Skip to content
Tracovy Guide

Portal orders

In the portal, a customer can list their orders, open one to see how much has been reserved and what is still waiting for stock, and place a new order for goods you hold for them. This page explains those screens so you can support customers who use them.

Where to find it: Portal > Orders (/portal/orders on your workspace address). Who can use it: any portal user can view their customer’s orders. Placing an order needs the Customer admin or Customer member role.

When customers use this

Section titled “When customers use this”
  • Send you an order without emailing or phoning it in.
  • Check whether an order has been fully reserved or is waiting for stock.
  • See why an order is on hold.

The orders list

Section titled “The orders list”

“Track fulfilment of your orders.” Newest first. If there are none: “You haven’t placed any orders yet.”

Column What it means
Reference The order’s reference, or its number if it has none. Click it to open the order.
Customer The customer’s name (always their own).
Type warehouse or live. See the order form below.
Status Where the order is. See Statuses.
Backordered How many units are still waiting for stock. 0 means everything is reserved.
Placed The date the order was placed.

New order opens the order form.

Statuses

Section titled “Statuses”
Status What it means
pending Received, not yet reserved.
allocated All the stock the order needs is reserved for it.
partially allocated Some stock is reserved; the rest is backordered and will be reserved when more arrives. Older orders are served first.
on hold Stopped by your team. It will not be picked, routed or delivered until released. The reason, and the date it is held until, are shown on the order.
cancelled Cancelled.

The Dashboard’s “open” count includes every order that is not cancelled.

An order’s page

Section titled “An order’s page”

The heading is the order’s reference (or “Order #” and its number). Below it:

Part What it shows
Status badge The order’s status, in red when on hold.
Summary line The customer, the order type, and either split allowed or hold if short (see Allow splitting across depots below).
Warnings Any flags your team has raised on the order, with the hold reason and the date it is held until.
Items One row per item: Item, Qty, Allocated (reserved), Backordered (still waiting) and State - Deliver or Collect, the item’s progress, Received once it has arrived for a live order, and No barcode in red when a box has no code to scan.
Reservations by depot Where the reserved stock is: Product, Depot, Reserved quantity and Status of the reservation.
Price Customer admin only. The order’s price line by line and the total Before VAT. A price your team set by hand shows as one Agreed price line; an order still waiting for a price shows To follow and “We will confirm the price soon.” Older orders without a price and cancelled orders show nothing.

Placing a new order

Section titled “Placing a new order”

“Choose products and a delivery address.”

Field What it means Required Why it matters
Order type Warehouse (the default) or Live. Yes Warehouse delivers from stock you already hold. Live is a cross-dock order: the goods arrive for this order and leave on the next van.
Reference (optional) The customer’s own order number. No, up to 255 characters Shown on the orders list and the order page, so both sides can find the order by the number they know.
Allow splitting across depots Tick to let the order be reserved from more than one depot. - Unticked (“hold if short”): each product must come from a single depot, or it waits for stock. Ticked: stock is taken from whichever depots have it, which can mean more than one delivery.
Items - product Choose a product. Each option shows the product code and how many are available, for example “SOFA-01 (4 avail)”. At least one item Only products you hold stock records for are offered.
Items - quantity How many. Yes, 1 to 100 per line Reserved from stock when the order is placed. More than is available is backordered.
Name Who is receiving the delivery. Yes The recipient’s name on the delivery.
Phone The recipient’s phone number. No, up to 40 characters Lets your team and driver contact the recipient, and send delivery texts.
Address line 1 First line of the delivery address. Yes Where the goods go.
City Town or city. No Part of the delivery address.
Postcode Postcode. No, up to 20 characters Helps place the address on the map for route planning.
Action What it does
Add item Adds another product row.
Bin button Removes that product row (one row always stays).
Cancel Goes back to the orders list without placing the order.
Place order Places the order and reserves the stock at once, then opens the new order. Disabled until there is a name, an address line 1 and at least one product with a quantity.

Tips and common mistakes

Section titled “Tips and common mistakes”
  • A product appearing twice in the list usually means you hold it in two depots - each line shows that depot’s availability.
  • An order that is partially allocated is not lost: the rest is reserved automatically, oldest order first, as stock arrives.
  • Customers cannot cancel or change an order in the portal. They need to contact your team.
Section titled “Related”