Orders

The Orders area holds what your customers have ordered. You reach it through the Orders navigation entry.

An order is a record of something that happened in the past. Almost everything that looks unusual on this page follows from that: article number and description sit on the item itself rather than as a link to the product, the addresses hang on the order and not on the customer, and the totals are calculated rather than entered. An article dropping out of the range today must not change yesterday's invoice.

Overview / list

Besides the details of the order the list also carries the amounts. It therefore sits in a box that scrolls a long way to the right. The image shows the leading columns.

Order list with the toolbar, the filter field and the first eight columns

Three buttons sit above the list. New opens an empty order. Edit opens the selected order in the detail view, Delete removes it after a confirmation. Both require a selected row.

You will rarely need the New button. Orders come from the connected system, not from the keyboard. What gets created by hand is at most a subsequent entry for which there is no transaction in the shop.

Column	Content
Order Number	The number TRADElube assigns
Origin Order Number	The number from the system the order came from
Order Time	When it was ordered
Order Status	The state from the list under Order and shipping lists, in the color of its level
First Name, Last Name	Who ordered
Zipcode, City	From the billing address

To their right follow six amount columns: Total Product Gross Price, Total Voucher Gross Price, Total Discount Gross Price, Total Surcharge Gross Price, Total Shipping Gross Price and Total Gross Price.

The order status alone is colored, and that color is at the same time the one place where the list shows the release. An order that is not released carries it gray instead of in the color of its level, like the two bottom rows in the image.

Sorting is fixed to the order number, descending, so the most recently created order sits at the top. The Filter field searches Order Number and Origin Order Number in one go, and a partial match is enough. It disappears as soon as a condition is set through Filter By, where you choose between the groups Field, Property and Channel. Below the list sit the pager, the Items per Page choice with the values 25, 50, 100 and 200, and the total number of orders matching the current filter.

Detail view

The detail view shows a single order in the collapsible sections Common, Customer, Addresses, Positions, Total, Properties and Channels. The Properties section only exists if any are set up for orders. The header names the order number and who ordered.

Detail view of an order with the collapsed sections from Common to Channels

Common

The section carries the order's header data: the release flag, the two numbers, the three status fields and the comment.

Common section with the release flag, the three status fields and the comment

Field	Meaning	Note
Released	Whether the order may be passed on	The field with the greatest effect on this page, see below
Order Number	The number from your number range	Not editable, not even on a new order
Origin Order Number	The number from the connected system	Enterable only on a new order, fixed afterwards
Order Status	The state of the order	The choice comes from the order data
Order Time	Date and time of the order
Payment Status, Payment Method, Payment Time	What was paid, how and when	Choice lists from the order data
Shipping Status, Shipping Method	How and how far it was shipped	The same
Comment	Free text about the order	What the buyer wrote into the shop's remarks field ends up here

The Released tick decides whether an order is passed on at all. Every task that exports orders or order statuses transfers released orders only, and that holds for all channels alike. An order without the tick therefore stays put without producing an error. You can see it in the list, where the order status shows gray.

Payment, shipping and order status do not run in step. A paid order can be in progress, a completed one can still have open payments. That is exactly why there are three lists and not one.

Customer

The section shows who ordered.

Customer section with customer number, salutation and name fields

Two buttons sit above it: Select links the order to a customer from the customer master, Goto Customer jumps to the linked record and is therefore only active once a link exists.

The fields are Customer Number, Origin Customer Number, Title, Salutation, Gender, First Name, Last Name, Company, Department, Phone Number, Email, Birthday and VAT Identification Number.

These details belong to the order, not to the customer record. They are a copy taken at the time of the order. If the customer moves house or marries, their record under customers changes, but this order does not.

Addresses

The section carries the order's addresses, each in a collapsible block of its own with its kind as the heading: Billing Address or Shipping Address. Where one address carries both kinds, the heading names both, separated by a comma.

Addresses section with the billing address expanded and the shipping address collapsed

The three buttons above it differ in their preconditions. Add Billing Address and Add Shipping Address create a block of that kind and are only active as long as the order carries no address of its own of that kind. In the image both are grayed out, because both already exist. Delete removes the expanded block, but requires more than one to be there: the last remaining address cannot be deleted.

