Orders guide

Complexity Intermediate
EMS Compatible Yes
iMIS 2017 Compatible Yes
Actions Insert, Insert w/ Matching Help, Insert / Update

Learn how to work with orders in IDMS.

Mapping

Review the required and optional field mappings:

Required

  • Product Code - The code corresponding to the ordered product.
  • Shipping Method - The method in which the product is being shipped (e.g., UPS, FedEx, USPS, etc.).
  • Ship to ID - The iMIS ID of the recipient (note: their address will be used).

Optional

  • Order Date - (recommended) When the product was ordered.
  • Bill to ID - Use if the Bill to ID differs from the Ship to ID.
  • Check Number - Use if the Payment Method ID is a check.
  • Details - This field will add details to the Invoice_Lines.Note field.
  • Discount Code - Enter if the order used a discount code.
  • Order Grouping - Use if multiple products are in one order going to the same person. If used, Order Date, Shipping Address Purpose, Shipping Method, Discount Code, Payment Amount, Payment Method ID, and Check should all match. If this field is left blank, each product will be a separate order.
  • Order Type Code - (iMIS EMS only) Matches to an Order Type (Settings > Commerce > Order types). If not defined, the default order type will be selected (Settings > Commerce > General).
  • Payment Amount - The amount of the payment (total cost). If the order is grouped, the Payment Amount should be the total cost of the order.
  • Payment Method ID - The payment method used (such as check, cash, or others). The only payment methods (called “Cash Accounts” in 2017) with a type of CASH are supported. If the order is going to “Pay Later”, then leave this field blank and enter the PO number under Check Number.
  • Quantity Ordered - The quantity of the product ordered. If left blank, it will default to 1.
  • Shipping Address Purpose - Use if a different address than default is being shipped to (such as Home, Alternate, or others).
  • Unit Price - Use only if the unit price for the specific order differs from the default product unit price.

Example with order grouping

The first two rows have the same Order Grouping. Therefore, they will be shipped together. A best practice is to use the Ship to ID as the Order Grouping, as products shipping to the same person will be in the same order.

Example without Order Grouping

Due to the lack of an Order Grouping, all orders will be separate orders in iMIS.

Updating Orders

When updating orders, match on Order Number.

When setting the Action or Stage for an order, review the list of possible Action values:

Action

Possible Action values for processing orders are:

  • Quote - Issue quotes
  • ConvertToStandard - Convert quotes
  • Shipping Papers - Print shipping papers
  • Ship - Ship orders
  • Invoice - Generate invoices
  • ReleaseBackorders - Release backorders
  • Cancel - Cancelled orders

Important! These values are case sensitive.

Issue quotes

When selecting the Quote action, you can also set the following processing data:

  • Print Only - Boolean value - yes/no or true/false
  • Quote/Invoice Template - Select a Quote template name

Ship orders

When selecting the Ship action, you can also set the following processing data:

  • Shipping Date - Default is today's date
  • Shipping Method - Default is the shipping method specified in the order

Generate invoices

When selecting the Invoice action, you can also set the following processing data:

  • Invoice Date - Default is today's date
  • Print Template Attachment Only - Boolean value: yes/no or true/false
  • Batch Mode - Possible Batch Mode values are:
    • CreateNew - Default selection
    • EstablishFromInvoiceDate
    • Supplied
  • Batch Number - When Batch Mode value is Supplied

Cancelling orders

When selecting the Cancel action, you can also set the following processing data:

  • Cancellation Date - Default is today's date