Orders > Orders
You can use the Orders area to manage order staging and processed orders within Incent. The order staging area (Orders > Orders > Staging) serves as the entry point for order data entered into the application. In addition to creating and uploading orders, you can use the Orders page to search for existing orders, edit order item information, and download order item information for additional analysis.
The processed orders area (Orders > Orders > Processed), in comparison, is the place to go to view the orders that have been processed, with their corresponding results (credits, commissions, and bonuses).
Orders Pages
The Orders area offers the following pages:
- Staging—Allows you to manage the Incent order staging area by creating, uploading, and editing orders, deleting orders, assigning orders to batches, changing order assignments, and more.
- Processed—Allows you to manage processed orders within Incent by viewing order details, downloading orders, and deleting processed orders from the application.
Common Orders Workflow
When using the Orders area, you typically complete a workflow similar to the following to manage both order staging and processed orders:
1. Using the Staging page in the Orders > Orders area, upload orders using a Comma Separated Value (CSV) file (a template file is available for download). When initiating an order upload, a convenient dialog box appears to guide you through the simple process.
2. Using the Staging page, confirm that the orders you uploaded appear as expected.
You can use the search features to quickly locate orders, refining your search iteratively to fine-tune and precisely find the data you need. When displaying orders, you can view individual order details and assignments.
You can also optionally save your search for future use. Later, you can access not only your previously-saved searches, but also searches saved by other administrators. You can further mark certain searches as favorites for quick and easy access.
3. Using the Staging page, edit any order information that require changes.
You can also create new orders manually, as well as copy and delete orders, as needed.
4. Using the Staging page, assign orders to a new batch, as necessary. You can assign multiple orders to a batch in a single operation.
This allows you to organize how your transactions are processed.
5. Using the Staging page, change the order assignments, as needed. You can change the order assignments of multiple orders in a single operation.
When updating the order assignment, you can specify both the people and the split percentages assigned.
6. Using the Staging page, optionally download orders to your local machine.
This enables you to use external tools to verify the order information.
7. Using the Orders > Process Status area, process the batches associated with the orders you entered.
See “Process Status” for more information about managing order processing in the application.
8. Using the Processed page in the Orders > Orders area, view the processed orders and the corresponding results (such as the order details, assignments, credits, commissions, and bonuses).
Similar to the Orders page, you can use the search features to quickly locate processed orders, refining your search iteratively using a rich collection of filters. You can also optionally save your search for future use.
9. Using the Processed page, delete one or more processed orders, as necessary.
This allows you to remove the processed orders from the period before finalizing.
10. Using the Processed page, download processed orders to your local machine.
You can then use external tools to verify the processed order information.
note: Access to the Orders area is set in the Setup > Roles area. Administrators with read-only access to the Orders area can search and download orders but cannot create, upload, edit, copy, or delete orders in the area. Similarly, administrators with read-only access to the Orders area cannot assign orders to a batch or change order assignments. Administrators with read-write access can perform all operations.
Exploring Saved Searches
The Staging and Processed pages offer you the ability to save your searches (as saved searches) for future use. By configuring and saving the search fields and columns, you can tailor the search experience to your needs and save time finding precisely the information you need.
Each saved search has a user-assigned name together with the following information:
- Search fields—The specific data fields used in the search, along with the initial search criteria (values). The search fields you specify appear in the Filters pane of the sidebar after running a search, allowing you to fine-tune your search iteratively.
- Columns—The columns of data that appear as part of the search results. Specifying the columns and their order allows you to prioritize important information on the search results page.
Saved searches allow you to access not only your previously-saved searches, but also searches saved by other administrators. You can also mark certain saved searches as favorites for quick and easy access.
