Overview

This tutorial provides the instructions on how to setup order tracking

How to Setup Order Tracking Video
Order Tracking (Recommended)
- What is an Order
- What is an Order Pipeline
- How to create or edit an Order Pipeline
- How to Assign an Order Pipeline to an Order
- How to View the Status of the Order
Individual Ordered Item Tracking (Advanced)
- Order Pipeline vs Ordered Item Pipeline
- An Example Order Pipeline With Ordered Items Pipelines
- How to enable Ordered Item Pipelines
- How to Create or Edit an Ordered Item Pipeline
- How to Assign an Ordered Item Pipeline to a Product or Service

How to Setup Order Tracking Video

What is an Order?

An order is the product, services, and packages in an invoice that need to be delivered to a client.

What is an Order Pipeline?

An Order Pipeline is a group of pipeline stages that track the current status of an order.

Below is a visual example of an order pipeline with 6 order pipeline stages. Each of the colored squares is an order. The text at the top of the columns is the pipeline stage.

The first pipeline stage in the pipeline is "Order In Progress". When the order is marked completed then the order would automatically move from the "Order In Progress" pipeline stage to the "Order Sent To Print Lab" pipeline stage and so forth. If the order needs to be shipped then the "Awaiting Customer Pickup" pipeline stage would be skipped and the "Order Shipped To Customer" would automatically be selected.

Each pipeline stage can have various actions associated with it such such as emailing or texting a client when the pipeline stage is completed.

For example, when the pipeline stage "Awaiting Customer Pickup" is activated you could have it automatically show a pre-built email that could be sent to a customer stating that their order is waiting to be picked up.

How to Create or Edit an Order Pipeline

Click on the Point of Sale Component
Click on the Settings tab
Click the Manage Order Pipelines button
Click the New Pipeline button or edit the desired pipeline
1. Pro-Tip: You can make an order pipeline the default order pipeline by clicking on the 'Default Pipeline For New Invoices' checkbox

How to Assign an Order Pipeline to an Order

Automatically assign an Order Pipeline
- If you have an order pipeline set as the default order pipeline then an order pipeline will automatically be assigned to an order when the order is created.
In the new or edit invoice window
- Click on the Settings tab
- Click the Select Order Pipeline button
In the point of sale invoices/estimates/quotes table
- Click on the Point of Sale component
- Click on the Point of Sale tab
- Click on the Invoices/Estimates/Quotes menu bar button
- Click the Select Order Pipeline button
- - If you do not see the Order Pipeline column you may need to enable it under the Columns menu

How to View the Status of an Order

The status of an order can be viewed from any of the following locations:

In the new or edit invoice window
- Click on the Settings tab
- The Select Order Pipeline button will have the name of the pipeline stage displayed under the Order Pipeline header
In the point of sale invoices/estimates/quotes table
- Click on the Point of Sale component
- Click on the Point of Sale tab
- Click on the Invoices/Estimates/Quotes menu bar button
- The status will be displayed under the Order pipeline column
  - If you do not see the Order Pipeline column you may need to enable it under the Columns menu
Under the order tracking tab
- Click on the Point of Sale component
- Click on the Order Tracking tab
- Click on the All Order Pipelines menu bar button
Under the order tracking tab
- Click on the Point of Sale component
- Click on the Order Tracking tab
- Click on the Individual Order Pipeline menu bar button
On the overview Page pipeline widget
- Click on the Overview component
- If you do not see the Pipeline Stages widget you will need to customize the overview page to show it by clicking on the customize overview button
- Followed by clicking on the Pipeline Stages tab

Here is an Example of an Order Pipeline

An example invoice pipeline could be the following

Order In Progress
Awaiting Customer Pickup
Order Shipped To Customer
Order Complete

Here is an Example of an Ordered Item Pipeline

An example ordered item pipeline for a 8x10 photo could be the following

Send To Print Lab
At Print Lab
Received From Print Lab

Individual Ordered Item Tracking (Advanced)

In some situations multiple items in an order are completed independently of each other. In those situations it makes sense to do the following:

Track the overall status of the order using an order pipeline
Track the items in the order using an ordered item pipeline

Order Pipeline vs Ordered Item Pipeline

An order pipeline is used to track the status of the entire order although it may include a few steps to track individual items in the order pipeline. An ordered item pipeline is used to track the status of items in an order. Below are some examples of each.

Example 1: A basic order pipeline that does not need to use an ordered item pipeline.

Order In Progress
Awaiting Customer Pickup
Awaiting Shipment

Example 2: An order pipeline that does not need to use an ordered item pipeline.

Touch Up Images
Sent to Print Lab
Order In Progress
Awaiting Customer Pickup
Awaiting Shipment

Example 3: An order pipeline that does not need to use an ordered item pipeline because the orange and green pipeline stages happen one after another and probably are both done by the same employee.

Touch Up Images
Sent to Print Lab
Received From Print Lab
Framing In Progress
Album Creation In Progress
Order In Progress
Awaiting Customer Pickup
Awaiting Shipment

An Example Order Pipeline With Ordered Items Pipelines

Below is an order pipeline that should use ordered items pipelines.

Example 4: Below is an order pipeline that could use ordered item pipelines because the orange and green pipeline stages happen at the same time and, most likely, by different employees.

Touch Up Images
Sent to Print Lab
Received From Print Lab
Framing In Progress
Album Creation In Progress
Order In Progress
Awaiting Customer Pickup
Awaiting Shipment

The above order pipeline should be redone as follows:

Touch Up Images
Sent to Print Lab
Received From Print Lab
Awaiting Album and Frame Completion
Order In Progress
Awaiting Customer Pickup
Awaiting Shipment

An ordered Item pipeline for Frames should be created that looks like the following:

Awaiting Print Lab Images
Framing In Progress

An ordered item pipeline for Albums should be created that looks like the following:

Awaiting Print Lab Images
Album Creation In Progress

How to Enable Ordered Item Pipelines

By default the ordered item tracking is disabled. This is to reduce confusion for new customers when setting up their order tracking workflow. To enable Ordered Item Tracking do the following steps:

Click on the Settings Component
Click on the Enable/Disable Pipelines button
Click the Enable Pipelines For Ordered Items checkbox

How to Create or Edit an Ordered Item Pipeline

Note: If you do not see the 'Manage Ordered Item Pipelines' button refer to the section above called 'How to Enable Ordered Item Pipelines'

Click on the Point of Sale Component
Click on the Settings tab
Click the Manage Ordered Item Pipelines button

How to Assign an Ordered Item Pipeline to a Product or Service

When a ordered item pipeline is assigned to a product or service then, when that product or service is added to the invoice it will automatically have that ordered item pipeline assigned to it.

Click on the Point of Sale Component
Click on the Settings tab
Click on the Manage Price Lists button
Create or edit an existing product or service
Click on the Workflow tab
Select the desired Ordered Item Pipeline