculate shipping charges and print a label for a package thatʼs been paid for but not picked up, or for returned merchan­dise. In this case, you can create a label-only order   Details:

  You can create a label-only order in either of two ways:

  To create a new record:

  1. In any folder in the Store drawer, or in the Order page view, click Add as described above. Λctiv8 Cloud opens a new record in the page view.
  2. Fill in the details on the Buyer tab and click Next Step.
  3. On the Products tab, click Label Only. Λctiv8 Cloud opens the Shipping tab.
  4. Complete the Shipping and Payment details as for any shipping order. Make sure to enter the correct number of Bottles to Ship (e.g., 1 for a standard bottle, 2 for a large bottle, 0 for cards or other small items).

  
  

  To copy an existing record:

  1. In any folder in the Store drawer, right-click an order thatʼs been 'Charged' and 'Not Picked Up.'
  2. From the menu, choose Duplicate as Label Only Order. Λctiv8 Cloud creates a copy of the order, including shipping details, and places it at the top of the list.

  
  

   To calculate charges for label-only orders, Λctiv8 Cloud uses its definitions for Full Box packages; youʼll need to make sure these are correct before you use them.

  When youʼve finished, click Calculate / Update to record your changes and update the Order Details display. Any messages from the system appear next to the button.

  Note: When creating a new order, you wonʼt be able to save changes on the Products tab until youʼve clicked Calculate / Update on the Buyer tab to save the record.

•   The Shipping tab displays shipping details for the order:

  Store—Shipping—Carrier with Actual CostShip Via: The shipping carrier used, or 'Deliver' or 'Pickup'

  Store—Shipping—Carrier with Actual CostShip Type: 'Ground,' 'Next Day,' etc.

  Store—Product—Stock LocationPickup Location: Appears when Ship Via is set to 'Pickup'

  Store—Shipping—Carrier with Actual CostShip First Name, Last Name: Name of the person to whom the order was shipped

  Customers—Shipping—AddressCompany: For wholesale orders

  Shipping Addresses for Customer: When a customer has multiple shipping addresses on file, lists the address used for the current order. To change it, select a different address from the lookup list.

  To manage a customerʼs shipping addresses, To open the Customer record, click the customerʼs name in the Order Details panel to the right.open his or her record in the Customer page view. On the Shipping Information tab, click Manage Shipping Addresses.

  Store—Order Detail—Compliance ExportShip Address 1, Ship Address 2: The shipping address

  ZIP: Enter a ZIP code to change the City and State

  Store—Shipping—Carrier with Actual CostShip City, Ship State: Automatically supplied from the ZIP code

  Residential address: Check for noncommercial addresses

  Telephone: Phone number of the party to whom the order is shipped

  S & H promos and discounts

  
  You can add a promo code or a discount on shipping and handling.  Details:

  • S&H Promo Code: Choose a shipping promo code that youʼve defined in the Discounts folder. The discount amount or percentage appears in the Promo $ Amount/Promo % field.
    (In the Store : Order Detail reports, promo codes appear in the Promo Codes sheet.)

     To ship an order for free, you can apply the promo code 'Free Shipping.'

  • S&H Discount: Applies a fixed dollar discount on shipping and handling.

  To copy the address details here from the Buyer tab, click Copy from Buyer.

  Click Calculate / Update to record your changes and update the list display. Any messages from the system appear next to the button.

•   The Payment tab displays details of the credit card to be charged for the sale. To copy the name and address from the Shipping tab, click Copy from Shipping.
  
  If you make any changes in the credit card details, youʼll need to click Validate Card. The payment processor verifies that the card is valid and returns a security token for it. (The authorization details from the payment service appear in the Gateway Message field below.)
  

  Payment Actions

  The tab also displays command buttons for a number of payment actions you can perform on the current order, such as charging the sale to a credit card or gift card or issuing a void order or refund.

  External payments

  The action External Payment lets you apply a payment outside Λctiv8 Cloud, for example a payment by cash or check.   More …

  In the External Payment dialog, you can choose a payment method. For a credit card, you can enter a card by typing part of its number (typically youʼll have only the last four digits).

