To begin entering a new outbound order, click on the "Order Entry" link on the left side of your home page, then select "Outbound".
Once you click "Outbound" you will be brought to the first portion of the order entry process which is called the Order Header. '
Section 1: Order Header
The Order Header is where the details for the Order are entered by the user.
There are several primary sections of the Order Header screen that you will need to utilize to transmit your order information to Orbit:
- Order Lookup - The Portal will automatically assign an order lookup number based on the next sequential number in the system. This number can be overwritten with your unique PO or order number if desired. The system will not allow you to add a new order with the same order lookup that has been previously imported or manually entered.
- PO No. – Client order number – will appear on packslips and shipping label
- Reference No. – Customer reference number – will appear on packslips and shipping label
- Order Class –
- Sales Order LTL – Less than Truckload outbound order
- Sales Order Small Package – Orders shipping with a small package carrier such as FedEx, UPS or USPS
- Customer Pickup – Orders that your customer will be coming directly to the warehouse to pick up. This should only be used for less than pallet quantities. If the quantities ordered warrant a shrink-wrapped pallet, the Sales Order LTL should be used even if your customer is sending their own truck.
- Owner and Project – These are auto populated by your customer login
- Carrier – Available carriers - please contact your customer service rep if a carrier you would like to use regularly is not populated
- Service Type – Service type for the selected carrier
- Expected Date – The Expected Date of the Order's shipment or completion
- Account – Customer grouping for invoice, trading partner EDI requirements or special labeling.
- Once the account is selected you can either select a saved ship to address or click the Add Address button to enter a new contact address. See the "Selecting an Account" section below for more details.
- Preferred Warehouse – Preferred warehouse for the order to ship from
- Order Notes – Special order notes – these will appear on the packing slip
Selecting an Account
To select an account or enter a new account click the three dots to the right of the account box. This will open the account Pop-up tool enabling the user to select an existing Account or create a new Account for the order.
By entering information into the Lookup code / Name or Account type filters, the Account List will be filtered to match the criteria entered.
Once the account is selected the Select Contact Pop-up enables the user to select an existing ship to address from their list of shipping addresses within the account for the order. To create a new ship to address for the account click on the New Contact button in the lower left.
Uploading Accounts
Orbit can assist with the creation of multiple accounts in Datex so you do not need to manually create them all.
Attached to this article is an excel file that allows you to enter your account information.
Adding a one-time address
To enter a one-time ship to address that is not saved to a particular account for invoice grouping or reporting purposes click the + Add Address box. This will store the ship to address locally to the order only and not be saved as an account within the system.
Whether you select the account and contact shipping address or create a new one time address please make sure the Shipping Address is populated prior to clicking the next field. Without an accurate ship to address your order cannot be processed.
For orders that require third party billing terms for either the small parcel or LTL shipment please utilize the + Add Address button. You can add the Shipping Address first and then click the button again to add the Billing Address for the order.
The addresses will both appear in your Order Header Screen
Once all required fields are entered you can click the next button in the bottom right to save the information for the order header and enter the order details page. If any of the entered information causes an error you will see the Create order failed notification below.
You can select OK and correct the issue and proceed. Depending on the field if certain fields are missing the system will allow you to click the next button and see the Order Lines page but will continue to spin as if it is loading. If this happens click the back button and ensure that all the order header fields are completed and click next again.
If you get to the order lines screen and the page just appears to be loading it is most likely related to a field from the order header page not being entered (typically the carrier). Try hitting the back button and entering the order header information again ensuring that all fields are filled out.
Section 2: Order Inventory
The Order Inventory step is where the user will enter all of the details for the inventory being ordered.
You can search for the items that you are looking to add to the order by scrolling down the complete list of inventory items by typing the material (SKU) number into either one of two boxes on this screen (seen below). As you being entering the item number in either of those fields, the complete list of items will automatically filter down to what you are entering.
Once you find the item that you want to add, use the checkboxes on the left hand side of the screen to add those items to the order. Once checked, you will be able to enter the quantity that you want to add to the order; be sure to choose the correct unit of measure which is called "Packaging" in Datex.
You also have the option of adding notes to a specific item. Your note will be presented to the picker on their hand-held device as they are working their way through your order.
Once you have added all of the items that you need for that order, click the "Add Selected" button to add all Inventory Items that have a check mark in the Selected box to the Order. To advance to the next screen click "Next".
Section 3: Review Cart
On this screen you have the opportunity to review the items that you selected before finalizing the order.
Each line item, the quantity that you entered, and the packaging type (i.e., unit of measure) are listed.
- If all line items look correct, you can advance to the final screen by clicking "Next"
- If you decide to remove a line item entirely, click the red "X"
- If you need to update a line item, click the button that looks like a paper and pencil - or you can click the back button to return to the inventory details page to add additional items.
Section 4: Check Out
Before finalizing the order, you have one final opportunity to review your cart.
On the final screen you can review the line item count, the ship-to information, and order type.
There are also three (3) colored squares that list the line count, order cost, and order price.
- Order Cost: This is a built in feature that you may choose to utilize. Datex is capable of storing YOUR item's cost. Should you choose to utilize this feature, the total cost of the order would be listed here - this is NOT Orbit's fulfillment cost
- Order Price: As with the Order Cost, Datex is able to store your product's prices if you choose.
Once you are ready to submit the order click "Finish" at either the top or bottom right hand side of the screen. If the order was entered correctly, you will see a message confirming your order was entered.
Common Order Entry Errors
There are a small number of fields / data to ensure that you enter in a particular way. Though your order may have been entered correctly, and Datex accepted it, Datex must then reach out to other service providers (e.g., FedEx, UPS) before work can begin on your order. Below are a few items to be aware of:
- Address Issues
- Address Character Limits: Small parcel carriers (i.e., UPS, FedEx, USPS) have limitations on the number of characters that can appear in address fields. Address lines should contain 35 characters (or less) in order to manifest properly. Datex will accept more characters, but UPS will not. The impact of entering too many characters is that your order will not manifest properly with the carrier and will require manual intervention from the Orbit Customer Support Team
- Phone number extensions: Small parcel carriers allow you to enter ship-to contact phone number. Please do not enter extension numbers on your orders - this will prevent the order from manifesting properly.
- State Abbreviations: Small parcel carriers require that states be entered as abbreviations. Datex will allow you to enter "Virginia" as the ship-to state, but small parcel carriers will not recognize it; you would need to enter that order as "VA", instead. Each letter should also be capitalized.