Screen
Orders Staging Screen
Orders
The following table describes the information displayed when searching orders on the Staging page:
| Field | Description |
|---|---|
| Status | The status of the order. |
| Status Date | The status date. |
| Order Code | The order code. |
| Item Code | The order item code. |
| Related Order Code | The related order code. |
| Related Item Code | The related order item code. |
| Batch Name | The batch with which the order is associated. |
| Product Name | The name of the product. |
| Quantity | The quantity of the item. |
| Customer Name | The name of the customer. |
| Geography Name | The name of the geography. |
| Amount | The price paid by the customer for the number of units sold. |
| Incentive Date | The date that a calculated incentive is given to a salesperson for an order item. |
| Order Date | The date on which the order was placed. |
| Order Type | The order type. This should match the Order Type entered in conditions in Rules, for the rule to execute. |
| Discount | The discount given to a customer. |
Processed
The following table describes the information displayed when searching orders on the Processed page:
| Field | Description |
|---|---|
| Status | The status of the order. |
| Status Date | The status date. |
| Order Code | The order code. |
| Item Code | The order item code. |
| Related Order Code | The related order code. |
| Related Item Code | The related order item code. |
| Batch Name | The batch with which the order is associated. |
| Product Name | The name of the product. |
| Quantity | The quantity of the item. |
| Customer Name | The name of the customer. |
| Geography Name | The name of the geography. |
| Amount | The price paid by the customer for the number of units sold. |
| Incentive Date | The date that a calculated incentive is given to a salesperson for an order item. |
| Order Date | The date on which the order was placed. |
| Order Type | The order type. This should match the Order Type entered in conditions in Rules, for the rule to execute. |
| Discount | The discount given to a customer. |
note: You can configure the search fields that appear in the Filters pane of the sidebar when defining a saved search.
How to …
This section describes how to manage orders.
Manage Orders
Click the Orders tab, then click Orders in the secondary menu. The Orders screen appears.
- To manage order staging, click the Staging button. The Staging screen appears allowing you to search orders, create new orders, upload and download orders, and delete orders. You can also assign orders to a batch and change order assignments, as needed. For more information about managing orders, see “Manage Order Staging.”
- To manage processed orders, click the Processed button. The Processed screen appears allowing you to view, download, and delete orders. For more information about managing processed orders, see “Manage Batches.”
To collapse the command pane (on the left) and display the results using the entire page width, click the 
button. Alternatively, to expand the command pane, click the 
button.
Click the 
button to display a walkthrough of the features. This walkthrough appears automatically when you access the area for the very first time.
note: Administrators with Read-Only access to the Staging page (as specified in the Setup > Roles area) can search orders and create and manage saved searches. Administrators with Read-Only access cannot create, edit, copy, or delete orders. Buttons related to these and similar features appear in gray and are inactive.
Manage Order Staging
You can use the Staging page to upload new orders into Incent for processing, as well as create, edit, and delete existing orders. Using the Staging page, you can complete the following tasks:
- Search orders (both basic and more complex searches)
- Save searches, and run searches saved by other administrators
- Create, edit, copy, and delete orders
- Download and upload orders
- Assign orders to a batch
- Change order assignments
Search Orders
1. Click the Orders tab, then click Orders in the secondary menu. The Orders > Staging screen appears allowing you to specify the search criteria.
Basic Search Screen
2. Specify the basic search criteria.
Do the following:
• In text fields, type an appropriate value in the field.
• In fields that allow you to search for a value, click the
button or the
button and select the appropriate value using the dialog that appears.
• In date fields, click the
button and select the appropriate date using the dialog that appears.
• To clear a field, click the 
button for the corresponding field.
3. Click the 
button. The search results appear. The search criteria appears above the results, as shown below:
Search Criteria
To remove a field from the search criteria, click the button for the corresponding field.
4. Refine the search results, as required.
Do the following:
• In the Period field (on the left), choose a period using the drop-down list. The results update immediately.
• In the Filters pane (on the left), specify additional search criteria to further filter the search results and click the button. The updated results appear.
5. Define a search using more fields, if required.
Do the following:
a. Click the More Search Options button (on the left).
b. In the Standard Fields section, modify the basic search criteria.
c. In the Assignments section, select the person assigned to the order.
d. In the Optional Fields section, specify or modify the optional search criteria.
e. In the Custom Fields section, specify the search criteria for your configured custom fields.
f. Click the button.
6. Select an order in the list to expand and display order details.
Do the following:
• Click the Details tab to view details about the order. If errors were reported for the order, clicking the Error Log button displays the error log for the associated batch.
• Click the Assignments tab to view all order assignments.
7. To save the current search as a saved search, click the 
button (in the page header) and choose Save as New Saved Search using the drop-down menu.
