Changing the Line or Fulfill Status on an Order Paige Freeman May 17, 2023 18:13 Updated For detailed information on the logic used to activate order lines, please see Understanding the Logic for Activating Order Lines. A line status cannot be changed from "Active" to "Proforma" once packing slips have been printed. When working with Meetings with a waitlist, the waitlisted line in the order is activated if the waitlist quantity in the order is less than or equal to the active space available quantity in the product setup. The following line statuses are available: Active: indicates that the customer has indicated a firm commitment to purchasing the product and financials will be associated with the order. Back-Ordered: (inventoried products only) if an inventoried product warehouse does not contained sufficient inventory, the system will prompt you to create a back-order. If you proceed with the back-order, the system will add the product to the order and, when you save the order, the system will update the inventory totals and split the order into two lines: one for the available quantity with a Line Status of "Proforma" and one for the back-ordered quantity with a Line Status of "Back-Ordered". Cancelled: indicates that the line item has been cancelled. Held: typically used for partially-paid orders. Only active order that has not been fulfilled [Fulfill Status is "N"] can be placed on Hold. To take the order line off hold, right-click the line item and select Make Active. Recommendation: create a contact tracking record as a reminder to take the order line off hold after contacting the customer. For example, if a customer orders an inventoried product, but they are going to be out of town for a few weeks, you can put the shipping on delay by setting the line item to Held. Since HOLD is a Line Status, revenue is NOT recognized when an order line has the Line Status of H. Waitlisted meeting orders lines cannot be put on hold. If you put a membership order on "Hold" the customer stops receiving member benefits and is not included in member counts until you activate the order again. Proforma: a status that indicates that the customer has the intent to purchase, but has not committed to the purchase. This can typically be thought of as "payment pending". No financials exist for proforma orders. If an order status is proforma, all orders lines in the order must also be proforma. Returned: (inventoried products only) indicates that the entire order has been returned. This is only applicable for products in which the "Returnable" checkbox is checked on the General Setup screen in Product Maintenance. Waitlisted: (meeting products only) if the meeting capacity has been sold out (Capacity minus Registered = 0), if wait list is allowed (Wait List Capacity is greater than 0), and if there is available wait list capacity (Wait List Capacity minus Current Wait List registrations is greater than 0), the line status will be set to "Waitlisted". Default line statuses for each subsystem can be defined on the org unit. The short pay restrictions defined at the individual product level override the line status defaults defined on the org unit. The following fulfill statuses are available: Certifications Active: this is the default fulfill status for certification products and indicates there is an active certification process in place for this customer. Expired: indicates that the certification process has expired. Complete: indicates that certification process has been completed successfully Digital/Electronic Content Delivery Active: this is the default fulfill status for digital/electronic content delivery products. Not Fulfilled: when a constituent orders a DCD product that has digital content defined as not yet available, when the Line Status is set to "Active" for the product order line, the Fulfill Status will be set to "Not Fulfilled" and the product order line will not be invoiced. In this scenario, you will not have the ability to manually change the Fulfill Status to "Active". The Fulfill Status will change from "Not Fulfilled" to "Active" and the product will be invoiced when the digital content is added to the product order line via the Digital Content Delivery Files screen. Facility Active: this is the default fulfill status for facility products. Fundraising Active: this is the default fulfill status for fundraising products. Cancel: all of the money applied to the pledge is refunded Terminated: the money paid to date is kept and the pledge amount is updated to whatever has been paid to date and no more payments will be applied to the pledge Inventoried Products Packing Slip Printed: a packing slip is a document detailing each inventoried item that a customer has placed on a single order. This packing slip is included in the shipped box. This fulfill status indicates that the packing slip has been printed, but has not yet been shipped. Not Fulfilled: this is the default fulfill status for inventoried products and indicates that the shipping process has not yet begun. The Shipping Method on an order line can only be changed if the order is "Not Fulfilled"; you cannot change the Shipping Method for cancelled, shipped, or returned order lines. Changing the Shipping Method may result in a recalculation of shipping charges. Make sure to only select a Shipping Method that has been defined for your organization unit and GL account for the country of the selected ship-to customer. Pre-shipped: this means the customer picked up the product in person, and the product is not going to be shipped. Order lines for INV products that have fulfill status of "P" ("pre-shipped") cannot have shipping fees, because pre-shipped order lines do not go through the shipping process (neither INV200 nor INV620 will select order lines for processing if the fulfill status is "P"). For an order line for a non-inventoried INV product to have shipping fees, the