Pending Orders

Pending Orders shows all orders with status “Pending” (OrderStatus = 3) that are ready to be processed in the warehouse. These orders have been validated and are waiting to move into the processing workflow where they’ll be picked, packed, and shipped.

Quick Access

Navigate to Pending Orders from the warehouse menu (accessible via pending_orders.php) to view all orders ready for processing.

Why Use Pending Orders?

Central Processing Hub

See all orders ready for fulfillment in one place. Track which orders are waiting to be processed and move them to processing when ready.

Bulk Processing

Select multiple orders and process them together using waves or individual processing. Handle large batches efficiently.

Order Details at a Glance

View key order information including items count, shipping carrier, shipping method, customer details, and special notes without opening each order.

Filter by Account

Filter orders by account to process orders from specific customers. Process all pending orders for an account at once.

Accessing Pending Orders

1. Navigate to Pending Orders

   Click Pending Orders in the warehouse navigation menu. The page loads showing all orders with status “Pending”.

2. View Order Table

   Browse the table showing key information: Ship#, Company Name, Order#, Reference#, Order Type, Sub Status, Shipping Carrier, Shipping Method, Ship to address, In Pending date, Order Date, Ship by Date, and notes.

3. Select Orders to Process

   Check the boxes next to orders you want to process. You can select individual orders or use “Select All” to select all visible orders.

4. Process Selected Orders

   Click the Actions dropdown and select Process to move selected orders to processing status.

Key Features

Order Table Columns

The pending orders table displays the following information:

• Checkbox - Select orders for bulk processing
• Actions Menu (⋮) - Access individual order actions (View, Activity log)
• Ship# - Internal system order ID (OrderID)
• Company Name - Account name (AcountID)
• Order# - Customer-facing order number
• Reference# - External reference or PO number
• Order Type - Type of order (regular, dropship, etc.)
• Sub Status - Special status like “Break Pack” if items need to be broken down
• Shipping Carrier - Selected shipping carrier
• Shipping Method - Selected shipping service level
• Ship to - Customer shipping address with name, company, address, city/state/zip, country, email, and phone
• In Pending - Date and time when order entered pending status
• Order Date - When the order was created
• Ship by Date - Latest date the order should be shipped
• Note to Customer - Customer-facing notes
• Note to Warehouse - Internal warehouse notes and special instructions
• Channel - Sales channel or integration source (Amazon, Shopify, Shipedge, etc.)

Order Actions Menu

Click the actions menu (⋮) on any order row to access:

Available for All Orders:

• View - Open detailed order information in a new window showing complete order details
• Activity log - View the complete activity history for the order

Available for Orders Stuck in Process:

• Reset - Reset an order that’s stuck in “inprocess” status back to pending
• Reset/Update - Reset and update order status if it has bin history or shipping records

Bulk Actions

Select multiple orders using checkboxes, then perform bulk operations:

Process Selected Orders:

• Click the Actions dropdown button (green button with checkmark icon)
• Select Process to move selected orders to processing status
• Orders are moved to processing using wave processing for efficiency

Processing Requirements

You must check at least one order to process. Orders that are already “inprocess” will be skipped automatically.

Account-Based Processing

Process all pending orders for specific accounts:

1. Select Account Filter

   Use the Account dropdown in the top navigation to select one or more accounts.

2. Click Process Button

   Click the Process button next to the Account filter (with superpowers icon).

3. Review Summary

   A confirmation dialog shows how many orders will be processed for each account.

4. Confirm Processing

   Click Yes to process all pending orders for the selected accounts.

System Busy

If the system is busy processing other orders, you’ll see a message: “System busy: Please wait a few minutes and try again.” Wait a few minutes and try again.

Break Pack Feature

Some orders may show “Break Pack” or “Break Required” status. This means the order contains pack items that need to be broken down into individual units before processing.

Break Pack Button

If the Break Pack module is enabled, you’ll see a Break Pack button in the top navigation. Click it to open the Break Pack tool in a new window.

Break Required Status

Orders with “Break Required” sub status cannot be processed until the pack items are broken down. Process these orders through Break Pack first.

