Welcome to the OrderEZ Action Needed Guide! You're probably here because you received an order where the delivery invoice didn't match the original OrderEZ order. Not ideal 🤦‍♂️ but we can walk you through how to handle the different discrepancies and/or missing/additional products in your order to get everything buttoned up.

Before we jump into it - we believe it is important to understand why we're leaping over hurdles to take action. Our goal is to bridge the gap between operations and finance, and by aligning OrderEZ orders & numbers to align with those on the delivery invoice, your team is receiving accurate insights and financials into the orders placed.

We recommend using the web app to complete all of our "Action Needed" orders. Let's walk through the below scenarios to get the best understanding of which approach to take!


tl;dr - What to do for an order marked "Action Needed"

(1) Open the specified order on OrderEZ on the web app.

(2) Take the appropriate action so the OrderEZ order matches the delivery invoice.

(a) Quantity Discrepancy ---> Update quantity of product(s) on OrderEZ order

(b) Pricing Discrepancy ---> Update pricing of product(s) on OrderEZ order

(c) Missing Products ---> Remove from OrderEZ order

(d) Additional Products ---> Add them to OrderEZ order and/or the platform

(e) Missing Order ---> Orders not placed through OrderEZ should be created via "Offline Order"

(3) Once the delivery invoice matches the OrderEZ order, click on "Resolve" to mark the order as complete.



Quantity Discrepancy

Jim ordered 12 bottles of Penfolds Bin Eight and 12 bottles of Stag's Leap. The delivery comes the next day, and Pam goes to collect the delivery. Although 12 bottles of the Penfold were delivered, the supplier only had 6 bottles of the Stag's Leap in stock and delivered what they had. Pam goes to complete the order, captures the invoice, and leaves a note regarding the discrepancy.

The order is marked as "Action Needed" and we must now adjust the quantity in the OrderEZ order to match the delivery invoice.

1) Click into the "Action Needed" order & click "Edit".

This will bring up the corresponding delivery invoice that was captured.

2) Take a look at the delivery invoice to the left of the screen, and adjust the product's quantity by clicking the pencil icon to the right of the specific product.

3) Save your changes & hit resolve to fully complete the order.



Price Discrepancy

Like above, Jim ordered the 12 bottles of Penfolds Bin Eight, and 12 bottles of Stag's Leap. The 24 bottles come, but Pam notices the delivery invoice has a price of $63.00 for the Stag's Leap while the OrderEZ order has $61.50. Pam goes to complete the order, captures the invoice, and leaves a note regarding the discrepancy.

Similar to the above, we'll adjust the pricing of the item in the OrderEZ order to match the delivery invoice.

1) Click into the "Action Needed" order & click "Edit".

This will bring up the corresponding delivery invoice that was captured.

2) Take a look at the delivery invoice to the left of the screen, and adjust the product's pricing by clicking the pencil icon to the right of the specific product.

3) Save your changes & hit resolve to fully complete the order.


Pro-Tip: If this is a permanent change to the price of a product, make sure to update the pricing for the product via your supplier's product catalog.


Missing Products

Jim ordered the Penfold and the Stag's Leap bottles, but only the Penfold shows up.

Here we'll simply want to remove the missing product(s) from the OrderEZ order.

1) Click into the "Action Needed" order

2) Exclude the product(s) not on the delivery invoice.

3) Click "Resolve" to fully complete the order.


Additional Products

In the next iteration of our journey of Jim ordering some wine, Pam takes delivery but notices that in addition to the Penfolds and Stag's Leap, there are two bottles of Isle of Harris Gin. Turns out Jim had asked the sales rep months ago when it's in stock, that they'd like to order some. The sales rep called Jim, and Jim asked for it to be added to the order.

Here we'll want to add the product to the OrderEZ order.


Pro-Tip: If the product is not on the OrderEZ platform, you'll want to add it to the supplier's product catalog first. You can learn how to do so here.


1) Click into the "Action Needed" order & click "Edit".

This will bring up the corresponding delivery invoice that was captured.

2) Take a look at the delivery invoice to the left of the screen, and adjust the product's pricing by clicking the pencil icon to the right of the specific product.

3) Save your changes & hit resolve to fully complete the order.


Missing Order

Did an order come in but it was not placed via OrderEZ? In this case we'll want to make sure the team logs it as an "Offline Order".

Check out our article on Offline Orders for the full rundown on entering them into the system.


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