The customer portal allows for a seamless order entry experience for customer submitted orders; however, some of the order parameters a customer is able to select are limited. To ensure consistent order entry, it is possible to configure default or pre-filled order details, and to set the order status (Quote / To Plan) when new orders are submitted.
The order status can be set in 3 locations:
Organisation Settings - This is the default setting and will be used if no other settings are added. Set this as a minimum.
Transport Service - This will take priority over the default setting.
Customer Profile - This is the primary setting if included.
Order Status options include:
Quote: When the customer submits the order via the portal, it will be built and shown as a Quote until processed further.
The customer will see the Quote number assigned in the portal under the ALL tab.
In the tenant, the quote will show in the Quote tab rather than orders.
Once the quote is accepted and sent to planning, it will generate a new order number.
To Plan: When the customer submits the order via the portal, it will be built and shown as an order, with the status 'To Plan'.
The order number shown will be consistent through the duration of the trip.
The system uses a fallback logic to determine which customer portal status field should be used when creating an order in the customer portal:
Status on Customer – If a value is present on customer level, this will be used.
Status on Transport service – If field on customer level is empty, the system falls back to the value on transport service level.
Status on Tenant – If both field on customer and field on transport service are empty, the system uses the value on tenant level.
Configure Order Default and Status
Organisation Settings
Navigate to CONFIGURATION > 'Organisation settings'
Under the 'Customer portal order creation statuses', select how the orders should build in the portal when a customer submits an order.
Transport Service
Navigate to RATES > 'Order Input'
In the left hand menu, select 'Transport Services'. This will show all the available services configured.
Click on the specific service. Navigate to the 'Customer Portal Permissions'.
Customers who can select this service. Allows setting for ALL customers with access to the portal, or specify specific customers only.
Default customer portal order status. When a customer submits an order via the portal, select the default order status: Quote or To Plan.
Cutoff orders with same day collection.
No cutoff for same day collections. Customers can submit order with any date/time for same day pick up.
Orders need to be entered 1 day before collection. A cutoff time will also need to be specified. Customers will not be able to submit an order for collection on the same day as the pick up.
Define cutoff time for same day orders. A cutoff time will need to be specified. Customers can submit an order for pick up on the same day, providing it is before the specified cut off time.
Customer Profile
Navigate to CUSTOMERS > 'Customers'
Click on the customer name to open the profile. If the customer is not visible in the list, use the search box to find the customer.
In the customer profile, scroll to 'Create order: default values'. Select the preferred status from the dropdown menu.
Set Order Default Values
There is also the option here to add Default Order Values.
This can include specific details from the order that are consistent each time an order is submitted.
Once all the details are included, click SAVE.
When a customer creates an order in the portal, the order details will be pre-filled, further streamlining the users data entry requirements.