In the pixi Web application, you can process a customer order completely on its order detail page. This page describes the actions in the order header toolbar, the editing of order header details on the General tab and the actions on the Order Lines tab. For an overview of all sections of the order detail page, see Customer Order Detail Pages.

To open an order, navigate to pixi Web > Customer Service > Orders and open the order from the list of orders. To find an order, see Search for Customer Orders.

Video: Order Management Overview

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Statuses

Whether an action is enabled depends on the status of the order and of its order lines. This section lists the statuses and the actions that change them. For the complete lifecycle of an order, see Customer Order Status.

Order Statuses

The order status displays as text in the title of the order detail page and in the Status column of the list of orders.

Order Line Statuses

Each order line status has its own icon in the Status column of the Order Lines tab. You can filter the column by status.

Status Changes by Action

These actions change the status of order lines as follows:

• Add item: The new order line has status NEW.

• Save Order: The order lines in status NEW move to the initial status of the payment type of the order, or to ANG, HAL or MIN as described in Save Order.

• Hold order: The order lines move to HAL.

• Release from hold: The order lines in status HAL move to ANG.

• Cancel order and Cancel order line: The order lines move to STO.

• Canceled to new: The order lines in status STO move to NEW.

Details Page Toolbar

The order header toolbar at the top of the order detail page contains these actions for managing the order:

• Save Order (disk icon): Activates the order and saves its new order lines.

• Hold order (hand icon): Pauses the order. For an order on hold, the same button releases it.

• Cancel order (circle with a diagonal line): Cancels all lines of the order.

• Delete order (trash can icon): Deletes an order that has no order lines.

• Shipping Lock (truck icon): Blocks the order from shipping. In the dialog that opens, enter the reason for the lock as a comment and click Save. The order cannot be shipped in Ship-Out until the lock is lifted, and the truck icon displays for the order on the overview pages and on the order detail page. To lift the lock, click the same icon. The History tab lists each lock and unlock.

• Create Direct Invoice (document icon): Creates a direct invoice for the order, which lets you ship the ordered items without a picklist. A direct invoice is not possible when an invoice already exists for the order, when the order is not in status OPEN or its order lines are not in status ANG, when the order is on a picklist, when order lines have best-before date, batch number or serial number tags, or when the order has a customer lock or shipping lock. To finish the process, print the invoice in pixi Invoices and scan it out. For the requirements and the steps, see Direct Invoice Printing.

• Set Priority (exclamation mark icon): Prioritizes a reserved order on picklists, so that an order that must ship faster than usual goes out earlier. On a picklist, prioritized orders are sorted by date. To remove the priority, click the icon again and confirm. Orders in status HOLD can also be prioritized. A prioritized HOLD order can prevent an order in status OPEN from shipping if the HOLD order was prioritized later. For details, see Customer Order Reservation.

• Validate Shipping Address (check mark icon): Checks whether the shipping address matches the US standard format. The action is available only for customers with a ShipRush integration and works only for shipping addresses in the USA. If the validation fails, an error message displays and pixi sets a shipping lock for the order.

• Customer Service (person icon): Opens the Customer Service desktop application.
  
  

The More menu in the toolbar contains these actions:

• Create Reservation: Reserves items for the order that are currently out of stock. Click More > Create Reservation and confirm in the dialog. For details, see Customer Order Reservation.

• Delete Reservation: Removes the reservation from the order.

• Ship Now: Ships the order as a partial delivery. In the dialog, activate the partial delivery and define how to proceed with the items that are not available: cancel them, or keep their status and ship them when they become available. You can ship the remaining items in further partial deliveries or in one shipment. A voucher on the order applies only to the first partial delivery, and activating a partial delivery moves the order to the top of the picklist. For details, see Partial deliveries in pixi.
  
  
  

An action is disabled when the order does not meet its conditions. For a description of all order and order line statuses, see Customer Order Status.

Order Actions

Save Order

Save Order activates an order and saves its new order lines. Save Order is enabled only when the order has order lines in status NEW. The system sets the status of the new order lines as follows:

• Order lines with a positive quantity: Set to the initial order line status defined for the payment type of the order. The initial status is defined in pixi Control Center > Tables > Payment Types, in the Orderline Status field.

• Payment type without an initial status: The order lines are set to HAL and the order is flagged for credit card reauthorization.

• Order line total of zero or less after discount: The order lines are set to ANG, regardless of the payment type.

• Order lines with a negative quantity: Set to MIN (replacement).

The order cannot be saved if customer details are missing. In that case, a message lists the missing details (name, address, payment type or country) and the order does not change. If the order has unsaved changes when you click Save Order, a dialog about the unsaved changes displays first.

Hold and Release Order

Hold and release use the same button in the order header toolbar. For an active order, the button is Hold order. For an order on hold, the button releases the order. The button is disabled when the lines of the order are already scanned, shipped or returned.