Every block carries the same fields.

Field	Meaning	Note
Title	Academic or other title	Free text, not part of the salutation
Salutation	The form of address	Chosen from the salutations
Gender	The person's gender	Choice list
First Name, Last Name	The person's name
Company, Department	The recipient as a company	On a delivery to a company the person's name stands in addition, not instead
Address Line 1	Street and house number
Address Line 2	An addition such as building, floor or "c/o"
Zipcode, City	Postcode and town	Both also appear in the list, taken from the billing address
Country	The destination country	Chosen from the countries
Phone Number, Email	How to reach someone at this address	May differ from the one in the Customer section

Only one of these blocks is ever open. A click on the second closes the first. The Addresses section of a customer behaves the same way, and it is deliberate: two addresses with the same fields below one another are otherwise easily confused.

Where the shipping address is missing, delivery goes to the billing address. In that case a shop usually sends no second address at all, and that is not a loss of data.

Positions

The table carries one row per item and sits in a box that can be scrolled sideways. The image shows Position through Gross Price, and to their right follow Tax Rate, Tax, Total Net Price, Total Gross Price and Total Tax.

Positions section with three rows and the columns Position through Gross Price

Above the table sits Insert. The button opens a menu with the five item kinds Product, Discount, Voucher, Surcharge and Shipping and creates a row of the chosen kind. The other four require a selected row: Delete removes the item, Move Up and Move Down move it within the order, Goto Product jumps to the product record and additionally requires the item to still be linked to a product.

Field	Meaning	Note
Position	The running number	Sets the order on the document. Where the row refers to other items, a discount on two products for instance, their numbers follow in square brackets
Type	The kind of item	Chosen under Insert when creating it and fixed afterwards
Number	The article number at the time of the order	Stays put even if the product is renumbered or deleted later
Description	The designation at the time of the order	The same
Quantity	The quantity ordered
Net Price, Gross Price	The unit price	One of the two is entered, the other calculated. The calculated field is shown grayed
Tax Rate	The item's tax rate	Enterable
Tax	The item's tax amount	Calculated, not enterable
Total Net Price, Total Gross Price, Total Tax	Quantity times unit price	Calculated, not enterable. They are the totals of this one row, not of the order. Those sit in the Total section

Because number and description sit on the item, a deleted product takes no order down with it: the item keeps quantity, price and designation and only loses the link. Goto Product then stays grayed out, and everything else remains correct.

Total

The section shows the amounts in pairs, net and gross. Each pair sums up the items of one kind.

Total section with the seven net and gross amount pairs

Net	Gross	What is summed up
Total Product Net Price	Total Product Gross Price	All items of kind Product
Total Voucher Net Price	Total Voucher Gross Price	All items of kind Voucher
Total Discount Net Price	Total Discount Gross Price	All items of kind Discount
Total Credit Net Price	Total Credit Gross Price	Voucher and discount together. There is no item kind of that name. The pair is the sum of the two above it
Total Surcharge Net Price	Total Surcharge Gross Price	All items of kind Surcharge
Total Shipping Net Price	Total Shipping Gross Price	All items of kind Shipping
Total Net Price	Total Gross Price	All items. Voucher and discount are subtracted, the other kinds added

All of these fields are calculated and none is enterable. They are shown grayed and change when you change an item. Whoever thinks a total is wrong therefore looks for the mistake in the items and not here.

Properties

The section shows the properties set up for orders, each with the input field of its type.

Properties section of the order with the Requested date attribute

The section exists only if there are any properties for orders at all. It is the place for everything your business needs on an order that a standard field does not offer, a requested date or a site number for instance. Properties are set up under Settings, through the Properties button.

Channel mappings

The Channels section shows which connected systems the order is linked to. Structure, fields and buttons are the same as on the product and are described there in detail: products.

Channels section of the order with one channel mapping

With an order the transfer usually runs inwards rather than outwards: it comes in from the shop, and as a rule only the status goes back. What your channel transfers is listed under Channels and tasks. What the way back looks like is described under reporting status back.