WebOrders

The WebOrders are the working tool for orders placed via the WebOrder portal. The overview lists all WebOrder shipments and provides tools for entering, editing, releasing, sending to X4fleet, reopening and printing. It is aimed at staff who receive orders from the portal and prepare them for further dispatching.

Note: This function is only available if the WebOrders module is activated for the tenant.

1. Overview (Table)

The overview shows all WebOrder shipments in a table. Each row represents an order shipment with its key data: order and shipment details, status, products, weights, addresses, time windows, delivery note and any attachments.

Many columns are hidden by default and can be shown when needed via the column configuration (see section 9).

Sorting and Pages

The table loads the data page by page from the server. Clicking a column heading sorts the list by that column. The pager at the bottom switches between pages.

Shipments Being Sent

If an order shipment is currently being sent to X4fleet, the relevant row is highlighted. While this process is running, the shipment is locked. As soon as sending is complete, the display updates automatically.

Multiple Selection

Several shipments can be marked at the same time. Most toolbar actions (delete, release, send and others) operate on all marked shipments, provided that all of them meet the respective requirement.

2. Search Filter

The filter bar above the table lets you narrow down the display in a targeted way.

Date Range

The date range filter (from/to) limits the list to a period. The chosen selection is retained and applied again the next time the overview is opened.

Shipments without an "until" time in their time window are only displayed up to the configured number of days after their start date (if the time window contains no date, the order's creation date applies). The number of days is defined in the WebOrders settings under Order time window interpretation in the Number of days after order field; the settings of the selected group apply.

Group Selection (Superadmin Only)

Superadministrators additionally have a group selection as well as the «Current group only» toggle available. This lets you restrict the table to a specific group. The search field of the group selection allows you to quickly find the desired group.

Note: Regular users only see the WebOrders of their own group; the group selection is not displayed for them.

3. Creating / Editing a WebOrder

WebOrders are entered and edited in a freely movable window (popup). Several windows can be open at the same time (maximum five).

Creating a New Order

1. Click the «New order» button in the toolbar.
2. The entry window opens. On creation, the fields are pre-filled based on the orderer's default settings – for example transport type, pickup/delivery location, date-time windows, expert mode and a default product.
3. A WebOrder can contain several shipments. For each shipment, the pickup and delivery point, the product items and the date-time windows are entered.
4. The selected locations are shown via the integrated map.
5. The quick-entry buttons let you add frequently used products as an item with a single click.
6. Optionally, expert mode can show additional detail fields.
7. If needed, attachments (documents) can be uploaded to the order.
8. Save the order.

When saving, the system checks that the order contains at least one shipment. Attachments are transferred and saved along with it.

Editing an Existing Order

Clicking a row opens the WebOrder with its shipments and product items for editing in the same window. Which fields can be changed depends on the current status of the shipments.

Note: The header area of the window shows the organisation's details (logo, name, contact).

Importing Orders

The «Import» button in the toolbar lets you enter several WebOrders at once from an Excel file.

1. Click the «Import» button.
2. Select an Excel file (.xlsx or .xlsm).

The template is the same Excel template as for the manual order import. The sheet «Aufträge» is read; if it is missing, the first sheet of the file.

Structure of the orders

• Order rows with the same order number together form one WebOrder; each order row becomes a shipment of this order.
• Position rows belong to the order row above them.
• All order rows of an order must have the same purchaser and the same client.
• A file may contain at most 2000 order rows.

Purchaser

• Users of the WebOrder portal always import for their own purchaser; a purchaser specified in the file is ignored.
• Administrators, dispatchers and super administrators must specify the purchaser in every order row (column A_Auftraggeber_Refid). Super administrators import into the currently selected group.

Checks

For each order row, the order number, the pickup and the delivery location and at least one pickup or delivery time must be specified. Purchaser, client, articles and locations must exist and be available for the purchaser. Each shipment reference may occur only once in the file and must not already exist as a WebOrder.

