Mastering Order Tracking in Design Manager

Mastering Order Tracking in Design Manager

Table of Contents

  1. Introduction
  2. The Importance of Order Tracking
  3. Determining the Necessary Order Tracking Information
  4. Recording Order Tracking Information in Design Manager
    • 4.1 The Purchase Order Status Window
    • 4.2 The Vendor Invoice Distribution Window
    • 4.3 The Component Window
  5. Closing Orders in Design Manager
  6. Important Order Tracking Reports
    • 6.1 The Open Purchase Order Report
    • 6.2 The Purchase Order Listing Report
    • 6.3 The Unordered Components Report
    • 6.4 The Acknowledgment Report
    • 6.5 The Expected Ship Report
    • 6.6 The Receiving Report
    • 6.7 The Backordered Items Report
    • 6.8 The CFA Report
    • 6.9 The User-Defined Report
  7. Conclusion

Article: The Art of Effective Order Tracking

Order tracking is a crucial aspect of managing and streamlining the procurement process for any business. It allows companies to stay on top of their purchase orders, ensuring that orders are processed, received, and fulfilled efficiently. Effective order tracking requires the accurate recording of essential information throughout the procurement cycle. In this article, we will explore the importance of order tracking and discuss the various methods and tools available in Design Manager for recording and managing order tracking information.

1. Introduction

Order tracking is the process of monitoring and recording information related to the procurement of goods or services from vendors. It involves keeping track of key dates, such as order placement, acknowledgement, expected ship date, and receipt, as well as quantities, costs, and other relevant details. The timely and accurate recording of order tracking information is crucial for ensuring that orders are fulfilled on time, that any issues or delays are addressed promptly, and that the company has a complete and accurate record of its purchasing activities.

2. The Importance of Order Tracking

Accurate order tracking provides several benefits for businesses. Firstly, it allows companies to have a clear understanding of where each order stands in the procurement cycle. This visibility helps to identify any bottlenecks or delays and allows for proactive management to prevent any potential issues. It also enables better communication with vendors, providing updates on the progress of orders and addressing any concerns that may arise.

Order tracking also provides valuable information for financial management. It allows for accurate tracking of order costs, payments, and outstanding balances, ensuring accurate budgeting and financial planning. It also helps to reconcile vendor invoices and identify any discrepancies or errors, ensuring timely and accurate payment processing.

Moreover, order tracking facilitates effective project management. By monitoring the status of orders, project managers can ensure that the necessary materials and resources are available when needed to keep projects on schedule. It also allows for better coordination and communication with clients, providing accurate information on the progress of their orders.

3. Determining the Necessary Order Tracking Information

The amount of order tracking information required for effective management will vary depending on the company's specific needs and processes. It is essential to strike a balance between the time and labor required to record the information and the value it provides in terms of tracking and decision-making.

To determine the necessary order tracking information, companies should consider factors such as the complexity of their procurement process, the volume of orders, the nature of their products or services, and any specific requirements or regulations. It is crucial to establish a standard set of information that needs to be consistently recorded for all orders and ensure that all staff members adhere to this standard.

Some common order tracking information includes the purchase order number, vendor details, order placement date, acknowledgement date, expected ship date, received date, quantities ordered and received, backorder quantities, costs, and any relevant notes or communications with the vendor.

4. Recording Order Tracking Information in Design Manager

Design Manager is a powerful software tool that simplifies the order tracking process by providing dedicated windows for recording and managing order tracking information. Let's explore some of the key windows and functionalities within Design Manager for recording order tracking information.

4.1 The Purchase Order Status Window

The Purchase Order Status window is the primary interface for entering and reviewing order tracking information in Design Manager. It allows users to record and track information related to the purchase order, such as acknowledgement dates, notes, received quantities, backorder quantities, storage locations, user-defined dates (e.g., installation dates), and vendor invoice details. The window provides a comprehensive view of the order's status and all associated information.

4.2 The Vendor Invoice Distribution Window

The Vendor Invoice Distribution window provides a convenient way to record order tracking information while recording vendor invoices. It allows users to specify the quantities received and the backorder quantities for each component on a purchase order. Users can also review and update expected ship dates, storage locations, and user-defined dates for each component.

4.3 The Component Window

The Component window within the Specifications section of Design Manager is another place where users can enter and review order tracking information. Users can record and update information such as expected ship dates, received dates, storage locations, CFA (cutting for approval) dates, and user-defined dates (e.g., installation dates). The window provides a detailed view of the order tracking information for each component.

5. Closing Orders in Design Manager

Design Manager allows users to automatically close purchase orders based on specified criteria. Users can configure Design Manager to automatically close orders based on vendor invoices, receiving information, or both. This automatic closure option helps streamline the order management process and provides an accurate representation of the order's completion status. Additionally, users can manually close orders when they have reached their natural conclusion or are no longer active.

6. Important Order Tracking Reports

Design Manager offers a range of order tracking reports that allow users to review and analyze order tracking information. These reports provide valuable insights into the status of orders, quantities ordered and received, expected ship dates, outstanding items, and other relevant information. Some key reports include:

  • The Open Purchase Order Report: This report displays open purchase orders and provides an overview of the order's status, vendor information, expected ship dates, and financial details.

  • The Purchase Order Listing Report: This report provides a detailed list of all purchase orders, including vendor details, order dates, quantities, costs, and financial information. It can be grouped by project or vendor for easy reference.

  • The Unordered Components Report: This report lists all components that have not yet been ordered, allowing users to track and prioritize their procurement activities.

  • The Acknowledgment Report: This report shows all components that have been acknowledged by vendors, providing visibility into orders that have been confirmed and those that require further attention.

  • The Expected Ship Report: This report displays components with expected ship dates, allowing users to monitor and track the delivery of orders from vendors.

  • The Receiving Report: This report provides an overview of received quantities for each component, helping users track which items have been received and which are still outstanding.

  • The Backordered Items Report: This report lists components with backorder quantities, helping users identify items that are on backorder and plan accordingly.

  • The CFA Report: This report focuses on components that require a cutting for approval (CFA) process, listing items that need samples or approval before ordering.

  • The User-Defined Report: This report allows users to customize and track components based on their own defined criteria, such as installation dates or walkthroughs.

These reports enable users to monitor and manage order tracking information effectively, empowering them to make informed decisions and take appropriate actions to keep orders on track.

7. Conclusion

Order tracking is a critical process in procurement management, facilitating efficient and accurate order fulfillment. Design Manager provides comprehensive tools and functionalities for recording, managing, and analyzing order tracking information. By utilizing the various windows and reporting capabilities within Design Manager, businesses can streamline their order management process, ensure timely order fulfillment, and maintain accurate records of their purchasing activities. Implementing a robust order tracking system not only improves operational efficiency but also enhances vendor communication, financial management, and overall project management. With Design Manager's order tracking features, businesses can gain better control and visibility over their procurement processes, leading to improved customer satisfaction, cost control, and business success.

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