Specify a name for the saved search and click the button. For more information, see “Create a Saved Search.”
8. To reset the current search criteria, click the button (in the page header) and choose View All Saved Searches using the drop-down menu.
Create an Order
You can create an individual order in the application.
1. Click the Orders tab, then click Orders in the secondary menu. The Orders > Staging screen appears.
2. Click the 
button. The Create Order screen appears.
3. In the Required Fields section, specify the basic required information about the order.
Do the following:
a. In the Period field, select the appropriate period using the drop-down list.
This is the period in which the order was placed.
b. In the Order Code field, type the code for the order.
c. In the Item Code field, type the item code.
d. In the Incentive Date field, click the button and select the appropriate date using the pop-up calendar that appears.
This is the date that a calculated incentive is given to a salesperson for the order item. To remove a date from the field, click the button.
e. In the Amount field, type the value of the order. Select the corresponding unit type (currency) using the drop-down list. Typically, this is the price paid by the customer for the number of units sold.
f. In the Batch Name field, click the button and select the batch using the dialog that appears.
This is the batch with which the order is associated. You can optionally add a new batch, as required.
4. In the Assignments section, specify the assignments for the order.
Do the following:
a. Click the
button, and select the person using the dialog that appears.
This is the person associated with the order. Note that the person needs to be assigned to a position to be associated with an order. To remove a person from the field, click the button.
b. In the Split Amount field, type the split amount for the person.
This is the percentage for which the person is responsible. If you want the person to receive credit for the full amount, type 100 (not 100% or 1.00). Note that this value can be any positive number. The amount associated with the person represents (SplitAmount*Amount)/100. The split amounts specified for all people associated with the order does not need to total 100%.
c. Add additional assignments for the order, as necessary.
5. In the Optional Fields section, specify any additional information about the order.
Do the following:
a. In the Customer Name field, click the button and select the customer using the dialog that appears.
b. In the Discount field, type a value representing the discount given to a customer.
You can use discounts in formulas to calculate compensations. For example, to specify a discount of 25%, type 25 (not 25% or 0.25).
c. In the Geography Name field, click the button and select the geography using the dialog that appears.
Geographies are defined in the Company Data > Geography area.
d. In the Order Date field, click the button and select appropriate date using the pop-up calendar that appears.
e. In the Order Type field, select a value using the drop-down list.
You can use order types in rule conditions and formulas. You can create order types in the Setup > Type Codes > Order Type area.
f. In the Product Name field, click the button and select the product using the dialog that appears.
This is a product or product family, as defined in Company Data > Product area.
g. In the Quantity field, type the number of units sold as part of the order.
h. In the Related Order Code field, click the button and select the related order code using the dialog that appears.
This is an order code already processed in the application that can be used in indirect credit and commission clawback rules. The Related Item Code field is automatically populated based on your selection.
6. In the Custom Fields section, specify any custom information about the order.
7. Click the 
button.
Alternatively, click the button to dismiss the screen without creating the new order.
Edit an Order
You can modify an order to correct it for processing. You might want to do this if the order failed validation and needs to be corrected before being resubmitted for further processing.
1. Click the Orders tab, then click Orders in the secondary menu. The Orders > Staging screen appears.
2. Search for the appropriate order. The search results appear.
3. Hover over an order and click the Edit button that appears. The Edit Order screen appears.
4. Modify the fields, as required.
5. Click the
button.
Alternatively, click the 
button to dismiss the screen without modifying the order.
Copy an Order
You can create a new order by copying an existing order.
1. Click the Orders tab, then click Orders in the secondary menu. The Orders > Staging screen appears.
2. Search for the appropriate order. The search results appear.
3. Hover over an order and click the Copy button that appears. The Copy Order screen appears.
4. Modify the fields, as required.
5. Click the button.
Alternatively, click the button to dismiss the screen without modifying the order.
Delete Individual Orders
You can delete an order to correct data for processing. You might want to do this if unnecessary or inaccurate order data was loaded into the staging area (or left behind following promotion) and needs to be removed.
1. Click the Orders tab, then click Orders in the secondary menu. The Orders > Staging screen appears.
2. Search for the appropriate processed orders. The search results appear.
3. Hover over an order and click the Delete button that appears. A confirmation dialog appears.
4. Click the
button. The Delete process is added to the process status queue (in the Orders > Process Status area).
