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Bulk Create Order Confirmations

Overview​

Explains how to create order confirmations for multiple orders at once.

Purpose​

Used when there are multiple orders requiring order confirmations to reduce the effort of creating them one by one and to prevent missed tasks.

At the same time, by unifying the creation procedure, it aims to standardize operations and suppress variations in operation by the person in charge.

Feature Description​

Orders eligible for bulk creation​

Orders with an order status of Uncreated are eligible for bulk creation.

For orders in the uncreated state, notations 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 notation switches to OC Created.

Orders for which an order confirmation has already been created are excluded from bulk creation even if they are selected in the list.

Items that can be set during bulk creation​

The following settings can be configured during bulk creation.

  • Turn Notification-Sending On Or Off: When enabled, emails will be sent to all eligible tradable buyers.
  • Allow OC Approval By Buyer: When enabled, buyers can check the order confirmation and take procedures to approve it on the system.
    Used when you want to conduct transactions more strictly.

Buyer Email Notification Feature​

Enabling Turn Notification-Sending On Or Off sends an email notification from DEXTRE when an Order Confirmation is created.

When sending an email notification to a buyer, you can also set the Mail Body. Text entered in the Mail Body is included as a message in the email.

The recipient email addresses depend on the buyer type.

  • Buyer organization owned by the customer: The email is sent to all notification email addresses configured by the customer.
  • Offline Buyer created by the brand: The email is sent to all email addresses configured for the Offline Buyer. It is not sent to the email address used to sign in to the Customer Order Link.

The sender email address is noreply@dextre.app.

Types of "Orders" in DEXTRE​

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

Original Order is a snapshot of the data at the time the order was created.
Before creating an order confirmation, only the original price (the base price before applying the trade condition rate) can be corrected.

Order Confirmation is the data that finalizes the order details of the corresponding order.
In the DEXTRE system, as a general rule, the order details of the order confirmation are treated as official order data.

Handling after creation of order confirmation​

Creation of an order confirmation is not mandatory in operation. However, in some functions such as delivery and billing, processing is performed 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 Order Confirmation function.

Instructions​

Moving to the bulk creation screen for order confirmations​

  1. Click Transactions menu > Order Management.

  2. From the order list, check the checkboxes for the orders you want to perform the bulk action on.

    • You can narrow down orders by entering conditions in each Search item.
    • Multiple checkboxes can be selected.
    • To select all orders that hit the search conditions, click Select All.
    • Orders with statuses other than the target Order Status can be selected simultaneously, but they will not be included in the target for bulk creation.
    • To uncheck all, click Remove All Selections.

  3. Click the Bulk Action pulldown.

  4. Select Create OCs.
    The "Create Order Confirmations" modal is displayed.

How to fill out the form​

  1. Turn Notification-Sending On Or Off
    Specify whether to send a notification email to the buyer or not with the toggle button.

    • Enable: Sends a notification email from DEXTRE to the buyer. You can enter the Mail Body to be sent.
    • Disable: No notification email will be sent to the buyer.

  2. Allow OC Approval By Buyer
    Specify whether to allow or not allow the buyer to check the order confirmation and take procedures to approve it on the system with the toggle button.

    • Enable: The buyer can check the order confirmation and perform approval operations from the Buyer App.
      The approval result is managed on DEXTRE, and the order status becomes OC Approved.
    • Disable: The order confirmation does not require approval by the buyer.

  3. Target Orders
    You can check the orders for which bulk creation of order confirmations will be performed.

Bulk create order confirmations​

When each setting is completed, click the Create button.

If the process is successful, order confirmations will be created in bulk.

Important Notes​

Individual order details cannot be adjusted​

In bulk creation processing, individual adjustments for each order, such as quantity changes, discounts (change of wholesale rate), and addition of shipping fees, cannot be performed.

For orders that need changes to the amount or content, do not include them in the bulk operation and process them from the individual Create an Order Confirmation screen.

The Same Mail Body Is Sent to All Buyers​

When Turn Notification-Sending On Or Off is enabled, an email is sent to every buyer whose Order Confirmation is being created.

The content entered in Mail Body is sent to every recipient. Do not enter messages intended for specific buyers.

Approval Settings Do Not Apply to Offline Buyers​

If the trading partner is an Offline Buyer, Allow OC Approval By Buyer cannot be configured or used. If orders from Offline Buyers are included in the bulk operation, the approval setting is skipped for those Order Confirmations.

Currently, this feature is available only for buyers who are not Offline Buyers.