non-inventoried INV product must be linked to a warehouse, because the ThreeSixty shipping processes (INV200 shipping screen and INV620 batch process) only select order lines for processing that are linked to a warehouse (i.e., where Order_Detail.WAREHOUSE_ID and BIN_LOCATION are not null). Returned: indicates that the order line has been returned. Products can be returned to inventory, in which case, the inventory numbers will be updated appropriately. Products may not be returned to inventory in which case no changes are made to inventory numbers. This is only applicable for products in which the "Returnable" checkbox is checked on the General Setup screen in Product Maintenance. Shipped: indicates that the inventoried product has been manually marked as shipped or via INV610. Clients currently produce a packing slip/receipt for their customers through the running of the INV620 batch process. A third party vendor processes this information and sends back to client a file with the shipping information included to update the specific order in ThreeSixty . The INV610 process will process a file sent by the third party vendor to upload shipping information, such as ship order date, ship via, tracking number, and export date. INV610 has the ability to adjust quantity and split an order line if needed for a back ordered item. Terminate Standing Order: this means that the no future products will be shipped as part of the standing order but the customer will keep all products that have already shipped. Membership Active: the order is actively being fulfilled (i.e., today is prior to the begin date) or is being currently fulfilled, (i.e., today is between the cycle begin and cycle end date of the order.) Expelled: this is manually set by the end user; this is a code connected with a disciplinary process. This would be a permanent decision by staff to remove a member from the association’s membership roster. All member benefits and renewal processes will ignore this status. Expired: the order has expired, i.e. today is after the grace-date of the order. Typically, an order cannot be “renewed” after expiration. It would most often require a new order. When trying to manually renew an expired order, the user will be given a warning that this is not a typical procedure but should allow it to continue. Grace: the order is in grace. This is the period between the cycle end date and grace date. Typically, member benefits continue through the grace period. This is updated for membership through MBR900. It is also updated from G to E if the renewal order is activated during the grace period of this order. New: New but not yet active. Today is prior to the cycle start date. Proback: if the order was previously proforma for a back-ordered products and no payment was made toward the line, when the INV635 process is run, then the fulfill status will be set to PROBACK. Suspended: this code is manually set by the end user; this is a code connected with a disciplinary process. Please note that if you wish to retain a history of when a member was suspended, the fulfillment status and fulfillment status date will be overwritten if the member's suspension is lifted and the fulfill status is reset to "A", or if the member is expelled. This is a temporary membership state that staff can set if an issue arises. All member benefits, member counts, and renewal processes exclude any customer with this status until a staff member reverts the customer’s Fulfill Status back to Active. This Fulfill Status leaves the Line Status as ACTIVE, so revenue IS recognized. Please note that while web access will not be restricted while in this status, the member will not receive member pricing and will not be able to purchase member only products on the web. Terminate-at-End: the idea here is that the order is not to be renewed and never goes into grace. This may happen because of a transfer from one chapter to another or simply because the user requested it. In any case, the change is something done manually to the order. The MBR900 update process needs to recognize this to change it to Expired after the "Active" period. The implication of this is that the existing membership remains active until the end. If the intention is to stop the membership or subscription immediately, then the line item is cancelled. If the intention is a transfer, then the transfer fulfill status is used. For example, if a member calls Customer Service and decides that they do not want to continue membership after the end of their current period, then select this status. They will continue to receive member benefits until the membership End Date has past and the renewal process will skip this status. Transferred: indicates that the order line has been transferred to a new ship-to customer, to a different product, and/or to a new order. When this status is set, the end date is automatically set on this order and a new order detail line is created to continue service under that new line. The original order will never be renewed. During the transfer, the amount of deferred revenue after the end date will be updated to reflect the end date. If there is a payment on the original order that exceeds the remaining prorated price of the old order, that receipt will be automatically transferred to the new order. Miscellaneous Invoices Active: this is the only fulfil status option for miscellaneous invoice products. Meetings Active: this is the default fulfill status for meeting products. Prowait: this is to differentiate between active waitlisted and proforma waitlisted meeting registrations. This is particularly important since you can capture capacity for proforma registrations (via Commit Meeting Inventory for Proforma Orders checkbox on the org unit setup). If the registration is part of the waitlist and is also Proforma, then the fulfill status is set to "Prowait". Please note that an active waitlisted registration