Once you have clicked checkout, an order has been created and sent to the vendor for fulfillment. If it was a Manual Order, you will have placed the order with the vendor directly.  We'll show you how to find out everything about your order and what is happening to it.  This is especially useful to requestors, who often have to call/email their purchasing agents to get updates.

This article covers:

• Order Log
• Order Status
• Order Details
• Invoices & Transaction History
• Fix Invoice (New feature)
• Receiving
• Document Upload & Download

Order Log

Your order log is the central location for purchase activity, logging, and tracking.  By default, your most recent order activity is shown first, but you can filter the view to find any order quickly.

If you want to look at a particular order, enter your order number or reference number in the Orderfield. You can also view by vendor, status (details just below), and date range. 

Order Status

A glance at the status column will tell you much about an order.  The statuses are:

• Canceled
• Filled: The vendor has shipped your order and charged your card/billed your PO.
• Received by vendor: The order has been transmitted to vendor but not yet acted upon.
• Ready for vendor pickup: The vendor will log onto the IntraMall Vendor Console to pick up their order.  This status is for vendors who are not electronically integrated with the IntraMall (many small businesses, for example).
• Partially filled: The vendor has shipped and charged/billed several line items from your order.  One or more line items remain to be filled.

Order Details

Clicking into any order (in the Order No. column), you'll see the status of each line item, quantities shipped/remaining, transaction data, documents, messages, and much more. Your Order Details are organized in tabs and contain all data belonging to your order from the time it started as a shopping cart, to the time it was filled.

Invoices & Transaction History

As soon as the vendor updates the IntraMall order with transaction data, the IntraMall generates an invoice immediately. These invoices will remain in your order log permanently, so no need to download and print if you don't want to. In fact, our customers are increasingly going paperless, and we're here to support this trend. 

You'll notice that orders containing multiple shipments (from different warehouses, on different dates, etc.) will typically have a transaction for each shipment. Each invoice will be available on its own line:

For Manual orders, you can create a transaction right here. This article walks you though the process. Once a transaction is created (either by the vendor for regular orders, or by you for manual ones), it is ready to be matched to your credit card charges.

Fix Invoice

If the credit card transaction sent to us from the bank differs from the invoice presented by the vendor electronically in the IntraMall, you'll see a handy red Fix Invoice button right in the transaction section of your order. 

There can be many reasons for an invoice fix, including: adding shipping, handling, and item discounts. Just click the Fix Invoice button...

In this next screen, you'll be able to show the changes. If the item was discounted, you can show the real price you were charged, or simply enter an amount in the "Discount" field.

Scrolling down just a bit, you'll see a field to enter a reason for your change. 

Then click Update Transaction and that's it! You'll see a pink status message letting you know that we're processing the change. You'll get an email when the change has been made, and you can view/download your corrected invoice.

Receiving

Requestors and buyers can enter a receiving date in transaction line (shown above). This creates a goods-received record which is stored with your order, and is a best-practice for procurement.

Document Storage

Documents uploaded to the shopping cart will be stored with the resulting order. These can include packing slips, invoices, pictures, notes, or anything else you want to store with your order.