1. To run the Process Orders Action, click the Actions tab on the Company Database. Locate the following item then click an icon (or, simply click a link below).

		Process Orders
		Help

2. The Process Orders screen has multiple options. Instructions for each step follow below.
    

   • Import Orders
   • Fill Backorders
   • Process Payments
   • Invoicing
   • Shipping
      

Import Orders
Following are instructions for importing orders from another source such as an Internet store or a text file sent to you via email or disk. You can skip this step if you only wish to process orders entered directly into Mailware.
 
Note: The next steps assume you have an import already defined. If this is the first time importing please see the help topic: Import Orders.

3. Open Process Orders as described above. Or, click here to open Process Orders.
    

4. Select an import definition from the grid in the upper half of the screen by clicking on it (it will highlight in blue), then click the Import button. If you do not have a definition listed you can create one, or you can edit an existing one. See the Import Orders help topic for details.

Note: This process may take a few seconds or several minutes depending on the size of your file. 
 

5. The Imported Grid in the lower half of the screen  will display a listing of all the orders imported. You can manually change any of the white fields by simply clicking on them and typing the new information. 

6. Click the button. If an imported customer already has an account in Mailware only the order will be added. This prevents the addition of duplicate customer accounts.
    

7. Click the button to enter the imported orders into Mailware's order database. Note: This may take a few seconds or several minutes depending on the size of your file. 
    

8. Upon completion of the Process step a message will appear with the batch number for this import. You may wish to record this information for future reference. 

9. The batch number is visible for each order in the message window (next to the shipping address) on the order screen.
    
   
   
    

10. The Imported Grid in the lower half of the screen will now display the imported orders. The status of each will be displayed in the gray fields. If an error occurred a Message explaining it will appear in the Message field. You can double click an error to view it in its entirety. 
     
    You can also select report R7600 Process Orders Import Warnings from the button at the bottom of the screen. This will list all orders with warning messages. You can use this report to edit orders later. (The most common error is that an ordered product is not in your inventory. You can add the product to your inventory, then add the item to the order). 
    Click here to add a Product.    Then, click here to find an order and edit it.

    
     

11. You may, if you wish, select any item in the imported grid and click the or button to go directly to the Customer or Order screen for that entry. 
     

12. Imported orders may be shown as Backordered. This depends on our Preference settings under the Order tab for the field. Click here to change your preferences for Future imports.

    

    If the above option is checked the items will not be automatically backordered. You can skip the Fill Backorders step and go directly to the Process Payments tab. 

    If your preference setting is unchecked the imported items will be backordered. This allows you to selectively fill backorders if you do not have enough items in stock. Go the the Fill Backorders tab.

    Note: Both methods prevent committing of items when you do not have enough stock. 
     
    

Fill Backorders
This process automatically fills oldest backordered items first until in stock supplies have been exhausted. You can also use this if you selected to have imported orders held as backorders. Backordered items (with a status of BO on the Order screen) will become Committed items (CM).

12. Open Process Orders as described above. Or, click here to open Process Orders.
     

13. Click the Fill Backorders tab on the Process Orders Action or hold Alt and press N to switch between tabs.
     
    
     

14. In the top right corner of the screen enter the Order Batch Number of the imported orders you wish to fill, or delete the batch number to fill all backorders.
     
    

15. In the bottom left corner of the Fill Backorders screen click the button. This will populate the screen with your imported orders.
     
    
     

16. You can deselect any orders for which you do not wish to fill backorders by double-clicking the Process checkbox for that line. When you are ready to fill backorders, click the button. 
     
    Orders that can be filled (based on the In Stock quantities for items ordered) will show a check in both the Complete and Updated checkboxes. Orders that cannot be filled at this time will show a check only in the Complete checkbox. Note: If an order has a line item with multiple backordered quantities and you do not have enough items to fill all the backorders for the item, Process Orders will leave all items in that line backordered.
     
    You can fill remaining backordered items later by increasing your In Stock quantities for products and rerunning the Fill Backorders step. Click here to search for a Product so you can change it's In Stock quantity. 
     
    Or, you can edit individual orders and fill or force fill backorders from the button on the order screen. Click here to find an order so you can fill its items.
     

