User Guide

What Are Office Orders?

Orders where the technician selected "Inventory To Order" as the supplier. These need office staff to source and order the parts.

Step-by-Step Process

1. Review New Orders - Check the "NOT ORDERED" card count for pending orders
2. Click on an Order - Use the View button (eye icon) to see full details
3. Order the Parts - Contact supplier to order the parts needed
4. Update Status - Change status dropdown from "Not Ordered" to "Ordered"
5. Set ETA - Click the ETA field and enter expected arrival date
6. Notify Customer - Go to Customer Notifications to email the customer
7. When Parts Arrive - Update status to "Arrived" and send arrival notification

What Are Tech Direct Orders?

Orders where the technician ordered parts directly from a specific supplier (Ferguson, Gemaire, Johnstone, etc.) instead of going through office inventory.

How to Use

• These are tracked for visibility but typically don't require office action
• You can still set ETA dates and track status if needed
• Use the Export button to download a list for accounting/tracking

When to Use

Send email notifications to customers when:

• Parts Ordered - Let customers know their parts are on the way
• Parts Arrived - Let customers know their parts are ready

How to Send a Notification

1. Go to Customer Notifications from the navigation menu
2. Choose the "Ordered" or "Arrived" tab based on what you want to notify about
3. Find the order you want to notify about
4. Click the "Send" button
5. A preview will appear showing exactly what the customer will receive
6. Review the email content, then click "Send Email" to confirm

Email Content

Emails are sent from Ashton Plumbing and include:

• Customer's first name (personalized greeting)
• Service address
• Job reference number
• Contact information (604 283 2383)
• Website link (www.callashton.com)

Editing Email Addresses

Before sending, you can edit the customer's email address in the preview modal. This is useful if:

• The email on file is incorrect
• You need to send to a different contact
• The customer provided an updated email

Sent Date Tracking

After sending a notification:

• A green "Sent" badge appears with the date it was sent
• You can click "Resend" to send the notification again if needed
• This helps you track which customers have been notified

What Is Order Tracking?

When you send a notification email to a customer, it includes a "Track Your Order Status" button. Customers can click this to view their parts order status on a branded tracking page.

What Customers See

The tracking page shows:

• Status Timeline - Visual progress showing Received → Ordered → Arrived
• Job Number - Their service job reference
• Service Address - The property address
• Estimated Arrival - When parts are expected (if set)
• Ashton Branding - Professional page with company logo and contact info

How It Works

• Each order gets a unique tracking link
• When you update the status on Parts Ordering, the tracking page updates automatically
• Customers can check their status anytime without calling the office

Setting an ETA

1. Find the order in the table
2. Click on the ETA column (shows "Click to set" if empty)
3. Select the expected arrival date from the date picker
4. The date is saved automatically

Overdue Alerts

• Orders past their ETA are highlighted in red
• The "OVERDUE" summary card shows the count
• Click the card to filter and see only overdue orders

How Tasks Work

You can create ServiceTitan tasks directly from the parts order table:

1. Find the order you want to create a task for
2. Click "Create Task" in the Task column
3. A task will be created in ServiceTitan linked to that job
4. The task uses the "Parts need to be ordered" task type

Viewing Task Status

If a task exists, click "View Task" to see if it's Pending, In Progress, or Completed.

How to Hide Orders

1. Check the checkbox next to orders you've finished processing
2. Click the "Delete Selected" button
3. Orders will be hidden from your view

How to Export

1. Go to the tab you want to export (Office Orders or Tech Direct)
2. Click the Export button
3. An Excel file will download with all visible orders

Export Includes

• Date submitted
• Technician name
• Customer name
• Job number
• Parts needed
• Supplier
• ETA

What It Means

The New Acceptance badge appears when:

• The form was submitted on a different date than when the job was originally created
• This indicates the technician went back to an older job to submit a parts order

Why It Matters

This helps identify orders that may need extra attention since they're related to follow-up visits or callbacks.

What Gets Sent

Every day at 6:00 AM PST, an automated email is sent with:

• Subject: "Resi Truck Restock Summary"
• Previous day's truck restock submissions as Excel attachment
• Excludes: Parts Order Forms, Equipment Info, and Equipment info 2 forms
• Excludes: Blank submissions

Managing Recipients

To add or remove email recipients:

1. Go to Email Settings from the navigation menu
2. Add or remove email addresses
3. Save your changes