This article covers how to manage orders in Lightspeed connect. Topics include placing an order, as well as filtering customer orders.
Placing an Order
As an example, let’s place an order for ABC Conglomerate’s Atlanta Breakroom for July 20th packout.
From the landing page in Connect, click on Place Order. On the order screen in the left panel, you will see a dropdown with your accessible Customers. Select the correct customer, in this case ABC – Conglomerate. Then the Location dropdown populates with ABC Conglomerate’s locations.
Select the correct location, in this case, ABC – Atlanta. The order groups that belong to ABC – Atlanta will then populate in the Order Group section. Click the order group you wish to order for. In this case, it will be the Abc Break Room.
At the bottom of this panel, you will see a list of dates with menu names. This is a combination of available packout dates with menus that are available at this location on those dates. Find the combination you want and click on it. The “View Menu” button at the bottom of the screen will then become enabled. Select the View Menu button.
A panel in the middle of the screen will open with a list of products available to order from the menu. To order an item, click into the yellow Quantity field of the item’s row and input how many you wish to order. Note that once you are modifying a field, you can simply hit the tab key to move to the next row, or you can click out of the field to save. At the bottom of this panel, you can see the total quantity ordered and the total price of the order.
As you are creating your order, you will notice a summary panel on the right side of the screen. This will give you the menu and packout date chosen, the order group the order is for, the total quantity ordered, the total cost, and a list of items in the current order.
To complete your order, select “Complete Order.”
Upon clicking “Complete Order,” a window will open asking you to confirm the order. Note the “Comments” box where you can input any notes you would like to appear on the invoice. Click “Yes” to proceed with the order, or “No” to return to your cart.
Once you have selected “Yes” to complete the order, a Sale Summary panel will open in the middle of the screen. This panel details information about your sale.
An invoice was automatically emailed to your account. If you want to send a copy of this invoice to another person, input that email address in the “Copy to Email Address” input box and click email to send the invoice.
You may also click the “Print” button to see your invoice report.
Below is an example of the invoice you will receive. Note that the word Invoice (highlighted here in yellow) can be customized for the entire site. Please contact support to change this option.
The “Order” column refers to how many items you ordered, and the “Fill” column refers to how many items were picked. We assume the pick rate is 100% unless we are told otherwise through Lightspeed Picking solution.
To see your order history, customers can navigate to the Order History section of the site via the navigation bar at the top of the page. Admin users will need to click Order History from the landing page of the site to see their orders.
You will then see a sales history panel with a list of orders placed in the last 2 months. You may alter the dates of the list with the date boxes at the top of the page followed by clicking the blue “Search” button.
Clicking on an order pulls up the Sale Detail screen for that order, allowing you to see all the items. You may also print or email the invoice from this screen.
At the top left corner of the Sales History panel, you will see a checkbox labeled “Only My Orders.” A normal user can only see the orders they placed. However, there are some specialized users who can see additional orders in this list. Please see the User Roles article for more details on these users. Unchecking this box allows those specialized users to all orders they have rights to see, regardless of who placed the order.
Editing an Order as a Customer
If you wish to allow your customers to edit their own orders up until the ordering deadline, this feature will need to be turned on. Please contact support to change this option.
For a customer to edit their order, they need to navigate to Order History. A light blue edit icon will be visible on all orders still within the ordering window that are considered editable.
Clicking the edit icon will open the order in a window resembling the shopping cart. Any changes made are saved automatically.
The following fields can be edited in an order:
- Packout Date – Click in the packout date field in the upper left of panel
- Order Group – Open the dropdown in the upper middle of panel. You can choose order groups that belong to the same location.
- Item Quantities – Click in the yellow Quantity field beside an item to change the quantity.
- Delete Order – Press the red “Delete” button.
Note that additional items cannot be added to an order. A new order should be placed to add any additional items.
On this screen, you can also select “Send Email” to have the invoice emailed again. “Reprint” will load the invoice report for this order.
If you wish to allow your customers to reorder from one of their own orders, this feature will need to be turned on. Please contact support to change this option.
For a customer to reorder their order, they need to navigate to Order History and click on dark blue icon beside the order they wish to repeat. Note that if the menu of the original order is no longer available to order from, the blue icon will not appear by the order.
