Orders are a pivotal feature within the Ooooby platform, designed to streamline the management of your deliveries from start to finish. This overview provides hubs with a centralized view of upcoming orders by day, including all necessary details to efficiently pack and deliver customer orders. Understanding how to navigate and utilize this section can significantly enhance your operational efficiency.
What are Orders?
A single order is a confirmed sale to a customer for some products, which is ready to pick and deliver. Orders are grouped by delivery days and proceed through four states;
Planning: Curate your standard boxes, check upcoming orders, and plan for the week ahead. Customers cannot see any information about orders in this state. When you are ready to share this with customers, press "Publish Preview" to move to the Published state.
Published: Customers can now see the planned upcoming boxes and make further adjustments to their upcoming orders. When you want to stop customers from making any changes, press "Close Orders" to move to the Processing state.
Processing: Customers can no longer make changes. This is the time to place supplier orders, harvest crops, pack boxes and make deliveries. When deliveries are done, press "Set as Completed" to finalise orders, debit customer accounts and prepare for billing. This moves the orders to the Done state.
Done: No more changes can be made by yourself or customers. Accounts have been debited, and are now ready for billing.
In your navigation you'll see reference to "Future Orders" and "Active Orders". The former includes orders still to be confirmed - i.e. in the Planning or Published states. Active orders include those that are Processing or Done.
Upcoming and recently completed orders are shown on the dashboard.
Advance Orders are a related feature that let you and your customers plan for special events like Christmas - read more about Advance Orders.
Key Features and Actions
Most work will happen when orders are in the "processing" state. A number of features help make this process smooth and consistent and are accessed by going to the order details page for that day.
Order processing features
Delivery Route Details: Shows the number of deliveries per route, box breakdowns, and allows route edits or optimizations.
Product Details: Displays products for the event, enabling deletion of orders with only a specific product, useful for managing stock shortages.
Combine Routes: Facilitates the merging of multiple delivery routes into one, streamlining delivery processes.
Edit Orders: Offers the capability to edit individual orders, customize exclusions or replacements, or delete orders from the event.
Add Orders: Allows adding orders after the event creation, accommodating late customer requests.
Import Orders: This feature, primarily a legacy function from Shopify integration, is generally not recommended for current use.
Set Up Routes: Adjusts driver details or start/end locations for a route specifically for this event.
Delete Event: Removes the event from the overview, reverting changes made during the event setup.
Send Confirmation Emails: Sends detailed order confirmation emails to customers within the event.
Lock Event: Secures the event from further changes post-paperwork preparation, with an option to unlock if necessary.
Set as Completed: Finalizes the event, updating customer accounts and balances based on delivery completion and any adjustments.
Reporting and Documentation
Produce Details: Lists produce included in the event, aiding in exclusion management.
Extras Manifests and Exclusions Report: Provides detailed lists for managing extras and customer exclusions.
Email Details: Compiles customer emails for communication needs, sortable by product type and delivery route.
Box Letters and Checklists: Enables creation of informative letters and generates checklists for supplier items and customer orders.
Delivery Manifests: Offers a comprehensive list of customers, orders, and delivery instructions for each route.
Deliveries Map: Visual map of customer locations for the delivery event.
Print Routes, Chilled Labels, Fresh Daily Labels, Box Labels, and Packing Manifests: Facilitates the printing of various labels and manifests for delivery preparation.
Conclusion
Orders in Ooooby are an essential tool for efficiently managing the lifecycle of deliveries. From initial setup to final delivery, this feature supports detailed planning, customization, and communication, ensuring a smooth operation that meets both hub and customer needs. By familiarizing yourself with these features and incorporating them into your workflow, you can enhance the effectiveness of your delivery service.