PDS Orders Training Guide
Orders Setup & Configuration
Product Settings
Orders>Product Setup>Options>Edit
Type
Select the product type for this product
Min Order
The minimum order quantity required for this product
Sequence
The sequence can be added to control sorting of the products
Description
The description can optionally provide and extended product description for added detail about this product
Product Settings Options
Allow all customers to order
Make available for any customer to order where authorized
Auto load product in order form
Automatically load this product in order form
Exclude from purchase history
Exclude this product from the purchase history summary report
Active
Disabling this product will not make it available for ordering
Carrier Setup
Orders>Carrier Setup
Name
The carrier or dispatch location name
Phone
The phone number displayed to customers for carrier order issues
Email (Order)
The email address used to send order submission emails. Multiple emails can be added using a comma to separate.
Email (Inventory)
The email address used to send tank reading emails when option is enabled. Multiple emails can be added using a comma to separate.
Email (Credit)
The email address used to customer credit alerts. Multiple emails can be added using a comma to separate.
Carrier Type
The product type associated with this carrier
Vendor
The carrier vendor ID from the back-office system
TelaPoint
The telepoint carrier
Sequence
The sequence of the carrier, displayed by sequence number and then name
Default Options
Min Hours
The minimum number of hours in advance an order can be placed by a customer
Max Days
The maximum number of days in advance an order can be submitted by a customer
Max Products
The maximum number of products per order that can be submitted (portal defaults to 0, unlimited)
Order Qty
The total order must fall within this range to be considered valid for the order
Delivery Window
The delivery options available for customer orders
P.O. Required
The purchase order option to be required or not
Disabled Days
The days of the week that delivery is not available
Carrier Notes
The notes that are included with order submissions such as loading numbers or other relevant carrier order information
Order Notes
The notes that are included as important order requirements shown on the order form
Additional Options
Automatically confirm orders
Submitted orders are added with a pending status. This option will automatically confirm the order upon submission
Show fill tank option in order form
The fill tank option will be displayed when this is enabled
Disable order notes in order entry
Disable the customer order notes field in the order form
Disable carrier notes to customer
Disable the carrier from adding notes to the customer in the external order confirmation screen
Show assigned current orders in email interface
The current orders that are assigned in the email interface
Require carrier confirmation number
Orders will require the carrier confirmation number
Send customer order status updates
Send order status updates to customers when the status is changed
Allow order management from email interface
Allow order management from the email interface without logging in
Send new order email to carrier
Send order emails to carrier when assigned order have been submitted
Send daily tank readings
Send a daily tank readings report to carrier for assigned sites
Send customer order status updates
Send order status updates to customers when the status is changed
Allow order management from email interface
Allow carriers to manage orders from email interface
Send new order email to carrier
Send email notification to carrier for new orders
Send daily tank readings
Send daily tank readings to carrier
Send daily order summary report
Send daily order summary report to carrier for current assigned orders
Send order summary report when no order exist
Send the order summary report when no order exist in the portal
Combine emails into single message for carrier
Combine all carrier emails into a single message when sending
Email link tracking
Enable email link tracking for carrier
Enable open tracking
Enable open tracking for carrier
Show tank inventory levels
Show current tank inventory levels in external order management screen
Show carrier contact info
Show carrier contact information to user in order form
External or common carrier
Check whether carrier is external or common
Active
Disabling will prevent orders from being created by customers assigned to this carrier
Customer Price Set up
Users>Customers>Customer Price Setup
Orders can be authorized at the customer level. If customer pricing is coming from a source outside of the portal, this screen will display for authorizations only
Orders
Allow this product to be shown in the order form
Customer Price Set up
Users>Customers>Customer Price Setup
Orders can be authorized at the customer level. If customer pricing is generated in the portal, profiles are created to customize and enrich pricing in addition to authorizing orders.
Allow Orders
Allow this product to be shown in the order form
Customer Master Setup
Users>Customers>Customer Master
Order Settings
Fuels
Select the default carrier for this customer for fuels orders
Lubes
Select the default carrier for this customer for lubes orders
DEF
Select the default carrier for this customer for DEF orders
Dispatch Notes
Enter dispatch notes for this customer, default terminal, tank sizes, etc
Options
Include products from purchase history
The order form includes products from previous purchases for last 30 days
Include products from fuel quotes
The order form includes products the customer has been quoted
Include products from tanks
The order form includes products from tanks for this customer
Customer User Setup
Users>Customers>User List
Modules
Orders
Enable access for orders history for this user and this account
Order Options
Fuels
Select the default carrier for this account and user for fuels orders
Lubes
Select the default carrier for this account and user for lubes orders
DEF
Select the default carrier for this account and user for DEF orders
Allow multiple orders per day
Override the carrier setting and allow this customer to place multiple orders per day per ship-to location
Override minimum hours requirement
Override the carrier setting and do not enforce the minimum hours requirements for this user and account
Include products from recent purchases
The order form includes products based on recent purchases. Fuel products default to 30 day and other products default to 90 days
Include products from fuel quotes
The order form includes products the customer has been quoted
Include products from tanks
The order form includes products from tanks from the back office for this customer
Orders Menu
Current Orders
Orders>Current Orders
The current orders screen displays the orders in the portal for the given date range
Filter by Status
Select the status in the upper right corner of screen to filter by status
Search Criteria
Select the search bar to filter current orders as desired
Order History
Orders>Order History
The order history screen displays all order history
Search Criteria
Select the search bar to filter current orders as desired
Gear icon
Select the fields that wish to be displayed on the order history screen
Options
Click the drop-down menu at the end of each order for additional options
Order Summary
Orders>Order Summary
UNDER CONSTRUCTION
Order Entry
Orders>Order Entry
The order entry screen is used for admin users to place orders on the portal on the customer’s behalf. Entering orders here will exceed most of the standard options used at the customer or carrier level
Carrier Performance
Orders>Carrier Performance
The carrier performance report shows history of the carrier’s performance with orders based on the time selected in the filter
Frequently Asked Questions
1. By design, orders or deliveries are based on the ship-to address NOT the customer master address. Typically, the customer master address is the mailing or corporate address
2. By default, customers can order any product they are quoted for or have purchased within the last 30 days
3. If a product is not quoted to a customer, the product will need to be categorized properly on the product set-up to ensure it appears on the order form available for ordering
4. Notifications - If a user has the order notifications enabled, then they will receive order updates for all assigned orders regardless if they are the contact or not
5. Notifications - If the email is listed as the contact on an order, then that email will always receive order updates. Each order should have a contact listed so that they are made aware of any issues
6. How to create an order
Click Orders at the top of the screen and select New Order.
Select the type of order (Fuel, Lubes, Propane, or DEF if enabled).
Fill in the necessary fields like delivery date, time, product quantity, notes, and contact information.
Click the PREVIEW ORDER button to preview
Confirm the order.
Once submitted, you will receive an order summary email.
Once the order is confirmed, a confirmation email will also be sent.