If a pickup or delivery location does not exist yet, it is created from the address columns of the file and assigned to the purchaser. This requires a name and the postcode or the city. If the same new location reference occurs in several rows, only one location is created.

Result

The import follows the «all or nothing» principle: if one row contains an error, nothing is imported. A window titled «The file was not imported. Please correct the following rows:» lists the rows with errors together with their row number.

If successful, the system reports the number of imported orders and shipments and any newly created locations, and the table is reloaded. The orders are created with the status Editing; they are then checked, released and sent as usual.

Note: Columns that are only used by the shipment import, as well as unknown columns, are ignored. If they are filled in, the Import notes window shows a corresponding note; the import is carried out anyway. If a unit or a type is unknown, the unit or type of the article is used.

4. Deleting Shipments

Order shipments that are no longer needed can be deleted directly from the overview.

1. Mark one or more shipments.
2. Click the «Delete» button in the toolbar.
3. Confirm the security prompt.

Note: Deletion is only possible if all marked shipments are in the status In progress, Released or Reopened and none of them is being sent.

5. Release / Cancel Release

Before an order shipment can be sent to X4fleet, it must be released.

Release

1. Mark one or more shipments in the status In progress.
2. Click the «Release» button in the toolbar (shortcut: Shift+C).

The status of the shipments changes to Released.

Cancel Release

1. Mark one or more shipments in the status Released.
2. Click the «Cancel release» button in the toolbar (shortcut: Shift+G).

The status is reset to In progress.

Note: Releasing is only possible if all marked shipments are in the status «In progress»; cancelling the release only if all are in the status «Released».

6. Send to X4fleet

With «Send», released order shipments are transferred to dispatching as real X4fleet shipments.

1. Mark one or more shipments in the status Released or Reopened.
2. Click the «Send» button in the toolbar.

The shipments are first marked as «being sent» (the rows are highlighted) and then transferred to X4fleet. After successful sending, the status changes to Sent, and the display updates automatically.

Note: Before sending, the date-time windows of the shipments must be filled in. If no time window is stored for any shipment, sending is aborted with an error message.

7. Reopening Shipments

With «Reopen», already sent order shipments are returned to an editable state. The associated shipments already transferred to X4fleet are removed in the process.

1. Mark one or more shipments in the status Sent or Sent (after reopening).
2. Click the «Reopen» button in the toolbar.

The associated X4fleet shipment is deleted, the link is removed and the order shipment is set to the status Reopened. From there it can be edited and sent again.

Note: The action is only possible if the associated X4fleet shipment is still in the status In progress or Unassigned (i.e. not yet planned). It is only available to users with the corresponding permission for the WebOrder portal.

8. Delivery Note and Report

Delivery Note

In the Delivery note column, the delivery notes of the sent shipments are available as PDF. If a single delivery note is present, clicking the PDF icon opens the document directly. If several delivery notes are present, the link opens a selection of the available documents.

Order Report

The «Report» button in the toolbar lets you generate a report for the marked shipments.

1. Mark one or more shipments in the status Sent or Sent (after reopening).
2. Click the «Report» button.

For a single shipment, the PDF is opened in the document viewer; for several shipments, the reports are downloaded as a ZIP file.

9. Resolving Stuck Sends

In rare cases, a shipment can get stuck in the «being sent» state. With «Unlock», this marking is reset.

1. Mark at least one shipment that is flagged as «being sent» (highlighted row).
2. Click the «Unlock» button in the toolbar.

The marking is removed and the shipment can be edited normally again.

Note: This action is only required in exceptional situations and is only available to users with the corresponding permission for the WebOrder portal.

10. Table Tools

The standard toolbar tools include:

• Apply templates: restore saved column and filter configurations with a click.
• Select all / Deselect: mark or unmark all shipments of the current page.
• Refresh: reloads the current view.
• Quick search: searches the displayed list across several columns.
• Clear filter: removes all active filters.
• Layout / Column configuration: show and hide columns, adjust the order and reset the layout.

The column and layout settings are saved per user and are retained after logging out.

11. Shipment Status