  The External Payment command marks the order 'Paid' and commits it to ShipCompliant. External payments are also subject to certain limitations:

  • Only managers can take external payments.
  • Partial payments are not supported.

  Data fields

  The data fields beneath these commands display the information returned after the order is submitted to the payment service.  Details:

  • Store—Credit Card—Detail about Card and SaleMethod: 'Cash,' 'Check,' 'Credit Card,' 'Invoice,' or 'POS'
  • Store—Status—Core StatusPayment Status: 'Charged,' 'Paid,' 'Credited,' etc.
  • Store—Credit Card—Detail about Card and SalePayment Amount: The amount of the partial payment
  • Store—Order Detail—SummaryTip Amount: The sum of all tips paid on the order
  • Store—Credit Card—Detail about Card and SaleGateway Id: The order number in the payment processorʼs records
  • Store—Core StatusTransaction Type: 'Invoice,' 'Sales Order,' or 'Credit Note'
  • Date, Time: The date and time when the partial payment was made
  • Store—Credit Card—Detail about Card and SaleCode and Gateway Message report authorization details from the payment processor

  Wholesale Orders

  Λctiv8 Cloud lets you sell products “direct to trade,” for example to resellers, other merchants, or restaurants. Wholesale sales are much the same as retail ones, the main difference being that direct-to-trade customers pay a different price for products, and are typically invoiced rather than paying immediately by cash or credit card.

  To create a wholesale order, follow the steps described above for Creating a sales order. On the  Buyer tab, change the setting of Channel to 'Wholesale.' Fill in the name and other details as usual, and follow the remaining steps to complete the order.

  When you choose the 'Wholesale' channel, Cloud limits the available Customer Names to those of the defined 'Wholesale' types (see Customers: The Profile folder). It displays the Wholesale Prices of products, if youʼve provided them, and shows quantities in bottles or cases as defined in the Package Type at each productʼs stock location.

  
  

  The Order Details display

  To the right of the information panel are the Order Details for the selected order. The summary displays the number of each item sold and the shipping and pricing and payment details of the order, and is updated when you make changes on the Order, Products, or Payments tab. (For wholesale orders, Λctiv8 Cloud displays wholesale prices. Quantities appear as Bottles or Cases, as appropriate to the location.)

  For orders that have been shipped, you can click the Tracking Numbers to display tracking details from the shipper.

  Opening the Customer record

  At the top of the Order Details panel, hold your cursor over the name to reveal the customerʼs database ID number. Click to open this customerʼs full Order History in the customer page view.

  Opening other records

  If youʼve opened this page view from the club run  Step Warnings and Errors tab, you can click Go Back to Club Run to return to the club run you were viewing.

  If youʼve opened it from the Gift Cards folder, you can click Go Back to Gift Cards to return there.

  Adding products to an order

  When you open the Products tab in the left-hand pane, the Order Details panel displays the Products — Search list. From here you can select products to add to the current sale.

  If you expand the page view to full size, Manager displays both the Order Details and the Product search list.

  To add products to an order:

  1. In the  Order page view, open the Products tab.
  2. In the Products—Search list, choose a Location from the drop-down list. (Itʼs important to ensure that the products youʼre adding to the order will be sold from the correct location.)
  3.   From the Headings menu, choose a category of products to display. (The available categories are the same as your POS Headings for the selected Location.)
  4.   To narrow the list further, use the search box (e.g., “pinot”).
  5. 🖱  With the mouse, drag and drop an item from the list to the Products tab (or press ).

  Note: The Available column shows the number of units available for sale. Products with an available quantity of zero or fewer do not appear in the list.

  Manager adds the product to the order. On the Products tab, you can then adjust its Quantity, Unit Price, or Discount Rate as needed.

  Note: If you select a product package from the list, Manager adds it to the Products list. Once you click Calculate / Update, the individual product items in the package will appear in the Order Details panel.

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    See also:

  • Order payment actions
  • Using the page view