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Create an Order Confirmation

Overview​

Order Confirmation is data for finalizing the final order details for the relevant order.
From the Order Management in the Maker App, you can create an order confirmation for orders where an order confirmation has not yet been created.

Purpose​

By creating an order confirmation, the content treated as formal order data on DEXTRE becomes clear, making it easier to control the confirmation and management of order details.
By combining notification to the buyer and the approval (agreement) process, you can handle the sharing of order details and consensus building on DEXTRE.

Secondarily, it also leads to the following purposes:

  • Consolidate changes to order details into the order confirmation to reduce mistakes and erroneous operations
  • Standardize operational procedures to prevent dependency on individual skills

Feature Description​

Types of "Orders" in DEXTRE​

In DEXTRE, two types of order data are managed separately for a single order: Original Order and Order Confirmation.

Original Order is snapshot data that retains the content at the time the order was created.
In the stage before creating an order confirmation, only the original price (wholesale-to-retail ratio or discount rate) can be modified.

Order Confirmation is data for finalizing the final order details for the relevant order.
In the DEXTRE system, in principle, the content recorded in the order confirmation is treated as the official order data.

Orders for which an Order Confirmation can be created​

Order Confirmations can be created for orders with an order status of Not Created.

For orders in the Not Created state, indications such as Please create an OC or Required to create OC are displayed on the screen.

When an order confirmation is created, the order transitions to the created state, and the indication switches to OC Created.

What you can do by creating an Order Confirmation​

In creating an order confirmation, you can perform the following operations to finalize the order details.

  • Changes to order details such as the wholesale rate or discount rate, ordered quantity, price, and delivery date
  • Addition of order items
  • Addition of shipping fee
  • Input of comments (notes) for PDF download
  • Sending email notifications to buyers
  • Setting up approval (agreement) procedures by the buyer
  • Applying tags to the order

Through these operations, finalize the final order details as an order confirmation.

Handling after creating an Order Confirmation​

Creating an order confirmation is not mandatory for operation.
However, some features such as delivery and billing process data on the premise that an order confirmation has been created.

The created order confirmation can be changed as many times as necessary from the Update OC feature.

Instructions​

Moving to the Create Order Confirmation screen​

  1. Click Transactions menu > Order Management.
  2. Search
    You can search for orders by filtering from each item.
  3. Click the Create OC button for the target order.
    You will be redirected to the "Place an order confirmation" page.

How to input the form​

The following explains how to input for each section.

Buyer​

You can set notifications to the buyer and whether approval by the buyer is allowed.

info

Currently, notification settings and approval settings cannot be configured for offline buyers.
Settings can only be configured for buyers capable of online transactions.

  1. Turn notification-sending on or off
    Specify "Enable" or "Disable" with the toggle button.

    • Enable: Sends a notification email from DEXTRE to the buyer. You can enter the email body at the same time.
    • Disable: No notification email will be sent to the buyer.

  2. Allow OC Approval by buyer
    Specify "Enable" or "Disable" with the toggle button.

    • Enable:
      Enables the buyer to review and approve the "Order Confirmation". The approval result is managed on DEXTRE, and the order status becomes OC Approved.
    • Disable: "Order Confirmation" does not allow approval by the buyer.

Comments​

You can set comments to be included in the order detail screen or order confirmation.
If no comments are needed, proceed to the next step.

  1. Comment
    Enter the content to be displayed as "Comment by Brand" when the buyer accesses the order detail screen from the Buyer App.
  2. Comments in the PDF
    You can enter comments to be displayed at the bottom of the last page of the Order Confirmation PDF (e.g., important notes regarding terms & conditions).
    If the text does not fit on the last page, a page break will be inserted and it will be displayed on a separate page.
    There is no character limit.
  3. Comments in the PDF (Character limit)
    You can enter comments to be displayed in the comment section of each page when the Order Confirmation is downloaded as a PDF.

Tags​

You can set tags to assign to the target order.
If tags are not required, proceed to the next step.

  1. Select Tags
    Select by checking the checkboxes of any displayed tags.
    You can search for tags by entering the "Tag Name" in the search box.

    Click the Create Tag button to create a tag on the spot.
    The Create New Tag modal will appear.

    Refer to Create Tags for how to create tags.
    It explains how to create tags.

Transactions​

You can set the wholesale rate or discount rate and applicable tax for products.
If no changes are required, proceed to the next step.

