You use order categories to create a more streamlined add service order process. You can create an order category for each type of service order (audio visual, catering, etc.) and then customize the Add Service Order screen for each order category. You can also configure security using order categories to limit which users can add orders for a particular category.
You can also search, sort and group by order categories, use them in summary fields and use them as wildcards in Word Merge documents.
Add an Order Category
- Click the Order Categories link from the Main Menu. The Order Categories screen opens.
- Click the Add button. The Add Order Category screen opens.
- Enter the name of the category into the Description field.
- Click OK.
- Repeat steps 2-4 to create all the necessary order categories for your organization.
When you add an order category, a custom link is automatically created for it so it becomes available on the:
- Global Navigation Bar - Click the arrow next to the Service Orders button.
- Service Orders screen and Service Orders Section/Tab – Click the arrow next to the Add button.
Customize the Add Service Order Screen
One of the biggest advantages of using order categories is customizing the Add Service Order screen for each order category. This allows you to only display the items for each order category. For example, if you create an Audio Visual order category, you can customize the Add Audio Visual Service Order screen to display only the audio visual items and not display beverage or food items.
To customize the Add Service Order screen for order categories, you need to edit the layout of the screen for each order category. When editing the screen layout, you create the custom service order items for the necessary items within each category. See Custom Order Item Fields for creating custom service order items.
After you create the custom service order items for each category:
- From the Global Navigation Bar, click the arrow next to the Service Orders button.
- Select the Add option for the order category you want to customize the Add Service Order screen. The Add Service Order screen opens.
- Click the Edit Layout link in the lower right corner of the screen. The Edit Layout screen opens.
- To only allow ordering for the custom service order items and not provide access to the other price list items:
- Click the X to the right of the Filters section to remove it from the screen. It moves to the Available Sections area of the screen.
- Click the X to the right of the Items section to remove it from the screen. It moves to the Available Sections area of the screen.
- Using the six (6) dots to the left of the field label, select one of the custom order item fields you created from the Available Fields area. You may need to click the Load All button to view all the available fields. You can use the search field at the top of the screen to locate a field. Fields matching the search value are highlighted in yellow.
- Drag the field to the Layout Sections area of the screen using the mouse.
- Place the field in the desired location.
- Release the mouse button to drop it into the correct location. The field shows with a green bar on the left to indicate it is added to the screen.
- Continue steps 5 - 8 to move all the custom order items for the order category onto the Add Service Order screen.
- Click OK.
- Repeat the above steps for all other order categories.
The custom order item(s) display on the Add Service Order screen if the price list assigned to the service order has those items assigned to it. If the selected price list does not have those items assigned to it, the the custom order item(s) do not display.
Change an Order Category
You can change the description of an order category after you have created it. When you change the description for an order category, it updates wherever the order category is used. If you don't want to update the already existing order category information, then you must add a new order category using the steps in Add an Order Category.
- Click the Order Categories link from the Main Menu. The Order Categories screen opens.
- Select the order category to edit.
- Right-click and select Edit. The Edit Order Category screen opens.
- Make the desired change.
- Click OK.
Delete an Order Category
If you no longer use an order category and don't want to keep a record of it, you can delete it. When you delete an order category that is used, you receive a prompt to select an order category to replace the order category you are deleting. You cannot undo the delete or delete and replace process.
- Click the Order Categories link from the Main Menu. The Order Categories screen opens.
- Right-click on the order category to delete.
- Select Mark for Delete.
- Click the Save button. If the order category is used, the Replace screen opens.
- Select the order category from the drop-down to replace the deleted order category.
- Click OK.
Order Category Security
You can configure security with order categories so users cannot add orders for order categories they do not have access to. For example, only the Audio Visual Department can add Audio Visual orders and the Catering Department can add Catering orders. To configure security with order categories:
- Click the Order Categories link from the Main Menu. The Order Categories screen opens.
- Select the order category to restrict access.
- Right-click and select Edit Custom Report or Link. The Edit Custom Report or Link screen opens.
- Expand the Advanced section.
- Select the appropriate Access Type:
- Only One User - If selected, only the user selected in the User drop-down can see and use the order category.
- Everyone - If selected, all users can see and use the order category.
- Users and Roles - If selected, only users assigned to the selected role(s) in the Roles drop-down can see and use the order category.
- Click OK.
Comments
11 comments
Using the order category would be great if you could select more than one category when filtering. It seems that you can only filter by one at a time, so if you want to choose two order categories for a view, you are unable to do so. Wondering if anyone else has thought this as well. Thanks.
0 upvotes
This is a brilliant feature. Is it limited to 'Service Orders' though? We want to run our orders from Forecast through to Actual but it seems Forecast Orders are a different 'type' as well as a different phase. I need to be able to use the categories at the forecast phase so there is consistency when they are copied over to the Ordered phase.
1 upvotes
Hi Sean,
This is currently limited to only service orders.
Thanks,
Maggie
0 upvotes
Maggie, is there a way to have the order category be a drop down choice when filtering as opposed to only having one at a time? Thank you.
0 upvotes
Hi Eileen,
The order category filter currently only filters for one category at a time. I can understand the benefit of it being multi-select. Please enter an enhancement request with our Client Care Team so they can route it to our Product Managers.
Thanks,
Maggie
0 upvotes
Hello,
I'd like to second Sean's enthusiasm for this feature, and the request to extend Order Categories to Forecast Orders.
Zak.
0 upvotes
Hello Ungerboeck - has extending Order Categories to Forecast Orders made it's way up the feature list yet?!
Zak.
0 upvotes
Two things consistently stop me from being able to use Forecast Orders.
Please PLEASE consider.
0 upvotes
I'd also add: ability to copy from a Service Order to a Forecast Order.
(these are now posted as a Venue Product idea: https://supportcenter.ungerboeck.com/hc/en-us/community/posts/360010060973-Expand-Forecast-Order-feature-set )
Zak.
0 upvotes
Hi Zak and Sean,
These aren't on the upcoming development schedule so nothing in the plans as of right now.
Thanks,
Maggie
0 upvotes
Hello - bumping this thread: any hope yet for Forecast Orders to join the Order Categories club?
0 upvotes
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