Standing Orders and Order Approvals: If the Order Approvals feature is enabled for the Customer User, their Standing Order will be subject to the usual approval steps and processes if the order total exceeds budget, e.g., approver selection during order creation, approval request notification sent to approver, etc. The Standing Order will not be active until it has been approved.
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Note - Standing order messaging, including text on buttons, are customisable by your Administrator. Therefore the text you see in the Standing Orders screen may differ in places from what is detailed here.
A daily scheduled task will automatically check for recurring orders and submit them to be processed. A recurring order will be validated as per the usual process after order submission. Order totals and product availability will be checked and updated. If a product is no longer available, it will be listed in the order confirmation email and removed from the Standing Order.
A recurring order will not be processed if any of the following applies:
Check with the Website Administrator whether the Owner and any cc'ed Users will receive a reminder email a certain number of days before the recurring order is placed. Receiving this notification will enable the Owner to decide whether the recurring order is needed or have quantities adjusted. A recurring order can always be cancelled, e.g., if supplies do not need to be replenished yet. |
User type | Event | Notes |
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Owner (and any cc'ed recipients) |
If Order Approvals is active:
| Change of standing order ownership email also sent to new owner |
Approver (if used) |
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NOTE - in addition, team members internal in your organisation may be set to receive notifications about specific standing order events, e.g., owners that are now inactive Users.
For Users with Standing Orders access, a Standing Orders menu item will appear on their Dashboard. Selecting this menu item allows the User to access standing orders and order details. They can also edit the order if they are the owner of the order. a standing order administrator, or the recurring order has been created as a shared order.
Clicking on Standing Orders takes the User to the 'Order Templates' list.
(Note - if the User is not the owner of a standing order, they cannot edit the order unless they are a standing order administrator or this order has been selected as 'shared'.)
A User can click the View button to view a standing order's details.
On this screen, a user can also create a new order based on the current one by clicking the Add All to Cart button. Before they do this, they can also change the quantity and add notes. |
If the User has editing rights to this standing order, the screen will include editing options:
This User can perform the following functions:
For each order line,
- Edit the quantity . NOTE - If you do not want to delete the order line from the saved standing order but want to omit an order line from the next order recurrence, change the quantity to '0'.
- Add any product notes required.
- Once you start editing the order, the Update button becomes active. When you are ready to save the edited order, click this button.
To add other products to the order,
- Go to the Search box in the top left of the screen.
- Find the product code you wish to add, then click the Add to Standing Order button.
- The product is added as a separate order line. Edit the quantity and add product notes if required.
- When you are ready to save the edited order, click the Update button.
To edit the standing order's schedule,
- Hover on the Options button and select Edit Schedule.
- The 'Edit Schedule Standing Order' screen is displayed. Change the schedule details as required. (See Schedule Standing Order for assistance.)
- To save your changes, click Save Standing Order. You will be returned to the Order screen.
The owner defaults to the User who created the standing order. This can be changed to another User.
To change the owner,
- Hover on the Options button and select Change Ownership.
- In the Change Ownership screen, enter the email address of the new owner.
- Click the Confirm button.
The standing order can be paused and restarted at any time. To pause the recurrence,
- Hover on the Options button and select Suspend.
- The recurrence will pause immediately. The 'Suspend' menu item changes to Resume.
- The standing order's recurrence can be restarted at any time by selecting Resume.
Only the next recurring order can be cancelled. Subsequent recurring orders will continue to be placed. NOTE - this option is not available if the standing order is currently suspended.
To cancel the next order,
- Hover on the Options button and select Cancel Next Order.
- Confirm the cancellation in the dialog box.
If you want to send the order but want to omit particular order lines, go to Edit the Standing Order and change the quantity of the product to '0'. |
To delete the standing order,
- Hover on the Options button and select Delete.
- Confirm the deletion in the dialog box.
- Once the standing order is deleted, it will disappear from the Standing Orders screen.
With order tracking enabled, it's possible to customise the order status descriptions that users see. Refer to How to customise Order Status descriptions for further information. |
Minimum Version Requirements |
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Prerequisites |
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Self Configurable |
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Business Function |
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BPD Only? |
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B2B/B2C/Both |
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Third Party Costs |
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