Order Tracking User Guide

Overview

The Order Tracking page provides comprehensive order management and tracking capabilities for monitoring order status, logistics, and fulfillment across inbound and outbound orders.

Key Features

1. Order Type Tabs

• Inbound Orders: Orders received from suppliers/vendors
• Outbound Orders: Orders sent to customers/buyers
• Tab Navigation: Switch between order types using the tab interface
• Auto-refresh: Data updates automatically when switching tabs

2. Order Search & Filtering

• Search Bar: Real-time search across order IDs, buyer/seller names, and other order details
• Advanced Filters: Access via filter icon (🔍) for detailed filtering options
• Filter Options:
• Status: Filter by order status (Pending, Approved, Shipped, Delivered, etc.)
• Sort By: Choose from available columns (Order ID, Buyer, Seller, etc.)
• Order: Ascending or Descending
• Date Range: Filter by order creation, shipping, or delivery dates
• Account: Filter by specific buyer or seller accounts

3. Order Table View

The main table displays order information with the following key columns:

Core Columns

• Order ID: Unique order identifier (clickable for details)
• Buyer: Customer/buyer account information
• Seller: Supplier/vendor account information
• Order Qty: Total quantity of items in the order
• Order Items: Number of different products in the order

Warehouse Information

• Supply Warehouse: Warehouse where items are sourced from
• Receiving Warehouse: Warehouse where items will be delivered

Date Information

• Placed On: When the order was created
• Shipping Date: When the order was shipped
• Expected Delivery: Predicted delivery date
• Requested Delivery: Customer-requested delivery date
• Delivered On: Actual delivery date (when completed)

Tracking Information

• Tracking Number: Shipment tracking identifier
• Status: Current order status with color-coded badges

4. Order Status Management

Orders progress through various statuses with different actions available:

Status Types

• Pending: Awaiting approval
• Approved: Order confirmed and ready for processing
• Shipped: Order dispatched with tracking information
• In Transit: Order is being delivered
• Delivered: Order successfully received
• Cancelled: Order cancelled
• Declined: Order rejected

Status Actions

• Update Status: Change order status (permission dependent)
• Add Tracking: Add or update tracking information
• Mark Delivered: Confirm order delivery
• Cancel Order: Cancel pending orders

5. Order Detail View

Click on any order ID to access detailed information:

Order Summary

• Order Details: Complete order information
• Account Information: Buyer and seller details
• Financial Information: Pricing, taxes, and totals
• Timeline: Order creation and modification history

Order Items

• Product List: All items in the order
• Quantities: Ordered vs delivered quantities
• Pricing: Unit prices and totals
• Inventory: Current stock levels for each item

Logistics Information

• Shipping Details: Carrier, tracking number, shipping method
• Delivery Information: Expected and actual delivery dates
• Route Tracking: Visual tracking of shipment progress
• Delivery Confirmation: Proof of delivery details

Attachments & Notes

• Documents: Order-related files and attachments
• Notes: Internal notes and comments
• Communication: Messages between parties

Order History

• Status Changes: Complete audit trail of status updates
• Modifications: History of order changes
• User Actions: Who performed each action and when

6. Shipment Tracking

• Real-time Tracking: Live shipment status updates
• Route Visualization: Map view of shipment progress
• Delivery Estimates: Updated delivery timeframes
• Exception Handling: Alerts for delays or issues

7. Column Management

• Customizable Columns: Show/hide columns based on your needs
• Frozen Columns: Key columns remain visible when scrolling
• Column Widths: Automatically optimized for different screen sizes
• Sorting: Click column headers to sort data

8. Data Management Actions

Available Actions (Permission Dependent)

• View Details: Access complete order information
• Update Status: Change order status
• Add Tracking: Update shipment tracking
• Edit Order: Modify order details (limited statuses)
• Cancel Order: Cancel pending orders
• Export Data: Download order information

Bulk Operations

• Multi-Select: Select multiple orders for batch operations
• Status Updates: Update multiple orders simultaneously
• Export: Download selected orders

9. Pagination & Navigation

• Page Size: Adjust number of orders per page
• Navigation: Previous/Next page buttons
• Page Numbers: Direct navigation to specific pages
• Total Count: View total number of orders

Usage Workflow

Basic Order Monitoring

1. Select the appropriate tab (Inbound/Outbound)
2. Review the order table for current status
3. Use search to find specific orders
4. Click on Order ID for detailed information

Order Status Updates

1. Locate the order in the table
2. Click on the status badge or use action buttons
3. Select the new status from available options
4. Add any required additional information
5. Confirm the status change

Tracking Shipments

1. Click on an order ID to open details
2. Navigate to the Logistics section
3. View tracking information and route progress
4. Update tracking details if needed
5. Monitor delivery status

Advanced Filtering

1. Click the filter icon (🔍) to open advanced filters
2. Set your filtering criteria (status, dates, accounts)
3. Click "Apply" to filter results
4. Use "Reset" to clear all filters

Tips & Best Practices

Order Management

• Use status filters to focus on specific order stages
• Set up date range filters for regular reporting
• Monitor tracking information for delivery updates
• Keep order notes updated with important information

Navigation

• Use frozen columns to keep important data visible
• Utilize search for quick order lookup
• Save frequently used filter combinations
• Use keyboard shortcuts for faster navigation

Status Updates

• Update status promptly when orders progress
• Add tracking information as soon as available
• Confirm deliveries to maintain accurate records
• Document any issues or exceptions

Permissions

• Available actions depend on your user permissions
• Contact your administrator if you need additional access
• Some features may be read-only based on your role

Troubleshooting

Common Issues

• No Orders Shown: Check if you're on the correct tab (Inbound/Outbound)
• Missing Columns: Check column visibility settings
• Can't Update Status: Verify you have update permissions
• Tracking Not Working: Ensure tracking numbers are valid

Getting Help

• Use the search functionality to quickly find orders
• Apply filters to narrow down large datasets
• Check order history for detailed information
• Contact support if you encounter persistent issues

Keyboard Shortcuts

• Enter: Apply search or confirm actions
• Escape: Cancel current action
• Arrow Keys: Navigate through table cells
• Tab: Move between form fields
• Ctrl+F: Focus search bar

This guide covers the main functionality of the Order Tracking page. For specific features or advanced usage, consult your system administrator or refer to additional documentation.

Updated on: 23/09/2025