...
Every order moves through the same four stages, and each stage you complete sends a message back to your buyer: Received → Confirmed → Shipped → Invoiced. You don't have to do them all at once — an order waits at its current stage until you act on it.
Find the order you need
| Section |
|---|
| Column |
|---|
| The Orders screen lists every order for your company. The four category tabs at the top left split them up: - Ongoing — orders that need your action.
- Overdue — orders past their scheduled delivery date.
- Completed — orders that are fully processed.
- Archived — orders you have archived and no longer want to see.
Use Search by keyword (top right) to jump straight to an order by reference, and filter any column from its header. The Stage column is the quickest read: its four icons light up left to right as an order progresses, so you can see at a glance what still needs doing. Once you've found your order, you take it through four steps: - Open and check the order
- Confirm the order
- Ship the order
- Invoice the order
|
| Column |
|---|
|  Image Modified
 Image Added
|
|
| Warning |
|---|
| title | Overdue orders come first |
|---|
|
If your company has overdue orders — confirmations past their scheduled delivery date — the Order Manager opens on the Overdue tab and won't let you switch tabs until those are dealt with. The block is company-wide, so a colleague's overdue orders hold you back too. Clear it by opening each overdue order and updating its confirmation. |
Image Removed
Step 1: Open and check the order
| Section |
|---|
| Column |
|---|
| Click any row to open the order. The status sits under the order number (for example Not acknowledged), with the Stage track top-right and the next-action buttons along the bottom. |
|
...
The Order header holds the order-level facts: buyer and bill-to GLN, order type, creation and requested delivery dates, whether partial delivery is allowed, and any comment. Each order line shows the product, unit and total price, quantity ordered and requested delivery date — and gains a scheduled date, confirmed quantity and confirmed price once you confirm. Ship-to addressThe Ship-to address tab shows where the goods go — GLN, company, contact, address and country. Check this before you despatch. |
| Column |
|---|
|  Image Added
 Image Modified
|
|
Step 2: Confirm the order
| Section |
|---|
| Column |
|---|
| Confirming tells your buyer you accept the order and on what terms. It sends an order response and moves the order to Confirmed. - Open the order and click Create confirmation.
- Enter a Seller reference — your own order number for this sale.
- Set the Scheduled delivery date for the line.
- To set the same date for the whole order at once, use the calendar icon in the Scheduled delivery date column on the header row — it applies to every line.
- Adjust the Confirmed price if it differs from what was ordered.
- To adjust the Confirmed quantity, use the Actions drop-down to split the line. Note: the order quantity must equal the ordered quantity.
- Tick I confirm that the prices are correct.
- Click Send confirmation — a "1 order processed successfully" message appears.
|
| Column |
|---|
|  Image Modified
|
|
| Info |
|---|
|
Seller reference, a scheduled delivery date on every line, and the prices-are-correct checkbox. The form won't send until all three are set. |
...
| Panel |
|---|
| title | Confirmed vs. confirmed with changes |
|---|
|
If the values you send back match the order, its status becomes Confirmed. If anything differs — a changed price, a split line, or a delivery date later than requested — it becomes Confirmed with changes, and your buyer sees exactly what you altered. |
Step 3: Create a shipment
Creating a shipment tells your buyer the goods are on their way. It sends a despatch advice and moves the order to Fully shipped.
| Info |
|---|
|
Shipping needs at least one carrier set up for your company — the Transported by list is drawn from your configured carriers. If it's empty, ask your Onetrail contact to add your carrier(s) first. |
| Section |
|---|
| Column |
|---|
| - On the confirmed order, click Create shipment to open the shipping screen.
- Tick the line(s) you're shipping — only ticked lines are included.
- Enter the Despatch advice number (your delivery-note number) and the Despatch date.
- Choose a Delivery type and a Transported by carrier.
- Optionally add track & trace keys, or use Split line for a partial shipment.
- Click Create shipment, then Confirm.
|
| Column |
|---|
|  Image Modified
 Image Added
|
|
| Warning |
|---|
| title | The confirm step is final |
|---|
|
The dialog reminds you to check the lines and quantities and warns that a shipment cannot be changed once confirmed. It also flags if you're shipping without track & trace keys. If quantities are wrong, use Split line before confirming. |
Image Removed
Step 4: Create the invoice
| Section |
|---|
| Column |
|---|
| The final stage bills your buyer. Once an order is shipped, a Create invoice action becomes available; completing it sends the invoice and moves the Stage track to its last node. The order then appears under Completed as Fully invoiced. |
| Column |
|---|
|  Image Modified
|
|
| Tip |
|---|
|
That's the full loop — received, confirmed, shipped and invoiced. Your buyer has had a structured message at every stage, with no EDI system needed on your side. |
The four stages at a glance
Stage | Your action | Message sent |
|---|
Received | Review the order | ORDER |
Confirmed | Create confirmation | ORDER_RESPONSE |
Shipped | Create shipment | DESPATCH_ADVICE |
Invoiced | Create invoice | INVOICE |
Your My Onetrail dashboard
...
