Go to your Aptify Persons view.
If you need to create a new view, follow these steps: https://support.ahima.org/support/solutions/articles/5000072876-build-a-view-list-of-data-in-aptify
Navigate to Customer Management > Persons >
You can select a group of records, or run the wizard all records in the in the view.
** Please note – creating orders is not a fast process, so if you have a large volume of records, it’s recommended to break it up into smaller groups of selected rows.
Go to the header row and click on the button for the Bulk Orders Wizard
This will bring up a prompt menu. You can run the wizard for all records in the view, or for just the selected records.
Click Next
Enter the Product ID(s) that you want to add to the order for each customer
Complete the following fields (red is required):
- Product: Enter the product ID for the items you want to add to the order
- Default Quantity: The quantity each customer should receive (typically will be 1)
- Override Price: Check the box if you are discounting or setting to $0
- Price: The price of the item for each customer
Click OK
Review the product, quantity, and pricing.
If you need to add additional products, click the new button again and repeat the steps.
Once complete, click Next
Click the dropdown to choose your shipping type.
Click Finish
This will then launch the New Bulk Orders Record form.
On the General tab, complete the following fields (red is required):
Name: Name of what the orders are for | |
Description: Additional info if needed | |
Status: Leave in Editing while you fill out the form |
|
Date Entered: Defaults to today’s date |
|
Date Started: leave blank |
|
Date Completed: leave blank (will autofill later) |
Approval Status: Leave as Pending while you fill out the form |
Created By: Defaults to your name |
Approved By: Enter your name, or the employee who requested the orders to be created |
Order Date: Defaults to today’s date (update if needed) |
Ship Type: This will be populated from your earlier setup. Change only if needed. |
Order Type: Select Regular or Quotation (only if you are creating quotes) |
Contact Selection Mode: do not change |
Auto Ship: Select this if you want the orders to be set to Shipped status automatically |
Contact Primary Function: leave blank |
Campaign: Enter a campaign code if needed for tracking or discount purposes. |
Generic Person: leave blank |
Default PO#: Optional if you want to enter PO# |
Suppress Confirmation Emails: Check this box if you do not want the customer to receive a confirmation email (which you typically want to check when creating group/bulk orders) |
The Customers tab will display all the customers that will have an order created
The products tab will display which products will be added to each order
Go back to the General tab and click Save to save your setup.
Your record now has an ID assigned.
When you are ready to create the orders, change the following fields:
- Status: Change to Ready
- Approval Status: Change to Approved
Click Save
You will see the Bulk Order Status progress bar appear while the orders are being generated.
Once complete, the Status will change from Approved to Completed.
If you are going to create the orders later, you can save and close the record.
**It is best to create orders during off peak hours – over lunch or toward the end of the business day.
To find the bulk order record later, go to Orders > Bulk Orders
Look up your Bulk Order ID
Then follow the steps to send listed above.
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