How to Edit Sales/Purchase Order Rules [Step-by-step guide]

Modified on Tue, 8 Jul at 2:12 PM

You can edit an order rule workflow to update its automatic actions whenever a Sales or Purchase Order matches specific conditions

NOTE: These conditions vary depending on the sales and fulfillment channel supported features. If you need to create a new one or check the available conditions, see How to Create Sales/Purchase Order Rules [Step-by-step guide].

For more information about the sales and fulfillment channels' supported features, see the techOMS Sales Channels - Master List [Guides List] and techOMS Fulfillment Channels - Master List [Guides List].

Editing an order rule consists of the following phases:

Locating the order rule
Configuring the order rule behavior
Configuring steps
Saving the changes

A. LOCATING THE ORDER RULE

To locate an order rule:

1. Select the desired account from the header switcher.

2. Click Order Rules from the left menu under the Sales or Purchases section, depending on the desired order rule type.

3. Press Edit for the desired order rule.

B. CONFIGURING THE ORDER RULE BEHAVIOR

You can configure the order rule behavior by changing the following fields:

Enabled: If checked, the order rule is enabled and its trigger will be actively evaluated. Otherwise, the order rule will be ignored, even if the trigger condition is met. For more information, refer to How to Enable/Disable a Sales/Purchase Order Rule [Step-by-step guide].
Description: A brief description of the order rule (e.g., "Add Lithium Battery Sticker"). Make sure to enter a succinct but comprehensive description to make the order rule easy to find and maintain.
Trigger: Action that will trigger the order rule workflow:
- Create Sales/Purchase Order API: Triggers the workflow when the Sales/Purchase Order in techOMS is created, either by using the user interface or when it is received via API.
- Allocate & Fulfill Sales Order UI: Triggers the workflow when the order is manually Allocated and Fulfilled from the techOMS user interface. This option is available for Sales Order Rules only.
- Run Workflow UI: Triggers the workflow only when the user does so from the techOMS user interface. This option is available for Purchase Order Rules only.
Priority: Establish a priority for the order rule to be evaluated. The lower the number, the higher the priority.

C. CONFIGURING STEPS

Each order rule workflow consists of steps that you need to add and configure to define its logic. Each step is either a condition or an action.

The following screenshots illustrate the configuration of conditions. The process for configuring actions involves the same steps.

NOTE: Before proceeding, refer to Rules Conditions and Actions Guide [Information] for a comprehensive overview of all available steps and their configurations.

For guidance on scheduling the behavior of Sales Order Rules using conditions, see: How to Schedule the Behavior of Sales Order Rules [Guide].

To configure steps:

1. Press Add and select the desired step type.

2. Press Edit for the newly added step.

3. Configure the step as needed, then press Save.

4. Repeat this process for as many steps as required.

WARNING: The conditions set in one step do not carry over to subsequent steps. If a step requires the same or a complementary condition as one previously set, it must be configured separately.

For example, if you need to automatically approve orders under 500 USD, and set orders of 500 USD or more to "Draft" status, you would:

a. Set up a step with the condition of SalesOrder.Total < 500.
b. Set up a consequent step with an action to approve the order.
c. Set up another step with the condition of SalesOrder.Total >= 500.
d. Set up a consequent step with an action to set the order to "Draft" status.

Which will look like this:

D. SAVING THE CHANGES

Your steps will now be visible.

If needed, you can rearrange an action by dragging it in the timeline. Take into account that it will execute in the order you specify.

WARNING: Newly created order rules are disabled by default. If that's the case and you would like to enable it, ensure that the "Enabled" field in section B is checked. For more information, refer to: How to Enable/Disable a Sales/Purchase Order Rule [Step-by-step guide].

Press Save to apply the changes.