Alternatively, click the button to dismiss the dialog without deleting the order.
Delete Multiple Orders
You can delete multiple orders in a single operation.
Click the Orders tab, then click Orders in the secondary menu. The Orders > Staging screen appears.
• To delete specific orders, select one or more orders (following a search), click the 
button, and choose Delete the selected order(s), Click the button in the dialog that appears.
• To delete all orders in the selected period, click the button and choose Delete all order(s) in period. Select the period in the dialog that appears, and click the button.
• To delete all orders in a batch, click the button, and choose Delete > Delete all order(s) in batch. Select the batch in the dialog that appears, and click the button.
The Delete process is added to the process status queue (in the Orders > Process Status area).
Assign Orders to a Batch
You can modify the batch to which specific orders are assigned, if required. You might do this if you have decided that certain order data should be combined with another batch for common processing, for instance.
1. Click the Orders tab, then click Orders in the secondary menu. The Orders > Staging screen appears.
2. Select the orders from the list of results (following a search).
3. Click the 
button. The Assign to Batch dialog appears.
4. Select the batch to which you want to assign the orders and click the button.
Change Order Assignments
You can change the assignments of one or more orders, as needed.
note: You can only modify orders that have not been processed. Also, your new assignments overwrite any existing assignments for the orders.
1. Click the Orders tab, then click Orders in the secondary menu. The Orders > Staging screen appears.
2. Select one or more orders from the list of results (following a search).
3. Click the 
button. The Change Assignment (1 of 2) dialog appears.
4. Select the people for which you want to change the order assignment, and click the 
dbutton. The Change Assignment (2 of 2) dialog appears.
5. Type a split amount percentage for each person.
You can include additional people by clicking the 
button and selecting the new people.
The changes override and replace all current assignments for the selected orders.
6. Click the button.
Download and Upload Orders
This section describes how to download and upload orders.
Download Orders
You can download orders to either a Comma Separated Values (CSV) or text (.TXT) file. You might want to do this when order data loaded into the staging area requires corrections that you could better complete using offline tools.
1. Click the Orders tab, then click Orders in the secondary menu. The Orders > Staging screen appears.
2. Click the
button. The Download Orders dialog appears.
3. In the Download Name field, type the name of the download.
4. In the Select Download Format field, choose the download format (either CSV or TXT), and click OK.
The download starts processing. You can check the status by clicking the 
button in the main menu (top right of the screen). Click OK again.
Upload Orders
You can upload orders to Incent using a Microsoft XLSX template file as the basis.
note: An upload can only contain order items with incentive dates for the same month. Incent uses the incentive date of the parent order item when uploading detailed order items.
Uploads cannot contain single-quotes, double-quotes or semicolons, as these symbols cause an error when uploading the file. Orders and Order Items can be entered through the application or by uploading them using an upload file.
When an Order Item is created from the application, the Company Data, if entered, should already exist in the business.
1. Click the Orders tab, then click Orders in the secondary menu. The Orders > Staging screen appears.
2. Click the 
button. The Upload Order Items dialog appears.
3. Click the Click here link to download the Microsoft XLSX template file.
Depending on your browser, a dialog might appear allowing you to specify where to save the file.
4. Add the orders and order Items to the file and save the file.
note: You can optionally upload a CSV (Comma Separated Value) format file instead of an XLSX format file.
5. In the File field, click the 
button, and select the file that you saved.
6. (Optional) Select the Auto Create Products, Customers, and Geography Data checkbox to have the product, customer, and geography information automatically created during the upload.
7. Click the 
button to upload the order file. A message indicating a successful file upload appears.
note: Incent validates all date formats in the order file, and returns any date format errors to you. If you receive date format error information, correct the errors, and click the Upload button again.
Incent also automatically checks for duplicate orders during validation (and before calculation). Incent removes any duplicates found from the batch and creates a duplicates batch (_Duplicates) that is available in the Orders > Process Status > Batches area. Administrators also receive an email notification of the duplicates.
To correct, you can delete or update the orders and, if you need to process, move them back to the batch for reprocessing with the next calculation.