Viewing Order Items (SKUs)

Expand any order row to see detailed item information:

1. Click Items Button

   Click the button showing the item count (e.g., “(5)”) next to the actions menu.

2. View Item Details

   A detailed table expands showing:

   • Product image (thumbnail)
   • SKU (clickable link to SKU history)
   • Description
   • Sold Price
   • Quantity
   • UOM (Unit of Measure) if applicable
   • Assigned Inventory status (Yes/No)

3. Access Full Order Details

   Click the Details button in the expanded section to open the complete order view in a new window.

Filtering and Search

Column Filters

Use the filter row below column headers to filter by specific values:

• Items - Filter by number of items (range filter)
• Ship# - Filter by Ship# (comma-separated list: ship#,ship#,ship#,…)
• Company Name - Multi-select filter by account
• Order# - Filter by Order# (comma-separated list: ord#,ord#,ord#,…)
• Reference# - Text search filter
• Order Type - Multi-select filter by order type
• Sub Status - Multi-select filter (e.g., “Break Pack”)
• Shipping Carrier - Multi-select filter by carrier
• Shipping Method - Multi-select filter by shipping method
• Ship to - Text search across customer name, company, address fields
• In Pending - Date range filter
• Order Date - Date range filter
• Ship by Date - Date range filter
• Note to Customer - Text search filter
• Note to Warehouse - Text search filter
• Channel - Multi-select filter by sales channel

Quick Filters

Today Filter:

• Click the Today button to filter orders that entered pending status today
• Quickly focuses on today’s new pending orders

Reset Filters:

• Click the Reset Filters button to clear all active filters
• Returns the view to show all pending orders

Global Search

Type in the search box at the top right to search across all visible columns. The search has a 1-second delay to avoid excessive queries while typing.

Status Alerts

The page displays alert buttons showing counts for special statuses:

• Break Pack - Shows count of orders requiring pack breakdown (if UOM module enabled)
• Click any alert button to automatically filter orders with that status

Export Options

Download pending order data for reporting or analysis:

CSV Export:

• Click the CSV button above the order table
• Downloads all visible columns for filtered orders
• Maximum 5,000 records per export
• Filename format: pending_orders_YYYY_MM_D__HH_mm_ss.csv

Excel Export:

• Click the EXCEL button above the order table
• Downloads formatted Excel spreadsheet with all data
• Maximum 5,000 records per export
• Filename format: pending_orders_YYYY_MM_D__HH_mm_ss.xlsx
• Large numbers (16+ digits) are preserved as text to prevent Excel formatting issues

Export Limits

If your query returns more than 5,000 records, you’ll see an alert asking you to refine your filters before exporting. Apply date range or account filters to reduce the result set.

Processing Orders

Individual Order Processing

1. Select Order

   Check the box next to the order you want to process.

2. Open Actions Menu

   Click the Actions dropdown button (green button with checkmark icon).

3. Select Process

   Click Process from the dropdown menu.

4. Confirm Processing

   The order moves to processing status. You’ll be redirected to the Shipping page to continue fulfillment.

Bulk Order Processing

1. Select Multiple Orders

   Check boxes next to all orders you want to process, or click “Select All” to select all visible orders.

2. Open Actions Menu

   Click the Actions dropdown button.

3. Select Process

   Click Process to process all selected orders.

4. Wait for Completion

   A progress message appears. Once complete, you’ll be redirected to the Shipping page.

Processing Limits

You can process up to 1,000 orders at a time. If you need to process more, do it in multiple batches.

Account-Based Wave Processing

Process all pending orders for one or more accounts:

1. Filter by Account

   Select one or more accounts from the Account dropdown in the top navigation.

2. Click Process Button

   Click the Process button (with superpowers icon) next to the Account filter.

3. Review Summary

   A confirmation dialog shows:

   • Account name
   • Number of orders for each account
   • Total orders to be processed

4. Confirm Processing

   Click Yes to proceed or No to cancel.

