TRACK ORDER Panel/Order Status - Line Values and Shipment Tracking

This guide provides a comprehensive overview of how to track order status and shipment details effectively. It outlines step-by-step instructions for accessing order information, understanding line statuses, and utilizing tools like Excel for data management. Users can efficiently monitor their orders, identify issues such as backorders, and gain insights into shipping processes, ensuring a smoother experience in order management.

Jennifer Cummings
49 steps
7 minutes

Click "Main Menu"

Click "Order Management"

Click "Quotes and Orders"

Click "Review Order Information"

Click "Track Order"

Enter Order Number, enter or click "Search"

Click "Search"

Note Reason Code (why order is not shipping); refer to shipping criteria.

***Option*** - Excel Grid icon - click to download into excel spreadsheet. Use this icon on any screen to drop data off page into excel.

Review Line Status: For incomplete/ unshipped order - note anything not showing "reserved". Ensure you review entire order. Options you may see: Open Partial Reserved Purchased in_WA Backordered ON Hold Cancelled Pending

Click on the "backordered" reference and it will pop up to show you what / how much is allocated (reserved) to the line. Note that this is a great place to view components in product kits/sets (tables).

Click "Return" or close by the upper right X to return to the previous panel.

Using bottom scroll bar, drag right to view additional options.

Click notepad icon under Stock Request.

Note Row record(s). Click view all or scroll to associated line.

Click "View all"

Note information on page: Item ID, Description, Line number, Demand number, Fulfillment State, Reservation status. DATES.

In this example, demand line 1 (previous page) was backordered - as per processes, a backordered line is "cancelled" in DEMAND only and a NEW demand line generates with the exact information (line number, item, quantity, etc). This is DEMAND line 2. The fulfillment state is "unfulfilled" and Reservation status is "Unreserved". This demand line 2 should remain until stock is available to fill the quantity. At that time, it will move to reserved state. Note that no details are available in the Pegged, Reserved, Released fields.

Additional Tabs are available (not frequently used). Direct Ship: will allow easy view of lines that have a drop ship purchase order number for a line.

The Direct Ship tab: 3 areas to indicate "dropship". DS column \~ check box = dropship row Status column \~ Purchased = dropship row PO Number column \~ a reference in this field indicates a dropship row.

Status "In_WA" = in the warehouse. This indicates that the order line / item has dropped to the warehouse for processing. Depending on time of day, item / order type (is it UPSable or Truck) will indicate an expectation of when it will actually ship. Use tandata for more detail. <https://tandata.kaplanco.com/customerservice/order_info.asp>

Tandata review (for shipping info): Access new tab.

Select "Inside Kaplan - Tandata" from saved sites or bookmarks.

Under Customer Care, Click "Order Lookup"

Enter "Order Number". Click Submit Query or Enter. Does not require leading zeros. (Option to also use only the SHIPto Customer number to view recent shipments to that shipto customer number- in the same field as order number.)

Areas to note "Carrier:" How is the order shipping (UPSGT, TFIN, other).

Click "Pro Number:"

Note Drop Date (this is the date it arrived in the warehouse to begin processing.

Be attentive to items/descriptions.

Leading numbers indicate a CARTON number. It may have one item/SKU or multiple.

Example of LTL shipment with case packs {2323128} and multi sku box {2324508}.

View Tracking in Track Order panel. When item / line shows CLOSED as in shipped {cannot be discontinued/no demand}

Scroll Right using the bottom scroll bar.

Click "4 stacked lines"

Information to NOTE on the pop-up. Carrier ID, Total Cart (total number of cartons in the associated shipment- does not mean the entire order), Pro Number or Tracking #, Shipp Dt

Click "X" to close pop-up.

Click "Track Order — Mozilla Firefox"

Tracking may be different per line. Tracking is noted per carton and items (quantity) may ship different/more than one box/carton. EX, the same tracking # may appear on more than one item/line. A product Kit/Set may have more than one tracking number noted in the 4 stacked lines.

Example of 1 line with multiple quantity shipping in more than one carton. Note how many shipped per carton and the different tracking numbers.

Example of how 11559-CL is inventoried. Case pack = quantity of 10, eaches are pulled from the PTL area and would go into boxes based on the location/box size selected for the single units. \*special note: see how the "item" 11559N-CL is how it's inventoried, but the "product" is 11559-CL.

Visual Example of an LTL shipment with Pro #. When a pro # exists, the tracking # reference becomes the CARTON ID (as seen in tandata) and represents which items go in which box.

We use a variety of Carrier IDs - some are valid carrier names and others are "dummy" and only used internally in the warehouse. Dummy carriers are typically special handling orders and will either be issued a new PRO # or will ship truckload. Traffic will add valid PRO # and shipment information in the order notes. See List "CARRIER IDs"

View New Order in the "Track Order", click return to Search.

Orders showing "In_WA" will not have any tracking showing in the 4 Stacked lines. You MIGHT locate tracking in TANDATA if the order has processed in the warehouse.

for "In_WA" lines, view stock request by clicking on notepad icon.

Note Fulfillment State and Reservation Status for "in DLX kxordsd2".

For DS/dropship lines, stock requests data will display as pending.

Note Fulfillment state and Reservation status for DS (dropship) item.

Clicking the extend arrow right will cause ALL separate tabs to show details in ONE page.

TRACK ORDER Panel/Order Status - Line Values and Shipment Tracking

Jennifer Cummings
49 steps
7 minutes