Order Columns Uploaded
Table 1: Order Columns
| Order Code* Item Code* Batch Name Product Name Geography Name Customer Name Quantity Amount* Amount UnitType* | Incentive Date* Order Date Order Type Discount Description Related Order Code Related Item Code Employee ID Split Amount (%) |
Important Points When Uploading Orders
Note the following when uploading orders:
- Formulas and expressions are not supported in cells.
- Order Code/Item Code combination must be unique.
- All date fields (including custom fields) will be validated based on the supported date formats.
- Product, Geography, Customer, Amount Unit Type, Order Type, and Person Name will be validated against existing data in Incent.
- All required fields are marked with an asterisk (*).
- Select the column header to view additional information.
- File upload for orders can create orders/order items but cannot modify existing orders.
- If the batch name is not defined, the application assigns a system-generated batch name using the following format: DEFAULT-mmm-yyyy–xxx, where mmm and yyyy are the monthly period defined in the calendar and xxx is an index counter.
Upload Error Messages
If the upload is unsuccessful, a fail message will appear. The following are some of the fail messages that may appear:
- Order Code is empty. An Order code was not entered in the file.
- Item Code is empty. An Item code was not entered in the file.
- Amount UnitType is empty. An Amount UnitType was not entered in the file.
note: If any date fields (including custom date fields) are found to be invalid, an error message describing which date fields are in error is displayed. If any of the failed messages appear, correct the error and upload the file again.
If orders that were successfully loaded are included in a new upload, the application displays an error indicating that the order item already exists and skips the order item.
If a Split Amount (%) is specified, then the Employee ID is mandatory. The reverse is also true.
Manage Processed Orders
You can use the Processed page to verify information and view credit, commission and bonus information for specific orders. Using the Processed page, you can complete the following tasks:
- Search processed orders (both basic and more complex searches)
- Save searches, and run searches saved by other administrators
- Delete individual or multiple processed orders
- Download processed orders
Search Processed Orders
1. Click the Orders tab, then click Orders in the secondary menu. The Orders > Staging screen appears.
Basic Search Screen
2. Specify the basic search criteria.
Do the following:
• In text fields, type an appropriate value in the field.
• In fields that allow you to search for a value, click the button or the button and select the appropriate value using the dialog that appears.
• In date fields, click the button and select the appropriate date using the dialog that appears.
• To clear a field, click the button for the corresponding field.
3. Click the button. The search results appear.
The search criteria appears above the results, as shown below:
Search Criteria
To remove a field from the search criteria, click the button for the corresponding field.
4. Refine the search results, as required.
Do the following:
• In the Period field (on the left), choose a period using the drop-down list. The results update immediately.
• In the Filters pane (on the left), specify additional search criteria to further filter the search results and click the button. The updated results appear.
5. Define a search using more fields, if required.
Do the following:
a. Click the More Search Options button (on the left).
b. In the Standard Fields section, modify the basic search criteria.
c. In the Assignments section, select the person assigned to the order.
d. In the Optional Fields section, specify or modify the optional search criteria.
e. In the Custom Fields section, specify the search criteria for your configured custom fields.
f. Click the button.
6. Select an order in the list to expand and display order details.
Click the appropriate tab to view the following information:
• Details—Displays details about the order
• Assignments—Displays all order assignments
• Credits—Displays credit details for the order
• Commissions—Displays commission details for the order
• Bonuses—Displays bonus information for the order
7. To save the current search as a saved search, click the button (in the page header) and choose Save as New Saved Search using the drop-down menu.
Specify a name for the saved search and click the button. For more information, see “Create a Saved Search.”
8. To reset the current search criteria, click the button (in the page header) and choose View All Saved Searches using the drop-down menu.
Delete Individual Processed Orders
You can delete individual processed orders to remove them from the period before finalizing, as required.
1. Click the Orders tab, then click Orders in the secondary menu. The Orders > Staging screen appears. Click the Processed button.
2. Search for the appropriate processed orders. The search results appear.
3. Hover over an order and click the Delete button that appears. A confirmation dialog appears.
4. Click the button. The Delete process is added to the process status queue (in the Orders > Process Status area).
Alternatively, click the button to dismiss the dialog without deleting the order.