Click the reorder button to pull up the original order detail on the right side of the screen. This will open a new window to allow you to choose the packout date for the new order. The dates listed are only the dates scheduled for this menu and are currently available to order. The user can also enter any comments they wish to appear on the new order.
The order will be created for the SAME order group as the original order. Clicking “Yes” causes the new order to create and the invoice to be emailed to the user.
Add to Cart
Sometimes a user will have a standard order they regularly use, with additional items as needed. An easy way for a user to accomplish this is to create an order with the base items. From that point on, if the menu is scheduled within the current ordering period, the user can choose to create a shopping cart from this base order by clicking on the gold shopping cart icon beside the base order.
A window will open to pick the packout date for the order. The order will be created for the order group that is on the original order. Choose the date and click “Yes” to add all the items from this order to your shopping cart.
This will switch the user to the ordering screen, with the cart open. From there, the user may modify any quantities or add items exactly as they would on a normal order. Once they have added their additional items, they will select “Complete Order” to finalize the order.
Upload An Order
The ability to upload an excel order may be useful to some clients. Lightspeed can turn this functionality off or on for your Connect site.
When uploading orders, the same rules apply as when placing an order via the website. However, there is more responsibility on the user to follow the guidelines, since there is no user interface to limit their choices. The upload will tell the customer if they have attempted to deviate from the normal ordering criteria, but to provide the best user experience, the customer should fully understand how the ordering system works before attempting to upload their orders.
Navigate to the Place Order screen. To help reduce spelling/order group rights errors, we have created a report, which the user can download and import into the upload Excel sheet. This will assist in validating their data before they attempt to upload.
Any errors that occur in the upload will appear on the screen in the bottom table when the upload completes processing. It is important that the user wait for the process to complete and read these messages to make any necessary corrections.
Please note that uploads with the same item, ordergroup, and date combination will be considered duplicate orders, and will be disregarded. If you require edits to uploaded orders, please see Editing an Order as a Customer.
Admin Users - Filtering Customer Orders
As an Admin user, one of the things you will do is manage your customer’s orders. That could mean editing or deleting their orders, or resending invoices.
The first step in managing these orders is to navigate to the “Orders” area of your Connect site. You will see a list of orders on the bottom portion of the screen. This is the most recent 500 orders. You can change the count of orders displayed here with the “Maximum Rows” dropdown. Click “Apply Filter” to see the resulting number of rows.
The following are filters you can apply to find specific orders you are looking for. Once your filters are adjusted as needed, select “Apply Filter."
- Customer – This is a list of Customers (not users). Default is All Customers. Selecting a customer in this list will cause a new field to show – Location.
- Location – This is the list of locations that belong to the Customer selected above it. If All Customers is selected in the Customer Dropdown, the Location dropdown is hidden.
- Order Type – This allows you to see only orders based on the Menu Type. You may wish to see only Vending or only Market orders or any other custom order types you have created.
- From / To Packout dates – Show only orders between these dates.
- Web Users – Show only orders created by these users. You may select more than one user with “shift” + “click on user”
Note that the search box over the order list only searches through orders in the current filter. For example, if you have 100 rows visible due to your filters, you will only be able to search through those 100 records until you turn the filters off.
Editing Customer Orders
Now that you have found the order you wish to edit on the left side of the screen, select the order by clicking on it. The "Edit Order" screen will then appear on the right. This has the same edit functionality that a customer has, with the exception that an Admin user can break the deadline limitations on the packout date changes. The menu must still be scheduled for the chosen day, but the ordering window does not apply.
You’ll notice a “Late” checkbox on the Admin’s edit screen. When Connect is used in conjunction with the Lightspeed placing solution, order containers are placed in a specific order before item placement begins. If an order’s packout is changed for that packout date after the container placement has begun, it will cause the placement to re-sort and no longer match the containers that were placed originally.
To avoid this issue, when making a last-minute packout change, check this checkbox to signal Lightspeed to place this container at the end of its current sort order. Then simply place a new container at the end of the line.
Multiple Invoice Printing
In the event you need to print a specific group of invoices, you may filter to the correct orders you need and then check the checkboxes on each order you wish to print. Click the “Print” button to cause a single, multipage report with each of these invoice reports to load.