5. Wait for Completion

   Orders are processed using wave processing. You’ll be redirected to the Shipping page when complete.

Single Account Processing

If you filter to show orders from only one account, the Process button becomes enabled automatically. This makes it easy to process all orders for a specific customer.

Order Status Indicators

In Process Indicator

Orders that are currently being processed show a spinning wait icon (⏳) instead of a checkbox. These orders cannot be selected until processing completes.

Break Required Indicator

Orders requiring pack breakdown show:

• “Break Required” text below the checkbox
• “Please break a Pack into singles and try again…” message if there was an error

These orders must be processed through the Break Pack tool before they can move to processing.

Order Notes

Note to Customer:

• Customer-facing notes that appear on packing slips or order confirmations
• Truncated to 60 characters with “Show more” link if longer

Note to Warehouse:

• Internal notes for warehouse staff
• May include special handling instructions
• Shows attachment icon if packing list PDFs are attached
• Shows “Must arrive by date” in red if specified

💡 Best Practices

Process by Account

When possible, process orders grouped by account. This helps with batch picking and reduces shipping label errors.

Check Break Pack First

Review orders with “Break Required” status before bulk processing. Break packs first to avoid processing errors.

Use Today Filter

Start each day by clicking the “Today” filter to focus on new pending orders. Process these first before older orders.

Review Notes

Check “Note to Warehouse” column for special instructions before processing. Some orders may have specific handling requirements.

Monitor Ship By Dates

Sort or filter by “Ship by Date” to prioritize orders with upcoming deadlines. Process time-sensitive orders first.

Export Before Bulk Processing

Export order data before processing large batches. This provides a backup record of what was processed.

Troubleshooting

Order Stuck in “In Process”

Problem: An order shows a spinning wait icon and cannot be selected for processing.

Solutions:

1. Wait a few minutes - the order may still be processing
2. Click the actions menu (⋮) on the order
3. If a Reset option appears, click it to reset the order back to pending
4. If the order has bin history or shipping records, use Reset/Update instead
5. After resetting, the order can be processed again normally

Can’t Process Orders

Problem: Process button is disabled or shows “System busy” message.

Solutions:

1. Wait a few minutes - the system may be processing other orders
2. Check if you’ve selected at least one order (checkbox must be checked)
3. Verify orders aren’t stuck in “inprocess” status
4. Try processing a smaller batch (fewer than 1,000 orders)
5. Refresh the page and try again

Break Required Orders Won’t Process

Problem: Orders with “Break Required” status cannot be processed.

Solutions:

1. These orders must be processed through Break Pack first
2. Click the Break Pack button in the top navigation (if available)
3. Process the pack items in Break Pack tool
4. Return to Pending Orders - the order should no longer show “Break Required”
5. Now you can process the order normally

Export Shows Too Many Records

Problem: Export button shows alert about too many records (over 5,000).

Solutions:

1. Apply date range filter to reduce the result set
2. Filter by specific account(s) to narrow results
3. Use additional column filters to further reduce the count
4. Export in multiple batches using different filter combinations
5. Maximum export is 5,000 records per file

Can’t See Order Items

Problem: Clicking the items button doesn’t expand to show SKUs.

Solutions:

1. Wait a moment - the items table loads via AJAX and may take a few seconds
2. Check your internet connection
3. Refresh the page and try again
4. Verify the order actually has items (check the items count number)
5. Try clicking the button again after the page fully loads

Account Filter Not Working

Problem: Selected account filter doesn’t show expected orders.

Solutions:

1. Clear all filters using “Reset Filters” button
2. Re-select the account from the dropdown
3. Verify the account has pending orders (check the order count)
4. Make sure you’re not filtering by date range that excludes the orders
5. Try selecting a different account to test if the filter is working

Related Documentation

Next Steps:

• Processing Orders - View orders actively being fulfilled
• Shipping Labels - Generate shipping labels for processed orders
• Picking Operations - Manage order picking workflow

Related Features:

• Orders Overview (OMS) - Client view of all orders
• Break Pack - Break pack items into individual units
• Inventory Management - Warehouse inventory overview