17. Any filled backordered items will now have a status of Committed (CM). If all items in an order are in a Committed (CM) status You can now Process Payments by clicking the Process Payments tab.
     
    Note: You can select in Preferences to have Committed items shipped ahead of backordered items. Choose this option for all orders by checking the following item in the Preferences dialog under the Orders tab. Click here to open Preferences.
    
    

    You can also choose the option for an individual order by checking it on the Shipping tab of the order screen. Click here to find an order so you can change its ship status.
     
    

     

Process Payments
The Process Payments screen uses your connection with a supported third-party credit card approval package (e.g., PCCharge, PCAuthorize, ICVerify or AuthorizeNet). You can also manually approve orders.

18. Open Process Orders as described above. Or, click here to open Process Orders.
     

19. Click the Process Payments tab or hold Alt and press N to switch between tabs.

20. In the bottom left corner of the Process Payments screen click the button. This will populate the screen with only the orders that include unapproved credit card purchases. 
     
    You can deselect any orders for which you do not wish to process payments by double-clicking the Process checkbox for that line. 
     

21. If you have set up a credit card software package to interface with Mailware.
    Click the button. An approval dialog will open for each charge. Click the Send button and the charge will be submitted to your credit card software. An approval number or decline will be received and automatically added to the order. The dialog will then open for the next charge until all charges are complete, or you can select an item and click the button again. 
     

22. If you have not set up a credit card software package you can approve charges manually.

    1. Click the first order in the grid to select it. Then click the button to open the order.
        
       
        

    2. The Order screen will open to the selected order. Click the Payment tab in the bottom left corner of the Order screen to display payment information.

 

3. In the Amount field enter the amount of the order (you can find the order amount in the Total field to the right of the Payment tab as illustrated below).

 

4. In the Approval # field enter the approval number from you credit card terminal, phone authorization etc. You can also enter any numbers or letters (e.g., 123).
    
   

5. Save the order by clicking the button in the top right corner of the screen. The order screen will close. Or, click the button in the toolbar of the main Mailware screen to save the order without closing it. Then return to the Process Orders screen.

6. Repeat steps a-e for any remaining orders. 

23. At this point orders are committed and payments are applied. You can now print invoices for these orders. Click the Invoicing tab.
     
    

Invoicing
Print invoices for all outstanding orders and change the status of the order to Filled (FI) so it can progress to Shipping.

24. Open Process Orders as described above. Or, click here to open Process Orders.
     

25. Click the Invoicing tab on the Process Orders Action.

26. In the bottom left corner of the Invoicing screen click the button. This will populate the screen with the orders that include approved purchases.
     
    You can deselect any orders for which you do not wish to print invoices by double-clicking the Process checkbox for that line. 
     

27. Print invoices for all the selected orders in the list by clicking the button and selecting the report: R5103 Process Orders Invoices.
     
    Note: You can create your own reports and add them to the button by selecting the Setup option from the button, then typing the exact name of your reports. See the Modifying Reports help topic for instructions on creating/editing your own reports.
     

28. To continue click the button. This marks these orders as printed, and changes their status to Filled. The Complete and Updated boxes will be checked for all invoiced orders.
     

Shipping
Orders appear in this section that are ready to be shipped. If you have set up Mailware to work with UPS Worldship, Dazzle or another third-party shipping package you can weigh and label packages and then process them here. Or, you can print labels from Mailware directly.

29. Open Process Orders as described above. Or, click here to open Process Orders.
     

30. Click the Shipping tab on the Process Orders Action or hold Alt and press N to switch between tabs.
      
    
     

31. In the bottom left corner of the Shipping screen click the button. This will populate the screen with the orders that are ready to ship.
     
    You can deselect any orders you do not wish to mark shipped by double-clicking the Process checkbox for that line. 
     

32. You can print the following reports before marking items shipped:

    • R5231 Process Orders Packing List
    • L1231 Process Orders 5163 with Ret Address
    • L1211 Process Orders 5163 Labels no Ret Address
    • L1201 Process Orders 5160 Labels
       
       
      

33. To complete the orders click the button. This marks these orders as shipped.
     

You have completed Process Orders. This action can be used for orders you import from other sources as well as orders you input manually. You can run it as many times a day as you wish, and only the incomplete orders will appear under each tab. 

See Also:
Orders
Import Orders
Modifying Reports