--- title: "Order Management" canonical: "https://support.soutron.net/space/HG/3279482/Order%20Management" format: markdown --- This page provides access and controls to create, edit and manage all order data within the system --- When visiting this page,  the Main Menu on the left hand side automatically collapses. This is to display the large amount of data on this page more clearly.  The menu on the left hand side can be explored in its collapsed state by hovering over the entries to view the sub menus. To expand the menu, click the double arrow at the bottom of the left hand side menu. The system presents the Orders function which is one of four related functions: Check-in, Awaiting Payment, Invoices.   ## **Layout** - **Filters & Functions** - **Order Table** ![image](media://b29eb37c-70e1-4c79-b4b5-f439fb2e3a6c) ### **Filters & Functions** At the top of the page there are three filters and two function buttons: **         Content Type** Set to **All** by default. Use the filter to select from the Content Types presented in the drop down list (these are governed by [Access Permissions](https://soutron.atlassian.net/wiki/spaces/HG/pages/3277906)).  This will populate the Orders Table automatically with all orders for the selected Content Type.  #### **Record Type** Greyed out by default and set to **All**, this filter will become accessible once a specific Content Type has been selected.  A specific Record Type can be selected from within those allowed in the Content Type and when selected will only show those orders that are for the selected Record Type. #### **Show History** The Orders Table only shows **Current **Orders when the slider control is set to **No **(default setting).  To view Completed Orders (orders that have been fully received and paid or have been Cancelled (forced completed), change the setting to **Yes. **The table will automatically update to show only Completed Orders and Current Orders will be hidden. #### **Clear Filters** Click on this button to clear ALL filters on the page. This includes those assigned at the top of the screen AND any filters assigned in the Orders Table #### **Create New** Use this button to create a [new order](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279456) ### **Orders Table** The table shows Order Lines, to easily identify orders for each title.  If orders have multiple lines, then an entry will be shown for every title order line. The Orders Table contains all orders that match the filters assigned.  The table is made up of 12 columns and these are described below. At the top of each column is an additional filter than can be applied. The system has an inline filter system.  By hovering over a data element in a column,  the following icon appears > Macro (inline-media-image)   Click on the icon and the system will automatically apply the data element  to the Column Filter. This saves time entering values into the column filter.  The table is sorted by Created/Placed Date Descending thus displaying the most recent orders first.  Change the sort order by clicking on any column header. For each click it will toggle between Ascending and Descending order At the bottom of the table, is a naviagation bar to move between pages and or increase the number of rows shown in the table per page: ![image](media://cdfa33a4-7f35-4b16-aea0-8f506dd3bea8) #### Order # Shows the order number.  By default the table is sorted by this column in descending order. Enter a specific order number and the table will auto filter to only show rows with the order number that is entered. #### CID Shows the CID of the title ordered This is the unique identifier for the database record (Computer ID) Enter a specific CID and the table will auto filter to only show rows with the CID that is entered. #### Title  Shows the Title for the order.  The Title is clickable and opens a pop up window showing the metadata from the record.  (Note that for this function to work, a template for Record View must exist for the record type) If the Title has a Function Type of Volumes, then the volume icon will also be displayed - for example: ![image](media://c25d71ce-7111-48a9-9d00-3afb7a927fff) The header filter allows a Title to be entered. The system will start to show matching entries, from which a title can be selected . #### Created/Placed The date the order was created or placed, whichever is the latest. Select a date or date range, click into the filter and a visual drop down will appear: ![image](media://950a077c-001e-4494-940f-a27ddcfdb4e2) Click on the appropriate entry to auto insert the selected dates or click on Custom Range to auto display a calendar range date picker ![image](media://ac939d18-3ba1-4aaa-85e4-d5bcf21e615f) #### Created By Shows the name of the person who created the order. Enter the name of a user that has created order records. The system will start to show matching entries, one of which can be selected . #### Office Shows the office the order was made from and by default the filter will be set to the office of whoever is logged in.  Change this by selecting from the drop down in the header column. #### Supplier Shows the supplier. The header filter is set to **All** by default. Select from the drop down list. Enter the first letter of the supplier to jump to that section in the list.  #### Payment Method Shows the payment method assign i.e. BACS The header filter is set to **All** by default. Select from the drop down list. Filter by one of the other options.  Note, that for Credit card payments, filter by Credit Cards generally or to see all orders for a specific credit card then the list of credit cards is also shown. Select one to reconcile a credit card statement for example. #### Payment Type Shows the type of payment assigned to the order.  There are four types: ![image](media://77a634f8-4e55-4c96-918c-71aed3d90c00) ##### Chargeable Used for Standard Orders including Volumes where there is a cost - excludes Subscription based orders. ##### Free of Charge Used for all types of orders that are set to Free of charge ##### Pay As You Go Used for Subscription based orders where an invoice is sent for issues as they are published. ##### Proforma Used for Subscription based orders where subscription is paid up front Select one of the above options. #### Renewal Month  If the order is for a Subscription (Proforma, PAYG or Free of Charge) a Renewal month may be set as to the month that renewal takes place for this title subcription. Filter by a specific month using the drop down to display all renewals for that month. #### Status Shows the current status of the order.  Select a specific status from the drop down. By default the **All **option is shown.  However, there are two types of list which are dependent on whether **Show History** is set to Yes or No. **If Show History is set to No:** ![image](media://6b5a10ce-ba68-4821-8bba-ba0f505f7629) **Active  **                        The Order has been created but not yet Placed. **Partially Received  **  Some items/issues have already been received.                                       If a standard order, there is more than one copy on order but not all copies have been received.                                       If a subscription order, then some issues have been received. **Placed                           **The order has been placed but nothing has yet been received. **Received                       **If everything ordered has been received but the order has not yet been paid.                                         If the order is a Subscription Ongoing order which may have had all issues received and has been paid but more issues will be received in future                                      or an additional payment for next  subscription year is yet to be generated. **If Show History is set to Yes:** ![image](media://ded8743c-95f1-4318-a06d-561181708f62) **Complete   **                  Status will be shown if everything has been received and paid for. **Forced Complete **     Status will be shown if the order has been cancelled. Last Column The last column in the table can display up to three icons: ##### > Macro (inline-media-image)  Edit This icon will always be present for every row to edit/view the order Clicking on this icon will present the  [Edit order](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279009)s page. ##### > Macro (inline-media-image)  Awaiting Payment This icon will be shown if the order has not yet been paid.   Clicking on this icon, will present the [Awaiting Payment](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279526) tab. ##### > Macro (inline-media-image)  Show Invoices  The order has been fully paid and the system is not currently expecting any payments to be made. Clicking on this icon will present the [Invoices](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279563) tab, to view the invoice(s) (& if applicable credit notes) that have been made against this order. ##### > Macro (inline-media-image)  Awaiting Payment & Show Invoices  This icon will be shown if the order has a mix of both invoices and Awaiting Payments.  Typically this will happen for Subscription where a previous subscription year has been paid but next years subscription is awaiting payment.  For a standard order, this can occur if the whole order has not yet been paid i.e. perhaps 2 copies ordered and 1 copy paid but the 2nd copy still outstanding. Clicking on the icon will show two options: ![image](media://32ba94bd-b4aa-4ef3-8bc4-577add2f1a72) The above options are the same as the Red Icon and Green Icons described above. Note: if no dollar icon is shown, then this means the order is free of charge which will also be indicated in the Payment Type column.