Open Order Management

Agenda
Why do we need to find Open Orders?

How to find Open Orders

Navigating the Open Order Dashboard

How to manage a list of Open Orders

Moving from Open Order to Invoice

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Key Concepts - Handout
Understand the importance of timely order processing
Understand the three ways to find Open Orders
Identify what is preventing an order from being processed
Respond to customers with updates on orders
Explain how to navigate the Open Order Dashboard
Explain how to set Profiler Settings
Explain how to search for an individual Sales Order
Explain how to Claim a sales order that you created
Explain how to search for orders that you have claimed
Explain how to filter and sort the results in the Open Order Dashboard
Leave notes on orders with extra information based on your research
Explain how to mark an order as complete

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Why do we need to
find Open Orders?
Why do you think it’s
important?
Why Do Order Management?

If you don’t manage your orders effectively,

Ingram will.

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Why Do Order Management?

Some deliveries require

installation services, which have
to be scheduled ahead of time.

Think of this every time you see a

priority order!

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Why Do Order Management?

The customer (both the

reseller and end user) will be
happy

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How to find Open
Orders
There are many ways
How do I find open orders?
Launchpad
– Tool used to display open orders for a team or account
Blocks Report
– Report used to display blocked orders
Open order Dashboard (OOD) / Universal Order Log
– Report used to display open orders

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Launchpad Link to Launchpad

Find open orders for your team/specific accounts

The Launchpad is limited – you can only see a glimpse of open orders!

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Blocks Report /n/tdit/holdsrep

Find blocked orders for your team/specific accounts

The blocks report is limited – you can’t see any open orders that have already been
released!

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How do I see ALL open orders including
ones that are not on a block?!
Open Order Dashboard (OOD) / Universal Order Log Link to OOD

Report used to display all open orders

• Set filters (date range, sales team, etc.)
• Sort
• Displays the status for every open line
• Maintain notes/comments on progress towards
closing (invoicing) the order lines
• Claim orders for ownership
• Remove unnecessary orders

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Navigating the
Open Order Dashboard
OOD
Accessing the OOD
URL Link: [Link]
Add to your browser favorites!

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Profiler Settings

When you first log in, OOD will return all

open orders

Adjust your profiler settings to preset

columns/filters based on your
team/responsibilities

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Profiler Settings – Columns

Check with your mentor for

recommended columns

OOD will save and return you

to the dashboard

Click Save Settings when finished

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Profiler Settings – Filters

Set filters based on Manager, Division, Region or Team

Click Save Settings when

finished

The most common way to filter is by Team

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How to Manage a list
of Open Orders
Claiming Orders, Filtering, Sorting
Managing the Results
What do I do now?
1. Find your orders and Claim them
2. Filter the results
3. Sort the results by:
- Priority
- Revenue
- Margin
- Date

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Managing the Results
Open Order Database is not only used for OPEN orders but also to
keep track of orders YOU created. Personal Order Log!
What is an Order Log?
– List of orders you have created
– Check orders daily
– Take action steps to close/invoice

But how do I keep track of the orders I created?

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How to Claim an order
How do I keep track of the orders I created?
Steps on “How-To Claim an order”:
1. Search the sales order number

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How do I keep track of the orders I created?
2. Claim the order by ticking the box next to the Sales Order
*Make sure to select all the lines for that order

Best Practices: Claim the orders you create every day.

Tick the box to claim The following business day – check these orders to see
the order line why they are still open

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How to find orders
you have claimed
How do I find orders I marked to Claim?
1. In the Owner field – Select your Username to filter down to your orders you have
claimed

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How do I find the Orders that I created?
2. Once you have selected your username, select Load Data

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How do I find the Orders that I created?
3. The results will show only orders that you have marked as “Claim”

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How to Filter my results
How to Filter Results

Filter Results:
Date Range
Reseller Account #

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How to Filter Results

Filter Results:
Date Range
Reseller Account #
Status
Delivery Blocks

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How to Filter Results

Filter Results:
Date Range
Reseller Account #
Status
Delivery Blocks
Global Manufacturer

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How to Sort my results
Priority Levels
In Open Order Database all orders will be assigned a priority level
This will help you decide what to prioritize
There are (3) Priority Levels

Click on Priority
Column header to
sort the list from
Priority 1-3

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Revenue
Based on the time of month or quarter, it is important to prioritize higher
revenue orders if trying to meet your team sales revenue goal!

Click on Line Total

Price twice to sort the
list from highest to
lowest value

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Margin
Based on the time of month or quarter, important to prioritize higher
margin orders if trying to meet your team sales margin goal!

