Import Standard Orders

Standard Orders are lists of products that a customer orders regularly. These are setup in the Standard Orders tab of the Customer Details screen.

Once standard orders are set up for your customers, you can use the Import Standard Orders option in the Orders menu to import them and generate customer orders for the selected date(s).

When to Use Importing Standard Orders The Import Rules Top

When to Use Import Standard Orders

If your standard orders don't contain quantities and you have customers who don't receive deliveries every day, you will not want to import all standard orders every day. Doing so would create a lot of empty orders. Instead, when the customer has an actual order for the day, use Create New in My Orders. The standard order will be imported just for the order you are creating.

Circumstances in which you may want to use Import Standard Orders include:

1. All your standard orders have quantities and you create orders in advance because you use them to create Depot Orders for several days in advance.
2. You have customers who always receive their standard order every day.
3. You have customers with Build To quantities in their Standard Order and you don't want to manually create the order each day because you don't know the quantity to be delivered until you get to the customer and count what is still in the fridge.

In the last two cases, you may have some customers for whom you want to import standard orders, and some that you don't. Customer Groups can be used to select only some customers for importing standard orders.

Using Customer Groups

If you have only some customers for whom you would like to import standard orders, consider using Customer Groups to select only certain customers for the import.

To use Groups to import standard orders for only some customers:

• Create a new Customer Group called, for example, "StandardOrder Import" with a code of "SO"
• In Customers:
  • Go to the Customer Details screen of each customer for whom you want to import standard orders
  • Under Rounds and Groups, add the customer to the new "StandardOrder Import" group
    • Each customer can belong to multiple Groups, so you can just add the new group to any existing groups the customer may belong to
• When importing standard orders:
  • In Customer Group, select the new "StandardOrder Import" group

When you do the import, only those customers that belong to the "StandardOrder Import" group will have standard orders imported and customer orders created.

Importing Standard Orders

• Select Import Standard Orders from the Orders menu
• Enter the criteria to be used when importing the standard orders and creating customer orders:
  • Date From and Date To: Select the date range for which you want to import standard orders
    • Dates default to your Working Date
    • Standard Orders, if they exist, will be imported to create orders for each day in the selected date range
  • Customer Round: To restrict importing to only some rounds, select one or more rounds here
    • Leave blank to include all Rounds when importing
    • To remove a Round from the import criteria, click the x to the right of the Round name
  • Customer Group: To restrict importing to only some groups, select one or more Groups from the drop-down list
    • Leave blank to include all Groups when importing
    • To remove a Group from the import criteria, click the x to the right of the Group name
  • Customer From and Customer To: If required, you can restrict the import to a range of customer codes
    • Leave blank to include all customer codes
  • Billing Method: If required, select a billing method to restrict the import to only customers with that billing method
    • Select Any Method to include all billing methods
  • Add Missing Items to Existing Orders: Tick this option if you have already imported standard orders, but have added new products to one or more standard orders since that import.
    • Re-importing with this option ticked will add the new product(s) from standard orders to the existing customer order, but will not update any products imported previously.
      
      • For example: A customer's Standard Order containing 3 products has already been imported, and you have updated the quantities for those products in the customer's order. You now add 2 more products to the customer's Standard Order and wish to also add those products the existing order. You can re-import with Add Missing Items to Existing Orders ticked. The 3 previously existing products and quantities will not be changed, but the 2 new products will be added to the customer order.
  • Only Import Order with Qty: Tick this option to import only standard orders where at least one product has a quantity for the day
    • All products in the standard order for that day will be imported, including those with no quantity
    • If no products in the standard order for that day have a quantity, no import occurs and a customer order is not created

    • NOTE: If your customers order online via your website or the app: 

      • This option should be ticked if there are customer standard orders with no quantities
        • Importing Standard Orders creates an existing order in EasyVend and on the the online ordering website; if you do not tick this option, you may create many empty orders; your customers will have to enter quantities in the existing empty order, which is more difficult than creating a new order
      • A better approach for customers with no quantities in their Standard Orders is:
        • In each online customer's Standard Orders tab, click Add to Favourites
          • This will add all products in the standard order to the customer's Favourites list in the Online Order Portal, making creating a new order fast and easy
        • Ensure Only Import Order with Qty is ticked when importing Standard Orders

• • Last Import Date: Displays the date of the last import of standard orders
• Click Import
  
  
• A summary is displayed showing the number of customer orders created and the number of standard orders that were ignored
• If a Default Purchase Order Reference has been saved in the customer's Standard Order tab, new orders created will use this default as the Customer PO
  
  
• Imported Orders: Click this button to open the My Orders screen in a new browser tab
  • The My Orders screen will display orders for the same date range as that used when importing the standard orders
  • From My Orders you can view and update the orders created by the import

The Import Rules - Why are Some Standard Orders Ignored?

To avoid overwriting updates you have already made to customer orders, EasyVend checks for an existing order when importing Standard Orders. If an existing order is found for the date and customer being imported:

• If the existing order is a manual order (created using Create New in My Orders or using Quick Entry Orders) the existing order will never be updated or overwritten
• If a customer added the existing order using the online order portal, the existing order with never be updated or overwritten
• If Standard Orders have already been imported, importing again will not update, delete or overwrite standard order products that have already been imported
  • If Add Missing Items to Existing Orders is not ticked, products added to the Standard Order since the previous import will NOT be added to the existing order
• If Add Missing Items to Existing Orders is ticked, products newly added to standard orders will be added, but previously imported products will still not be updated, deleted or overwritten
• If the Customer Order cannot be changed (e.g. a docket has been printed or it is marked as 'Delivered' etc), it will never be updated or overwritten when importing from standard orders

These rules mean that accidentally importing twice for the same date will not make unwanted changes, and will not change manual orders added by you, or online orders entered by the customer.