Quick Start Guide to Repeat Orders

This guide is for learning how to handle repeat orders.

Repeat orders will come into the system either by being put in by an employee in the cash register under the customer or by a customer setting an order to be repeated on the website.

Most repeat orders will be created by a customer checking Repeat Order in the shopping cart while checking out and setting a schedule when placing an order on a Pinogy Ecommerce website. The repeat order will not be added until the customer completes the sale in checkout.

Manually entering a repeat order can be done with the following guide :
How to manually add a repeat order to a customer's account.

There are two parts to handling repeat orders: Getting the ordered products ordered from suppliers, and then converting the Future Repeat Orders to Active Orders.

Purchasing and Receiving

To get the products needed to fulfill the upcoming orders, you will need to add those products to your purchase orders. This can be done within the Purchasing and Receiving module.

Create a Purchase Order for a supplier. You do not need to do this just for repeat orders. This can be done as part of a normal order.

While making a Purchase Order to submit to a supplier, click on the Repeat Orders tab. This will work with any method of making a Purchase Order. On the Repeat Orders tab, you can see any upcoming orders that can be fulfilled with items purchased from the supplier. This will include the product description, quantity, and when this order’s next delivery is. The timeframe for adding the repeat orders should be your order frequency plus lead time times two. So if you have a 7-day frequency and a 3-day lead time for a supplier it will show any repeat orders that are scheduled for the next 20 days.

You can highlight the order and click the Add button to add the products for that order to the actual Purchase order’s list of products to be ordered, or click the Expand button to get more details about the repeat orders.

If you click Expand, it will include the customer’s name and the frequency. This lets you review the repeat order before adding it, in case something has happened that may require holding off on fulfilling that particular order. Customers not picking up their other recent orders or other similar issues may make you want to review those orders further before continuing to fulfill them. Also, you can review the quantities needed, and if you already have the product in stock, you may not need to order the products and can just convert the order directly to an active order.

After reviewing the orders, you can add the products needed to the Purchase order by clicking the Add button. If you have enough and just want to convert the order to an active order to be fulfilled, you can click the Convert To Active button. If you convert it to active, it does not add the products to the purchase order. If you don’t want to do either, then click the Close button to leave the repeat order unfulfilled.

After adding any products for repeat orders to the Purchase Order, you can continue adding other products or submit the purchase order as normal. Any repeat orders you do not want to fulfill can be left in the Repeat Orders tab or the purchase order.

Cash Register

In the Cash Register module, you can view existing Future Repeat Orders in Orders by clicking the Future Repeat Orders tab. You can edit the orders or convert them to active orders.

Double-clicking or highlighting and clicking manage on an order will let you view and edit one of the repeat orders.

The orders can also be converted to active orders to be processed by highlighting them and clicking Convert to Active. A confirmation window will appear, and you will need to click Yes to convert it to active.

The order is now active and ready to be taken through the pending, picking, packing, staging, and completing process your store uses to handle orders. If you need to review how to handle orders, please use the following guide: How to Handle Orders