Depending on what
you are goaled on,
click twice to sort by
highest to lowest
margin

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Date
Date is important to look at, to ensure we address aged sales orders and
take any action needed to get these orders closed (Invoiced) out

Click once to sort by

oldest to newest date

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Moving from Open
Order to Invoice
How do I close out Open
Orders?
Common Statuses
OOD How To OOD How To

Click Home to return Bookmark this link!

to the results

General instructions for

each order status

Click on OOD How

to Dashboard

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Priority Levels
Priority 1
– All line items will be assigned a priority level to simplify what to prioritize!
– Priority levels are set based on the following:

• Priority Level 1 - Sales can impact right away

– Status Example:
» Order is on a block

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 Priority 1 Example
Warranty - Line Level Delivery Blocks

1. Narrow down to only priority 1 parts on a Line Level Delivery Block Click once

(a) Select Status – Delivery Block (b) Sort the report by Delivery block
for blanks at the top

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 Priority 1 Example
Warranty - Line Level Delivery Blocks

2. Results – Orders on priority 1 line level delivery (delivery block

will be blank)

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 Priority 1 Example
Warranty - Line Level Delivery Blocks

3. Look up the sales order in SAP, check if there is a dnote/invoice on the hardware line, if yes – Check the vendor portal to
see what is needed to process the order in SAP

6030706402

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 Priority 1 Example
Warranty - Line Level Delivery Blocks

3. Look up the sales order in SAP, check if there is a dnote/invoice on the hardware line, if yes – Check the vendor portal to
see what is needed to process the order in SAP
4. If hardware has shipped, release the line level delivery block and complete required fields for warranty

Select box, space

bar and enter
twice to remove

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Priority 2
– All line items will be assigned a priority level!
– Priority levels are set based on the following:

• Priority Level 2 - Waiting on an Internal Department to take action

– Status Example:
» 3rd Party PO Needed
» Need PO

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Priority 2 Example
Need PO

1. Order placed and on backorder, waiting for internal department to cut a stocking PO
2. If the Sales Order was placed more than 48 hours ago, reach out to purchaser

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Priority 3
– All line items will be assigned a priority level!
– Priority levels are set based on the following:

• Priority Level 3 – Out of scope, can’t control

– Status Example:
» Backorder
» Discontinued Sku

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Priority 3 Example - Backorder
Backorder

1. Check the PAD to see if there is stock on reserve and find the order numbers using co09
2. If there are any hold orders, reach out to the sales team and ask if they still need the stock!

Use transaction Co09, TD# 10213555 A041, A051, and A061 to

determine if any of the stock is on a hold order
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Priority 3 Example – Discontinued
Discontinued
Item Detail tab also indicates an
item is obsolete

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Priority 3 Example – Discontinued
Discontinued

1. Find a substitute article and quote out your customer the new product
2. Reject the discontinued part and notify your customer

Select the line

and then click
the red truck to
find a
substitute
article

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Leaving Comments/Follow up Date
How do I remember what I’ve investigated?
After investigation has been completed on an open order:
– Inform your team why it is open
– Avoid duplicating effort By leaving a comment!

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Two types of Comments
1. Investigated order no Action taken
– Ex. Backorder, leave a comment on ETA 
2. Took Action 
–      Ex. Reached out to credit, Reseller etc.

               What should my comment say?

Who – is involved? Did you reach out to a vendor team for help or the customer for clarification?
What/Why – is this issue? Why is the order still open?

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Where do I see my comment?

The name of the

commenter The date of the
Last Comment left - once you create a new last comment
comment, this will be replaced

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Follow Up Date

When does the order need to be followed up on?

• If you reached out to an internal team, what is their SLA? Set that as
the follow up date Follow Up Date
• Backordered item – Set follow up date to the MAD

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Leaving Multiple Comments

When leaving a comment, if applicable for the entire order – make sure to leave the comment
on all the items on that order

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Completed Checkbox
Completed Checkbox
What if a line has already been invoiced or canceled?
Mark it completed!

Scroll over to the right to

locate the Completed
Column

Tick the box to mark complete!

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Key Concepts - Handout
Understand the importance of timely order processing
Understand the three ways to find Open Orders
Identify what is preventing an order from being processed
Respond to customers with updates on orders
Explain how to navigate the Open Order Dashboard
Explain how to set Profiler Settings
Explain how to search for an individual Sales Order
Explain how to Claim a sales order that you created
Explain how to search for orders that you have claimed
Explain how to filter and sort the results in the Open Order Dashboard
Leave notes on orders with extra information based on your research
Explain how to mark an order as complete

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Questions?
Time for…

Quiz Evaluation Log Out

Open Order Open Order

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