In the Order Listing screen you can view and send vendor orders.

Waiting Orders

The default screen of orders (Waiting) shows ones that are eligible to be sent (i.e. they are above the minimum requirement for an order as set by the vendors). If you notice the minimum quantity is incorrect, it can be adjusted in the Manage Vendors area of the system.  Minimums are based on quantity, not value.  The total anticipated cost associated with the order is displayed at the bottom of the screen below the Cost column.

There are several search and filtering options to get the order list targeted to the list you want to work with.


On the right-hand side of the screen, you can search for open orders by Vendor, all orders Above Minimum, New Releases or choose to show All of them.  When you choose to view a certain vendor or new releases, all orders relating to these options will be displayed, not just those that are above the minimum.


The top portion of the screen has information about the different open orders.

  • Order Number:                 Number assigned to the order - !HOLD indicates that the order has been created but not sent
  • PO Number:                     Purchase order number generated by FieldStack for the order (the start of the PO is the store number)
  • Qty:                                  How many items are being ordered
  • Store:                               For which store the order is intended
  • Vendor:                            With whom the order is to be placed
  • Order Bin:                        For what bin (area) the items are being ordered
  • Print:                               Option to print and mail the order to the vendor
  • Email:                              Option to e-mail the order to the vendor
  • EDI:                                 Option to electronically submit order to the vendor



Multiple bin options exist to keep types of product from being ordered together.  Some of the most commonly used bins include:

  • General                            Items being re-ordered from a vendor
  • Seasonal                         Holiday-themed product
  • Deal                                 Items being purchased due to a vendor-offered deal
  • Store Transfer                  Items to be moved from one store location to another).

The bottom portion of the screen has information about the highlighted order.  The order detail is displayed in the bottom portion of the screen.  Adjustments can be made to the order quantities here.  If there is an item you want to remove, change the quantity to 0.


  • Qty:                                  How many copies of the item are to be ordered
  • Cost:                                How much the vendor charges for the item (with current vendor deal amounts factored in)


*The above columns are totaled at the bottom of the window*


  • Item Name:                      Item Information
  • Description:                    {Sales of the item in the past year broken-out into 30 day increments} + additional item information
  • Rule:                               Why the item is being ordered
  • Configuration:                 Format of the item
  • Deal:                                Any deal of which the item may be a part
  • Buyer:                             Who placed the item on order
  • On Hand:                         How many copies the store already has on hand of the item
  • UPC W/Check Digit:         UPC number of the item


Rules are the specific reasons the items are being ordered.  These may include:
  • Intro Period:                    New product is stocked more aggressively to give it a chance to become established
  • PromoCurrent:                Item is currently part of a store promotion
  • PromoFuture:                 Item will be part of a store promotion in a week or less
  • Local:                             Re-order based on store product rating
  • Regional:                        Re-order based on several stores' product rating
  • Global:                           Re-order based on chain product rating
  • Customer Save:              Re-order based on a frequent customer's purchase history
  • Store Save:                    Re-order based on product minimum (manually set)
  • Manually Entered:          A buyer manually added the item to the order
  • Special Order:                The item was specifically requested by a customer

Sending Orders

Select the order(s) you would like to send.  Click the delivery method(s) you’d like to use to send the order(s): Print, Email, or EDI.  Depending on vendor set-up, E-mail and EDI may not be available to select and will have a red crossed-out circlein them if this is the case. 


*Note: E-mail ordering may be set-up in the Manage Vendors area of the system.  If you would like EDI set-up for a vendor, please contact FieldStack and we’ll try to establish the connection.


Click Send Order(s) to deliver and activate the orders that have a delivery method selected.  Once an order is activated, the system will consider it on its way and likely will not order the items again unless demand rises or the order expires.  Order expiration is set by vendor, but typically it is a 30 day time-frame.  The listing will disappear from the Waiting window once sent and will appear in the Orders (Active) window.


Consolidating Orders

When you want to consolidate orders from a single vendor to all go to one store rather than several, click the Consolidation Wizard button on the right-side of the screen.  This function is useful when dealing with smaller vendors where it may take weeks or months for a single store to meet the vendor’s minimum quantity requirements.


All the orders will be consolidated to go to the store that functions as the warehouse.  If you are not set-up for this functionality, please contact FieldStack and we’ll assist in getting you going.


  • Vendor:                                     Select the vendor whose orders you want to consolidate (only vendors with waiting orders will be displayed)
  • Possible Trans. Methods:          Click the method by which you want to submit the order.  Only methods available for the selected vendor can be chosen
  • Order Bin:                                 Select the bin orders from the vendor that you want to consolidate (only bins with waiting orders will be displayed)
  • Stores With Orders Waiting:      From this list of stores with orders to be placed with the selected vendor, choose the ones you wish to consolidate
  •  Manual Break and Ship:           This option will consolidate the selected orders being sent to the vendor, but will keep the orders separate in the system.  You may then print out each order individually for your future reference.  Use this option if you don’t want to receive items into the warehouse.  You will need to break out the order by hand when it arrives and ship it to the individual stores. 


Verify in the Orders To Be Sent With (store)’s window that the selections you have made are correct.  When you are done, click the Send Order button.



Splitting Orders

If you need to split certain order items into a separate bin/purchase order, right-click on the order and choose Split order.  The screen below allows you to select what items you want to move and to what order bin.  Upon completing this, the Order List screen will refresh and you’ll be able to send those as a separate order.   If there are already items in the order bin you move items to, these items will be added to the order and existing items will be maintained in that destination order bin.


How to map an item to a vendor

The Vendor Code on an item binds an item to a Vendor.  To see what vendor a vendor code is mapped to, click on the "Vendor Mapping" button on the Item Edit screen. 

Vendor Codes have 3 basic variations

  • X000-L – Sourced from the distributor only to the large product warehouse.  Stores only source is from the warehouse
  • X000-S – Sourced from distributor only to the small product warehouse.  Stores only source is from the warehouse
  • X000 – Sourced from distributor directly to the stores.   If the warehouse has it in stock, the stores will order it from the warehouse before ordering from a distributor.

In the example below, if you wanted to have this particular product shipped directly to the store, you would change the Vendor Code from K001-S to be just K001.   Do Not change the vendor mapping as that would cause all items with K001-S to be shipped direct.

If you wanted to map an item from Phillips over to Lone Star, you would edit the item and change the Vendor Code from P077 to L081.


Find all items with a Vendor Code

On the Retail tab, click on Find Item(Advanced).  Click on the Advanced button and enter in the vendor code.   You will likely want to increase your max search results to 15,000.  This search results value will stick once set.

Item Order Quantities (Cases/Layers/Pallets)

On the item edit screen the default ordering quantity can be found on the Additional Details tab.  If this value is set, the item can only be ordered in quantities of that amount, regardless of where it is coming from.   If a vendor has a specific ordering quantity for warehouse ordering, it can be set at the vendor level via the Buying tab.  In the screen shots below, this item is ordered in lots of 12 buy default, so if ordering from the warehouse, it would order in 12’s.  If you buy it from Lonestar for the warehouse, you must buy in layers of 204 units