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How to Route Orders

How to Route Orders

Owned by Dawn Brunke (Unlicensed)
Last updated: Jan 08, 2025 by Sue Busker
4 min read

Once a decision is made on which locations are sharing a site, and once the basic parameters have been set up, the store needs to decide how to route the orders that come in from the website.  There are two routing options that need to be explained:

  • Auto-Routing

  • Non-Auto Routing

 It should be noted, however, that in BOTH cases, if the system is set to send “In Store Pickup” shipping options to the web, and if the user chooses one of those “In Store Pickup” locations as their shipping method, the system will always route the order to the pickup location, regardless of the routing method selected.  To set up this shipping type properly, please see the “Shipping Codes” section of this document.

Auto routing

The "Auto route to web orders by term when combining to one web site" system parameter is set in PrismCore Admin > General System Parameters.  This can be toggled on and off by the user.

If turned on, then web orders will be auto-routed to a location which best fits its needs, based on the criteria below.

  • The system will first see if “In Store Pickup” is the chosen shipping method.  If so, the order will be routed to the location chosen as the shipment method.

  • If the web order has a SKU that only exists in one location, then the web order will be imported to that location.

  • If the web order has a SKU that exists in a specific term, then the web order will be imported to that term’s location.

  • If the web order has a rental item where that item is on a single active rental period, then the order will be routed to the location.

  • If the web order’s item does not solely meet a single criterion above, the system will route the order to the location with the most stock on hand.

    • If the web order has items on it from multiple locations, and it gets routed to a location that does not have Inventory records for all of the items, then those item will appear on the mail order in red text that reads "SKU <SKU> NOT IN INVENTORY AT LOCATION".

Non-Auto Routing

If auto-rounding is turned off, then web orders will be routed based on the criteria below.

  • The system will first see if “In Store Pickup” is the chosen shipping method.  If so, the order will be routed to the location chosen as the shipment method.

  • If the web order’s item does not solely meet the criteria above, the system will route the order to the main location.

    • If the web order has items on it from multiple locations, and it gets routed to a location that does not have Inventory records for all of the items, then those item will appear on the mail order in red text that reads "SKU <SKU> NOT IN INVENTORY AT LOCATION".

Change Order Locations

Due to the fact that web orders can now be routed to more than just the main store (the location that has web lines assigned), a hammer menu option was added to the Enter Mail Orders  module which allows the store staff to manually change which location to which the web order is assigned. The hammer menu option is independent of the Multi Store system parameters, so it always enabled for web orders, meaning that this parameter can be used without the multi-store being turned on.

The menu option is named "Changed Order Location" and can only be used on web orders that are in a "Ready" status; the menu option is otherwise grayed out. The menu option opens the "Change Order Location" dialog which displays a list of acceptable stores that meet all of the requirements:

  • Each item must have an inventory record for the location

  • If there are rentals, then the order will be assigned to the first store that has a Rental Period attached to the location and that has inventory for the location.

 

First Published 06/26/2020

Edited 06/26/2020

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