Portal Orders

1Working the queue #

• The page opens on the last three months. Anything with desk state New is an order nobody has dealt with.
• Click a row: the panel below shows every line with the free stock beside the ordered quantity. Lines you cannot fill are tinted and marked short .
• Decide two things independently — where the voucher should go ( Move the voucher to ) and what the desk records ( Desk state ). Either alone is a valid save.
• Acknowledged means somebody dealt with it. Rejected means the desk turned it down — put the reason in Remarks, because that is what the next person reads.
• Whether the customer is told depends on the portal's own settings and on the voucher status you set; this page does not send anything on its own.

2Step by step #

The staff side of customer ordering — review what came in, accept it into a voucher.

1. Open the page; new orders list with their lines and quantities.
2. Review a selected order, then use Accept — the voucher page opens with the order's lines pre-linked.
3. Complete and save the voucher as normal; the order reflects its handled state.

3Voucher status vs desk state #

Voucher status is the order's status in the books — Open, On Hold, Completed and so on. It is the same field the ERP's own order screens show, and moving it here runs the ERP's own routine with its own permission checks. The customer sees it on the portal.

Desk state is New / Acknowledged / Rejected and belongs to this screen alone. It answers "has anybody looked at this?", which the voucher status cannot: an order can sit at Open for a week either because it is fine or because nobody opened it.

4Why is a pick-list empty? #

• Move the voucher to comes from the ERP's status-permission function for your user. Empty means no status has been granted to you — an administrator sets that in the status permission setup.
• Customer lists only customers with portal activity: a portal login, or an order, payment, delivery confirmation or ticket. A customer who has never used the portal will not appear, by design.
• If the whole grid is empty and you expected rows, check that Portal Settings has an order voucher type chosen — without one the portal cannot place orders at all.

5Rules & integrity #

• The desk state and the status are saved in that order and are independent: a refused status change stops the save; a desk note on its own always succeeds.
• An order whose desk state is Rejected cannot be invoiced — a rejection is the desk's explicit "we will not fulfil this", and billing it would invoice the customer for an order they were told is refused. Checked here and again when the invoice seed is built. If the rejection was a mistake, change the desk state and the order is billable again.
• A Cancelled order cannot be invoiced either — it is dead paper. Same double check, here and in the invoice seed; move the voucher out of Cancelled first if it is to be billed after all.
• This screen never edits the order's lines, prices or quantities. Amending an order is done on the order voucher itself, where the ERP's pricing and tax rules apply.
• Free stock is read from the ERP's daily stock sheet — the same source the customer's catalogue uses, so the two cannot disagree.

6Shortcut keys #

• F3 — Refresh the list.
• F5 — Save the decision on the selected order.
• Esc — Clear the selection.
• Enter moves to the next field; Ctrl + Enter starts a new line in Remarks.

7If something does not work #