  1. Transaction Condition
    To change the displayed percentage, change the value of "Ratio or Percent Off" and click the Apply this condition to all products button to apply it uniformly to all products.

    warning

    Due to the "Transaction Term Rate Overrides" feature, different wholesale rates/discount rates may be set only for specific products.
    Before changing the wholesale rate/discount rate, please ensure that no unintended changes will occur.

  2. Apply Taxes
    Select the tax to apply.
    You can apply it to each product by checking the checkbox of any displayed tax.

    Enabling the Display taxes unrelated to the buyer’s country toggle button will display taxes targeting countries different from the buyer's country.

    warning

    Please note that if applicable taxes are not set within each product data, even if you apply taxes in this section, taxes will not be reflected on products with no tax settings.
    *You need to set up tax items that may be applied in advance from "Product Editing" etc.

    Tax is applied to ordered products when the tax applied in the product data matches the tax applied in this section.

Shipping Fee​

You can set the shipping fee to be added to the order.

  1. Select Shipping Fee
    Select one of the following three from the pull-down menu.

    • No Shipping Fee: No shipping fee will be added to the order.
    • Use Original Shipping Fee: Uses the shipping fee set at the time of order.
    • Use Custom Shipping Fee: Adds a custom shipping fee to the order. Set it in Step 2. Custom Shipping Fee.

  2. Custom Shipping Fee
    Displayed when "Use Custom Shipping Fee" is selected in Select Shipping Fee.

    • Display Name: Enter the display name of the shipping fee.
    • Shipping Fee: Enter the tax-excluded amount of the shipping fee.
    • Tax:
      Select the tax applicable to the shipping fee from the pull-down menu.
      You can use the tax master created in "Maker Settings > Tax".

Order Items​

If there are changes to the order details from the buyer, you can make changes as appropriate.
You can view product details without page transitions using Quick View.

  1. Change Order Details

    • Ordered Quantity: You can change it to any quantity. You may not be able to increase the quantity for SKUs with insufficient inventory or SKUs that are "Not eligible for backorder".
    • Delivery Date:
      You can select from "No set delivery date", "Set an estimated delivery date", or "Set an estimated delivery period".
      If setting, please enter the date.
    • Applied Taxes: The currently applied taxes are displayed.
    • Transaction Condition / Ratio or Discount rate: You can change the ratio/discount rate on a per-product basis.
    • Pricing Method: You can select from "Transaction Condition based calculation" or "Manual Price Settings (Without Options)". If "Manual Price Settings (Without Options)" is selected, you can edit the price by directly entering the wholesale price in Price Editing.
    • Price Editing: You can edit "Original Price" and "Price" respectively. "Price" is editable only when "Manual Price Settings (Without Options)" is selected.

  2. Add product
    You can select and add products not included in the order, such as when a buyer requests an addition.

    Check Steps to Add Products for details.
    It explains the procedure for adding order items to the order.

Steps to Add Products​

  1. Click the Add product button.
    The Add product modal will appear.
  2. Search
    You can search for products by filtering from each item.
  3. Click the Select button for the product to be added.
    Once selected, the Select button changes to Selected.
  4. Close the Add product modal with the × button.
  5. Enter the order details for the added product.

Create an Order Confirmation​

  1. Once the settings for each section are complete, click the Next button.
    You will be redirected to the preview page.
  2. Check the preview and click the Create button.

Important Notes​

Transaction Terms themselves cannot be changed​

Once decided, transaction terms such as wholesale rate–based pricing and Incoterms (FOB, EXW, etc.) cannot be changed.
If changes to transaction terms are necessary, you must reject (cancel) the order.

Changes to Ratio / Discount rate require bulk application​

When changing "Wholesale rate / Discount rate", please click the "Apply this condition to all products" button to reflect it.
Since the wholesale rate/discount rate is set for each product, changes will not be correctly reflected unless the application operation is performed.

Also, due to the "Transaction Term Rate Overrides" feature, different wholesale rates/discount rates may be set only for specific products.
Before changing the wholesale rate/discount rate, please ensure that no unintended changes will occur.

About feature restrictions for Offline Buyers​

If the trading partner is an Offline Buyer, the following features cannot be set or used.

  • Turn notification-sending on or off: Email notification to buyers
  • Allow OC Approval by buyer: Approval (agreement) procedure by the buyer

*Since offline buyers are managed only as customer data within the brand, online processing such as system notifications and approvals cannot be performed.

Troubleshooting​

Tax is not applied to order items​

If tax is not reflected on order items even if "Apply Taxes" is set on the Create Order Confirmation screen, please check that the applicable tax is set on the product master side.

Tax is applied to ordered products when the tax selected in "Apply Taxes" matches the tax setting in the product master.