has its line status set to "W"aitlist. In this case, the order is Proforma (P) and the fulfill status is "PROWAIT". Transfer: indicates that the order line has been transferred to a new ship-to customer, to a different product, and/or to a new order. Packages Active: this is the default fulfill status for package products. Subscriptions Active Expel Expired Grace Not Fulfilled Suspend Terminate-at-End Transfer Transcripts Active: this is the default fulfill status for transcript products. If an order has the Order Method set as WEB, you cannot manually activate the order line. This will happen most often when the Order Method is RETAINED via the ORD650 during the membership renewal of a prior membership order that originated from the eBusiness controls. There are three options for the staff: (1) activate the order line via some other means (e.g., receipt creation), (2) if you DO NOT want to RETAIN the Order Method of WEB, change the Order Method to NULL, save, and then manually activate the order line, and (3) if you DO want to RETAIN the Order Method of WEB, change the Order Method to NULL, save, manually activate the order line, save, change the Order Method to WEB, and then save. To change a line or fulfill status on an order: From the Orders Central page, search for the appropriate order. For more information, please see Searching for an Existing Order. From the order summary page, click the pencil icon in the top, right corner. From the Order Details section, click the additional options menu to the right of the desired line item and select Full Line Item Details, as shown below. You must belong to a security group with UPDATE permissions to the Order.LineItemDetails application in order for this menu option to display. The Line Item Details page displays, as shown below. If necessary, change the Line Status. If necessary, change the Fulfill Status. Click Update. Understanding the Logic for Activating Order Lines A key to understanding ThreeSixty orders requires understanding the logic used by ThreeSixty to activate order lines. Typically, activating an order line results in the order line being invoiced, with two exceptions: inventory product order lines are invoiced when the product is shipped and advertising order lines are invoiced when the ad is published. “Line Level 1” Order Lines and Sub-Order Lines Understanding the logic used by ThreeSixty to activate order lines requires understanding the concept of "line level 1" order lines and sub-order lines. Order lines in ThreeSixty are identified with a "line level" and a "related line no" value. Only "master" products can have a "line level" of 1. Order lines that have a "line level" greater than 1 and a "related line no" value that is not the same as order line no are sub-lines of an earlier order line (i.e., they are sub-order lines of the "related line no" order line). To illustrate, a typical membership order might have the following order lines: Example Order No. Order Line No. Line Level Related Line No Order Line Description 10000855001 1 1 1 Professional Membership 10000855001 2 2 1 Virginia Chapter 10000855001 3 2 1 Technology SIG 10000855001 4 2 1 Building Fund Donation Order lines 2, 3 and 4 are sub-lines of order line 1; hence, they have a line level of 2 and a related line no of 1; they are sub-order lines of order line 1. A fundamental, over-arching rule in ThreeSixty is that sub-order lines cannot be made active until the master, “line level 1” order line is made active. In this example, order lines 2, 3 and 4 cannot be made active until order line 1 is made active. Order Line Activation Logic The system uses complex logic to identify when order lines are activated (and, with the exception of INV and ADV order lines, when they are invoiced). The elements that the system evaluates in identifying when to activate an order line are: What is the subsystem default order line status defined for the org unit? Is the product on the order line defined to allow direct price update with a price of $0? What is the short-pay rule defined for the product rate code of the product/rate structure/rate code on the order line, and does the order line meet the short-pay requirements for activation? If the short pay rule is “ADJUST” or “AR”, has a minimum price to activate been defined? Is the order line a “line level 1” order line or sub-order line? Logic Element Detail What is the subsystem default order line status defined for the org unit? The system first looks at what order line status has been defined to default for the subsystem for the org unit of the order. Typically, most subsystem orders are defined to default as "proforma", with the expectation usually being that a payment will activate the order line. The exception to this is that Advertising orders should be defined to be created as "Active". Advertising orders are not invoiced until the ad is published, but unless an advertising order line is active, the ad won’t be published. If the org unit subsystem order line status has been defined to be created as "Proforma", order lines are usually created as proforma, but if the price is $0 and Allow Price Update checkbox is NOT checked (on the General Setup screen in Product Maintenance), and if the order line is a master product created as a “line level 1” order line, the order line will be created with a line status of active. Even if a subsystem has been defined to default to an active order line status, the order line must still meet the other conditions detailed in this chart for being made active. Evaluation of the subsystem line status that has been defined to default for the org unit is only done at time of order line creation. Is the product on the order line defined to allow direct price update with a price of $0? If a product is defined to allow direct price update (i.e., Allow Price Update checkbox is checked on the General Setup screen in Product Maintenance), and