Hold Order

To hold an order:

1. In the order header toolbar, click Hold order.

2. In the Hold Order dialog, click Hold.
   
   

   

   
   The order lines are set to status HAL (on hold). A red flag and the status HOLD display next to the order title. The order is paused until it is released.

Release Order from Hold

To release an order from Hold:

1. In the order header toolbar, click the hold button for the order on hold.

2. In the Release Order from Hold dialog, click Release.

All order lines in status HAL are set back to status ANG (accepted) and the hold status no longer displays next to the order title.

If a credit card for the order is not yet authorized, the Credit Card Not Authorized dialog displays before the order is released. Releasing the order from hold stops the authorization process. Click OK to continue.

Cancel Order

Cancel order is disabled once order lines are scanned, shipped, returned or boxed.

1. In the order header toolbar, click Cancel order.

2. In the Cancel Order dialog, click Confirm.

   
   

   
   

   All order lines of the order are set to status STO (canceled) and a confirmation message displays. If the order cannot be canceled the order keeps its status.

Delete Order

Delete order is enabled only for an order that has no order lines.

1. In the order header toolbar, click Delete order.

2. In the Delete Empty Order dialog, click Delete.

The order is deleted and pixi Web returns to the list of orders. If a payment already exists for the order, the order is not deleted.

Edit Order

On the General tab of the order detail page, you can edit the order header details. The tab has three sections, and each section has its own Edit button. You can edit only one section at a time.

• Order Information: DF type, voucher amount, method, product, tools, address remarks, shop comments, gift message, tags, Don't charge VAT and Export e-mail and phone nr. for polling.

• Payment Information: Payment type, bank name, BLZ, account, account name, Ls Nr., IBAN and BIC.

• Shipping Information: Shipping location, ship-on date, shipping costs and shipping vendor.
  
  

To change order information:

1. Open the General tab and click Edit in the section you want to change.

2. Change the required fields.

   
   

   

   
   

3. Click Save. To discard your changes, click Cancel.

Order Line Actions

The toolbar on the Order Lines tab contains the actions Add item, Cancel order line, Delete order line and Canceled to new. To use an action on an existing order line, select the order line in the left column of the grid first. An action is disabled when the order line does not meet its conditions.

Add Item

Add item is enabled only when the status of the order allows new order lines. To add an item:

1. On the Order Lines tab, click Add item.

2. Search for the item and select it.

   1. If a general discount is stored for the customer, the Apply Customer Discount dialog displays the discount in percent. Click Apply to add the item with the discount, or click Skip to add the item without the discount.

3. The item is added to the order as a new order line in status NEW.

4. To release the new order lines for processing, save the order. See Save Order.

Edit Order Lines

You can edit order lines directly in the grid on the Order Lines tab. Double-click a cell to change its value. Editable columns display in bold. The following columns can be edited:

• Item name

• Quantity

• Final gross price

• Discount, as an amount and as a percentage

• Gross price

• Confirmed date

• Item note

• Serial number

• DF type

• Prices

• Location, if your setup displays orders from all locations
  
  

You enter prices as gross amounts on B2C orders and as net amounts on B2B orders. The order totals are updated after each change. When an order is closed or an order line is in a final status, its columns cannot be edited.

Cancel Order Line

Cancel order line is enabled only when the order line meets all of these conditions:

• The order line is not in a final status.

• The order line is not in status EIN (scanned in).

• The order line is not packed in a box.

• The order line is not on an invoice.

To cancel an order line:

1. Select the order line and click Cancel order line.

2. In the Cancel Order Line dialog, click Confirm.
   
   

After cancellation, the order line is set to status STO.

Delete Order Line

Delete order line is enabled only for order lines in status NEW.

1. Select the order line and click Delete order line.

2. In the Delete Order Line dialog, click Delete.
   
   

The order line is removed from the order. If the order line has a reservation, the reservation is removed.

Set a Canceled Order Line to New

Canceled to new sets a canceled order line back to status NEW. The action is enabled only for order lines in status STO.

1. Select the order line and click Canceled to new.

2. In the Set Order line to New dialog, click Set to New.
   
   
   

The order line is set to status NEW. Shipping costs that belonged to the order line before it was canceled are not restored automatically.

If a discount voucher is applied to the order and the selected order line is the last order line with a status other than NEW and the order line keeps status STO.

Order Lines in Bundles

A bundle displays as one order line with an expand arrow. Expand the line to see the items in the bundle. When the selected order line is part of a bundle, the dialog states that the action applies to the whole bundle:

• Cancel order line: The bundle and all order lines in it are set to STO.

• Delete order line: All items in the bundle are deleted. The bundle itself is deleted only when it is in status NEW.

• Canceled to new: All order lines in the bundle are set to NEW.

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