Delete Multiple Processed Orders
You can delete multiple processed orders in a single operation.
Click the Orders tab, then click Orders in the secondary menu. The Orders > Staging screen appears. Click the Processed button.
• To delete specific orders, select one or more orders (following a search), click the button, and choose Delete the selected order(s), Click the button in the dialog that appears.
• To delete all orders in the selected period, click the button and choose Delete all order(s) in period. Select the period in the dialog that appears, and click the button.
• To delete all orders in a batch, click the button, and choose Delete > Delete all order(s) in batch. Select the batch in the dialog that appears, and click the button.
The Delete process is added to the process status queue (in the Orders > Process Status area).
Download Processed Orders
You can download processed orders to either a Comma Separated Values (CSV) or text (.TXT) file.
1. Click the Orders tab, then click Orders in the secondary menu. The Orders > Staging screen appears. Click the Processed button.
2. Click the button. The Download Orders dialog appears.
3. In the Download Name field, type the name of the download.
4. In the Select Download Format field, choose the download format (either CSV or TXT), and click OK.
The download starts processing. You can check the status by clicking the button in the main menu (top right of the screen). Click OK again.
Create a Saved Search
You can specify a search and, after refining the search as needed, save the search for later use.
1. Click the Orders tab, then click Orders in the secondary menu. Click either the Staging or Processed button.
2. Click the 
button. The Create Saved Search screen appears.
3. In the Name field, type a name for the saved search.
4. In the Favorite List field, specify whether you would you like to include the saved search in your Favorite Saved Searches list.
This lets you quickly access your most frequently used searches.
5. In the Search Fields section, specify the search fields and respective search criteria.
The search fields you specify appear in the Filters pane of the sidebar after running a search.
note: You can select a maximum of 20 search fields to display.
Saved Search Fields
a. To add a search field, click the 
button. The Select Search Fields dialog appears.
Select the appropriate search fields and click the 
button.
b. To remove a search field, click the 
button for the corresponding field.
c. To change the order in which the search fields appear, drag and drop a field to the new position. Alternatively, you can use the arrow buttons to move fields up and down accordingly.
d. Specify default values for the search fields, as appropriate.
Click the button or the button to display a dialog allowing you to select a default value for the corresponding field.
6. In the Columns section, specify the columns to display on the Basic Search page.
Saved Search Columns
a. To add a column, click the 
button. The Select Columns dialog appears.
Select the appropriate columns and click the button.
b. To remove a column, click the button for the corresponding column.
c. To change the order in which the columns appear, drag and drop a column to the new position. Alternatively, you can use the arrow buttons to move columns up and down accordingly.
7. Click the button to create the saved search.
Alternatively, click the button to dismiss the screen without creating the saved search.
Run a Saved Search
1. Click the Orders tab, then click Orders in the secondary menu. Click either the Staging or Processed button.
2. Display the available saved searches.
You can click any of the following buttons:
• Favorite Saved Searches—Saved searches that you have marked as favorites
• My Saved Searches—Saved searches that you have created
• All Saved Searches—Saved searches created by all administrators in your organization
3. Click the button corresponding to the saved search you want to run. The search results appear on the page.
Edit a Saved Search
note: You can only edit saved searches that you have created. You cannot edit saved searches created by others.
1. Click the Orders tab, then click Orders in the secondary menu. Click either the Staging or Processed button.
2. Display the available saved searches.
Click the appropriate button to display your favorite saved searches, all your saved searches, or all saved searches (including those created by others administrators in your organization).
3. Click the Edit button corresponding to the saved search you want to edit. The Edit Saved Search screen appears.
4. Modify the saved search, as required.
5. Click the button to save your changes to the saved search.
Alternatively, click the button to dismiss the screen without saving your changes to the saved search.
Delete a Saved Search
1. Click the Orders tab, then click Orders in the secondary menu. Click either the Staging or Processed button.
2. Display the available saved searches.
Click the appropriate button to display your favorite saved searches, all your saved searches, or all saved searches (including those created by others administrators in your organization).
3. Click the button corresponding to the saved search you want to delete. The Confirm Delete dialog appears.
Click the button to confirm the operation. Alternatively, click the button to dismiss the dialog without deleting the saved search.