How to Handle Orders
This article is for anyone who needs to handle an order put in on a website, in store, or over the phone.
Pinogy POS allows orders to be placed online, in store, or over the phone. After the order has been placed, an employee will need to handle the order and prepare it for whatever method the customer choose to receive the order. This is done on the Orders tab of the Cash Register module.
When an order is placed it will appear on the Order tab of the POS. The Cash Register will check for new orders every few minutes and will display a number on the orders button. This denotes that a new order has arrived and is waiting to be started.
Clicking on the orders button will take you to the Orders screen. Any orders that have not been completed will be shown here by default. This can be changed by clicking the drop-down menus and checking or unchecking the different options.
The options can also be adjusted to show various combinations of Store Pickup, Ship to Home, or Delivery.
When an order comes in it can be selected and then it can be opened by either double clicking on it or highlighting it and clicking Manage.
This will open the order and it can be checked and started. It will initially be in the Pending stage. During this stage the order can be checked to see if it is valid and can proceed. For example, if it is a scheduled delivery and the delivery person is unavailable that day, this is a good time to contact the customer to explore other options for them.
Also during any of the stages, pick lists can be generated in either letter size or receipt size. This will be dependent on the device being used having a printer connected. If there is no printer connected it will generate as a pdf in the size selected. Selecting the size and clicking generate will create the pick list.
8.5x11 (Letter size) :
Receipt size :
Pick lists can also be generated for multiple orders at once from the order screen. This is done by selecting multiple orders and clicking the Mass Action button. The letter size or Receipt size can then be selected from the menu that appears and then clicking the Select button.
After reviewing the order while in the Pending stage, it can be moved to the Picking stage by clicking the Send to Picking button.
Picking can be done with our without a pick list and with or without scan verify. Scan Verify will let you scan the items as they are picked or brought back to the staging location. The items can also be noted as picked manually be double clicking the item or by selecting and then clicking the Details
Scan Verify :
Once in the Scan Verify window you can scan items to add them to the order. Items that do not meet the required quantities will be Orange. Once the proper amount has been picked the item’s line will turn black. Picking too many will result in an error message that requires hitting OK to clear and then will have to be manually adjusted. Clicking on the number picked will let a manual edit occur.
After the scan verification is done, the Close Scan Verify button can be clicked to close it. If needed the Scan can be reset with the Reset Verify button which will set all picked items back to 0.
Items can also be selected and double clicked on or highlighted and then clicking the Details button to bring up the Manage Products window to manually edit the quantities picked. Notes about the product can also be added.
Multiple items can also be selected and then when the Details button is clicked, arrows will be added to the Manage Products window to allow editing the multiple items selected. Clicking Save on the current product will also advance to the next product.
After Picking is completed the order can be advanced to Packing by clicking the Send to Packing button. Packing where the order is put into bags, boxes, or whatever will be used for this type and size of order.
After Packing the order can be moved to Staged by clicking the Send to Staged button. Staged is where the packed order is put while waiting for the customer, delivery personnel, or shipping personnel to arrive to receive it.
Once the order is picked up it can be marked as completed by clicking the Send to Completed button. Once it is completed a Close button will appear and the order can be closed.
After being marked as completed the order can be viewed by selecting Completed from the status dropdown menu if that is not already checked. That is usually left unchecked to prevent clutter on the order screen from old orders being visible.
If an order needs to be cancelled this can be done from the pending stage. If it turns out it needs to be canceled after this stage, the order will need to be moved to pending with the status dropdown menu. This will prompt to be sure you want to do this and it will then reset the items picked back to 0.
Once it is in pending it can be cancelled by using the status dropdown menu again.
Any items that have been picked will need to be returned to their normal location in the store. If the order was already paid the invoice will need to be returned as per a normal return in the Cash Register. If it was a Pay at Pickup the sale will be in a hold and that hold should be loaded and then cancelled in the Cash Register.