the price is $0, the assumption is that the price will be updated to be greater than zero, and the system needs to leave the order line as proforma until the user has a chance to update the price, so that the price update doesn’t create an adjustment transaction. This logic is only evaluated at time of order line creation; it trumps all other rules. If the product on the order line is defined to allow direct price update and it has a price of zero, the order line will be created as proforma. What is the short-pay rule defined for the product rate code of the product/rate structure/rate code on the order line, and does the order line meet the short-pay requirements for activation? ThreeSixty supports three short-pay rules: AR – accept what is paid and record the balance due as accounts receivable REJECT – the order line must be paid in full before it can be activated ADJUST – accept what is paid and adjust the order line price to whatever amount is paid Short-pay rules are defined per rate structure/rate code setup via the Short Pay field on the Rates and Pricing screen in Product Maintenance. If the short pay rule is “AR” or “ADJUST”, has a minimum price to activate been defined? A short pay of “AR” means accept what is paid and record the balance as accounts receivable; a short pay rule of “ADJUST” means accept whatever is paid and adjust the order line price to that amount. When a payment is applied to an order, when the short-pay rule is “AR” or “ADJUST”, the system interprets the payment amount as “zero” if no payment is applied to the order line, and either activates the line and records the full balance due as AR or adjusts the amount to 0 and activates the line. To avoid this, a minimum price to activate of .01 should be defined, so that the system won’t activate a line on a payment of zero. This is defined via the Min Price to Activate field on the Rates and Pricing screen in Product Maintenance. Is the order line a line level 1 order line or sub-order line? If the order line has a line level > 1 and if the related line number is less than the order line no, it means the order line is a sub-order line. Sub-order lines cannot be activated until the related “Line Level 1” master order line is activated. Causes of Order Line Activation Order lines are typically activated in the following order: The order line may be created as active. If an order line is created as proforma, the most typical way for an order line to be activated occurs usually the next step in the life of an order line, and that is upon payment of the order line. If an order line is not activated because of payment, the next most common way for the order line to become activated is for staff to reduce the order line price either by doing a price adjustment, applying a discount or coupon, or making some other change to the order line that causes the order line price to be reduced. If the order line price is reduced to zero or reduced to the amount of a short payment (if the short pay rule is REJECT), the system will activate the order line. The last way an order line is activated is for back-office staff to manually activate the order line. How Activation of a Master Order Line Affects Related Sub-Order Lines As mentioned earlier, it is a fundamental, over-arching rule in ThreeSixty that sub-order lines cannot be made active until the master, “line level 1” order line is made active. Assuming that the master, “line level 1” order line was created as proforma, and is then activated after the order has been saved, the activation of the master, “line level 1” order line causes the system to evaluate whether sub-order lines should also be made active. Remember that there are two elements that are only evaluated at time of order line creation, and are not considered when the system is evaluating whether to activate sub-order lines after the master, "line level 1" order line is activated later, after the original order has been saved. These two logic elements are now irrelevant: What is the subsystem default line status defined for the org unit (defined on the Line Status Defaults for New Orders screen in Organizational Unit Maintenance)? Is the product defined to allow direct price update (i.e., Allow Price Update checkbox is checked on the General Setup screen in Product Maintenance) and has a price of $0? Instead, the system evaluates the following: Logic Element Detail What is the short-pay rule defined for the product rate code of the product/rate structure/rate code on the sub-order line, and does the sub-order line meet the short-pay requirements for activation? ThreeSixty supports three short-pay rules: AR – accept what is paid and record the balance due as accounts receivable REJECT – the order line must be paid in full before it can be activated ADJUST – adjust the order line price to whatever amount is paid Short-pay rules are defined per rate structure/rate code setup via the Short Pay field on the Rates and Pricing screen in Product Maintenance. If the short pay rule is “AR” or “ADJUST”, has a minimum price to activate been defined? A short pay of “AR” means accept what is paid and record the balance as accounts receivable; a short pay rule of “ADJUST” means accept whatever is paid and adjust the order line price to that amount. When a payment is applied to an order, when the short-pay rule is “AR” or “ADJUST”, the system interprets the payment amount as “zero” if no payment is applied to the order line, and either activates the line and records the full balance due as AR or adjusts the amount to 0 and activates the line. To avoid a sub-order line being activated when no payment has been applied, a minimum price to activate of .01 should be defined, so that the system won’t activate the sub-order line unless a payment of at least .01 is applied. This is defined via the Min Price to Activate field on the Rates and Pricing screen in Product Maintenance.