Extracting Orders for Shipment

Some of our clients extract orders all at once and others filter their orders and do multiple extractions.  Here are a few examples of ways to extract orders.

Example 1

From within your club group, select the projected ship date (the date you entered in your club batch).  This will exclude any club members that asked for a later ship date if entered in correctly on the wine club page of the customer master record.

Once your orders have been selected, select work with checked.  From the group work area, select Print Extract Email.

Select Print Pending documents.  If there are any orders in the group that have an "unshipped" status but the order needs to be extracted again, then select Print and Reprint documents.

In this example, will calls were not excluded from the orders selected.  In this next screen, there will be an option to exclude them.  There will also be an option to include and exclude futures, in this example we are assuming that futures are not used in a club batch.  If your orders have a status of (Pending Pac,Inv,Ext) which is set up in the Shipper Code (SPR) table, then select the following.  If the following are not selected then the order will still show a pending status for whatever has not been printed.

To download the orders in extract format select Print.

To email the orders, in Destination, type "Email=recipients email address" and select Print. 

If an email destination was chosen, the system will generate a prompt  for the user to allow the server to send an email.  There will be multiple prompts if there are multiple emails in the destination field or if there are multiple spreadsheets being generated.  The system will generate multiple spreadsheets if there are orders with multiple Shipper Code (SPR) codes within the selected orders.  For example, if there is an order with a 2 day UPS shipping code that has a SPR code of UP2 and and an order with a UPS ground shipping code that has a SPR code of UPS, then two spreadsheets will be generated.  The reason behind the multiple spreadsheets is that some fulfillment houses and compliance houses want 2 day orders uploaded separately from ground orders.

If an email destination was not chosen, the data will be downloaded on the screen and then can be extracted into excel. 

To view file before exporting, select the view icon, then select either grid view or grid view with header.

To save the file to as a CSV file, select the save icon.  To save as an xls or similar, right click anywhere on the screen and select Export to Excel.

Example 2:

In this example, only orders that are pending will be selected.  In Example 1 all orders were selected and certain orders such as will call and declines were excluded in the extract.  The system will always bypass declined orders when extracting orders and willcalls and futures can be excluded at the time of extraction but the user has the option of only checking the orders that need to be extracted.

From within the order group, choose the projected ship date.  On the third drop down, select Exclude Will Calls.  In the right hand corner, only select orders that are sold, On order will select declined orders.  Orders that have an Un-shipped status will remain in the selection, the orders can be un-checked or bypassed by Selecting Print Pending docs only.  If the orders with Un-shipped need to be extracted again, do not unselect them and see steps below.    Once all orders that need to be extracted are selected, select Work with Checked.

Select Print, Extract, Email and then Print and Reprint Documents.  In this example, orders with an Un-shipped status were chosen, in order to extract those orders they need to be reprinted.  In the document screen the status of all orders selected above will be Ship pending even if it has an Un-shipped status.  In order to tell what orders have already been printed, see the Message column on the order grid.

Choose the appropriate fields on the Document Print Selection and export into an excel file.

Example 3:

Some clients need to extract their orders by club and preference club.  From within the club group, In the second search box select the Proj Ship date, the third search box select Wine Preference and the appropriate code. 

If the same preference codes are being used for multiple clubs, the club type will need to be selected in the Adv Cust Search.  In this example, I want to extract members of the Premium Wine Club, code DD, and the Red Only Wine Preference, code RO.  In the Adv Cust Search, select Wine Club and then select customers that were members of the wine club all of the date range (the date of the club batch). In this example,  DD is the wine club code and the club batch was on 2/10/14.  After selections are made, select Done which will take you back to the group.

After any advanced search is made, the Refresh button will need to be selected.  Notice it is red, that is your queue to select it to get the results of the selection.  The Adv Cust search is also red as a warning that the results are filtered down since the selection criteria does not show on the main screen.  If the selection criteria needs to be changed, the Adv Cust Search will need to be cleared or changed.

Once the selection criteria is made, select Work with Checked and follow the same steps above to extract the documents and export to an excel file.