This document reviews how to edit customer orders and outlines which order fields can be edited directly by a ColdTrack Live user. Once an order is edited and saved, the optimization status will update and rerun through automations to ensure the optimization plan has the most up to date information.
When can you edit an order?
Orders can be edited by users as long as they have not been released to Deposco and are in a status eligible for editing. Statuses that you are unable to edit in: Deleted, Shipped, and Complete.
The following must be true about an order to move forward with order edits:
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Optimization Status (does not equal) = Complete
- Note: Once the Optimization Status is changed to “Complete”, the order has been released to Deposco and can no longer be edited.
What can you Edit?
The following fields are eligible to edit at the Order record level within ColdTrack Live. Click on any of these to quickly navigate to the section of this article related to editing that field:
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Status: You can move the status to Pending, On-Hold, or Canceled
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Override Carrier Service (changing Carrier assignment)
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Override Warehouse (changing Warehouse assignment)
- Override Cooling Category and Quantity (changing Coolant amount)
- Add New Line Items
See detailed instructions on how to edit these fields within the Editing Order Fields section!
Finding the Order You Want to Edit
Navigating to the Orders Table
To pull up Orders to edit, you must first navigate to the Orders Table. To do this:
1. Within ColdTrack Live, navigate to the left-hand navigation menu and select the “Fulfillment” dropdown, then select “Orders”:
2. Click into the Orders table by selecting “Order” under the Orders Data section:
You can also navigate to the Orders table by using the Quick Navigation Menu and typing “Orders”.
Pulling up the Order
To search for orders to edit, you can filter the table by a variety of fields. Some of the most commonly filtered fields include:
- Id: Represents the Order Number
- Source System: The system the order comes from
- Source System Order Id: The Id for the order from the system it came from
- Source System Order No: Represents your customer’s order number from the online shopping cart or sales channel.
- Shopping Cart Order Id: the Id of the order from their shopping cart (if available)
- WMS System: Warehouse Management System used for your orders
- For Example: You want to look for a specific order based on the Source System Order No:
1. To search for a specific order, click “Add Filter”, then search for and select “Source System Order No”
2. Ensure the Operator is set to “Equals” then paste your order number in the “Value” box:
3: Select the Id to open the Order record.
For more information on Filtering Tables, check out the How to Add Filters Article!
Editing Order Fields
Once you are in the Order record of the Order you want to edit, select “Actions” in the top right corner, and choose the “Edit” option.
You will see a list of fields available to edit, broken down into sections on the left hand side for quick navigation. Once you finalize your edits, be sure to save the edits by selecting the “Save” button in the bottom right corner. If an incorrect field or value was edited on the order, the following error message will be display upon attempting to save the changes:
“Error updating Order: You may not change the value of Source System Warehouse ID”
The following list outlines the fields that can be edited on an order:
Status
An order may reflect an original status of "Unknown", this status is the default upon order creation and can be edited to the following three statuses:
- Pending: The order will be optimized for release to WMS
- On-Hold: Hold the order from being packed and shipped until placed back in Pending status
- Canceled: Cancel the order as it is no longer required to be packed and shipped
Status field location:
- Note: If you wish to “un-cancel” or release an order from “On Hold” change the status to PENDING
Override Carrier Service
When Override Carrier Service is selected, the carrier chosen will override the ColdTrack Live Optimization Carrier/Service and assign the Override Carrier Service to the order. Please be mindful to edit the “Override Carrier Service” field and not “Carrier Service” field in order to successfully update.
- Note: You may only choose a carrier/ service that is eligible for your account with Coldtrack
Override Warehouse
When Overriding a warehouse, the warehouse entered in this field will override the result of the Coldtrack Live optimization warehouse, and assign the Override Warehouse to the order. Please be mindful to select the “Override Warehouse” field, and not the “Warehouse” field for the update to successfully save the field.
Select a warehouse option from the drop down list of warehouses. This list is specific to warehouses that are currently set up to fulfill your orders. To add additional warehouses, please reach out to a ColdTrack Support contact.
The following options are the most commonly available:
- Edison (Coldtrack Edison facility)
- Patterson (Coldtrack Patterson facility)
Override Cooling Category and Quantity
When you need to override coolant on an order, you have to edit two fields:
- Override Cooling Category: Sets the Order to Ambient or Frozen. If you have any coolant (Dry Ice or Gel Packs), be sure to set this to "Frozen". If there is no coolant required, select "Ambient". If you are simply adding additional Coolant to an already "Frozen" Order, you should not have to adjust this field!
- Override Cooling Quantity: This sets the quantity of the Coolant, adjust this to add more or less coolant to the Order.
Update Bill To and Ship To Information
Any field associated with the Bill To or Ship To data on an order can be edited. Once this data has been updated and saved, any changes made will be sent over to Deposco.
- Note: A Ship To phone number is required and you may see a static default of 999-999-9999 in a case where no ship to phone number was present on the order. Ensure this default is present after any changes.
Replace Line Items
To replace a line item, select “Actions” in the Top Right corner, and choose the “Replace Line Item” option
- Note: Changing a line item (the “to” SKU) does not currently validate the new SKU against item records in Deposco so you must ensure the SKUs are typed in (or pasted) exactly as they’re set up in Deposco
- Note: You can only replace a component SKU for another component SKU - you cannot replace bundle SKUs using this feature
Add New Line Items
You can also add SKUs by navigating to the “Line Items” section, click “Add New”:
- Type in the SKU you want to add
- Type in the quantity
- Click “Save”:
Change/ Remove Line Items in Bulk
You can remove SKUs (and bundles) in this section
- Click “View All”
- Click on the item(s) you’re looking to remove
- Select “Actions” and click "Edit" or “Delete”
- Navigate through the preview and confirmation prompts
- Select the “Submit” button
Check out our related articles below!