📋 Orders Management

The Orders Management page allows you to manage customer orders from within OpticCount – import orders from external systems (Wix eCommerce, Bina ERP), create orders manually, track the status of each order, and activate Collection Mode that connects the order to the count page.

🏁 How to Access

• On phone: ☰ at the top right → Orders Management.
• On computer: Hover over the menu on the left → Orders Management.

💡 The "Orders Management" tab is displayed in the sidebar only if the orders feature is enabled for the company account (requires an active integration with Wix eCommerce and/or Bina ERP, configurable in "My Integrations").

👤 View by User Role

The system adapts the orders view based on the logged-in role:

Role	What They See
Manager / Sub-Manager	All company orders, including statistics, import buttons, auto-assign settings.
Employee (Picker)	Only orders personally assigned to them. The "Orders Management" tab opens by default upon login.

An employee defined as a "picker" (worker) will go directly to their orders list and see only what is relevant to them.

🧠 What the Page Does

• Displays all active and historical orders.
• Allows filtering, searching and sorting by status, priority, date, and more.
• Displays consolidated statistics.
• Allows launching Collection Mode – to pick items from the warehouse per a specific order.
• Supports manual and automatic import from Wix and Bina ERP.
• Auto-assign orders to employees.

📊 Top Statistics

At the top of the page (visible to managers), metric cards are displayed:

• Total Orders – number of active orders.
• By Status – how many orders in each stage.
• By Priority – how many focused, normal, urgent.
• Overdue Orders – orders that have passed their deadline.
• Orders for Today – orders whose collection date is today.
• Completed Today – how many orders finished collection today.

🗂️ Orders Table

Common Columns

• Order Number – unique identifier (e.g. WIX-1234 for Wix orders).
• Customer Name – name of the customer/requester.
• Address / Phone / Email – customer details (if provided).
• Status – order state (see status list), displayed with a dedicated color.
• Priority – urgency level, displayed with a dedicated color.
• Assigned To – name of the employee/picker responsible for the order.
• Branch – the branch where the order is being fulfilled.
• Created Date – when the order was created/imported.
• Deadline – target date for collection/shipping.
• Collection Start – when collection was started.
• Collection End – when collection was completed.

Row Actions

Row actions in the table are adapted to status and user:

• 📦 Start Collection – shown when the order is pending and assigned to the current employee. Click → goes to the count page in collection mode.
• ▶️ Continue Collection – shown when collection has already started (status "collecting"). Continues from the same point.
• 👁️ View Details – opens a window with all order details (including status history).
• ✏️ Edit – edit order details and its items.
• ✅ View Summary – shown for completed orders.

🏷️ Order Statuses

Status	Color	Meaning
Waiting	Gray	New order that hasn't been started.
Collecting	Blue	Collection started – an employee is working on it.
Completed	Green	Items were successfully collected.
Shipped	Purple	Order was shipped to the customer.
Cancelled	Red	Order was cancelled.

🔺 Order Priorities

Priority	Color	Description
Low	Gray	Non-urgent order.
Normal	Blue	Standard priority.
High	Orange	Should be handled before normal orders.
Urgent	Red	Top priority – handle immediately.

🔎 Search & Filter

• Free search – by customer name, order number, notes.
• Filter by status – show orders at a specific stage.
• Filter by priority.
• Filter by dates – creation date range / deadline range.
• Sort – by creation date, order number, priority, deadline.

➕ Creating an Order Manually

Click "➕ New Order" to create an order. The process has two steps:

Step 1 – Order Details

1. Customer Name (required).
2. Phone / Email (optional).
3. Priority – choose from list (Low / Normal / High / Urgent).
4. Deadline – target date.
5. Notes – special instructions.

Step 2 – Adding Items

• Search for an item by name / SKU / barcode (with auto-complete).
• Scan with camera directly from the window.
• Set quantity for each item.
• Add a note specific to each item.
• Item added twice – quantity accumulates automatically.
• Remove an item from the order list.

Branch assignment: The order is saved to the first available branch for the account. Can be changed after creation via editing.

Bina ERP: When a Bina integration is active – the order is automatically sent to Bina after saving.

✏️ Editing an Existing Order

Clicking "✏️ Edit" opens an edit window:

• Edit customer details, priority, deadline, and notes.
• Add items – same as when creating an order, including search and scan.
• Update quantity – change the required quantity for each item.
• Remove item – deletes the item from the list (also in the backend).

👁️ Viewing Order Details

Clicking "👁️ View Details" opens a window with:

• All customer details and order terms.
• Item list – required and collected quantity for each item.
• Username who started/completed the collection.
• Status history – full record of who changed the status, when, and what the note was.

📥 Importing Orders

From Wix eCommerce

• Manual import: Click "Import orders from Wix" – the system pulls new and updated orders.
• Automatic import (scheduled): After configuring the integration, the system pulls new Wix orders automatically at regular intervals.
• Date and time of last sync are displayed next to the sync button.
• Filter by payment status: You can set which orders to import (e.g. paid orders only) – configured in the Wix integration settings.

From Bina ERP

• Manual import: Click "Import orders from Bina" – pull new or updated orders.
• Date and time of last sync are displayed next to the sync button.
• Supports bidirectional integration – you can also push an order from OpticCount to Bina.

🤖 Auto-Assign Orders

The "⚙️ Auto-Assign" button (visible to managers) opens a full settings dialog:

Assignment Settings

• Enable / Disable auto-assign – when enabled, every new order that arrives (from Wix/Bina import or manual creation) will be automatically assigned to an employee.
• Distribution strategy:
  • Round-Robin – orders are distributed in turn: employee 1, employee 2, employee 3, employee 1... equal distribution.
  • Load-Balance – whoever has fewer active orders receives the next order.
• Pickers – choose which employees participate in auto-assign (multi-select). If no employee is selected – all company employees will participate.

"Fill Also Existing Orders" (Backfill)

Option to apply rules also to existing unassigned orders:

• Include already-assigned orders – if checked, orders with existing assignments will also be reassigned.
• "Preview" button – runs the logic in Dry Run (without saving). Shows:
  • Which employee each order would be sent to.
  • Summary: how many orders each employee would receive.
• "Save" button – saves only the settings, does not run the backfill.
• "Save & Apply" button – saves and runs the backfill immediately. A success message is displayed with the number of orders assigned.

📦 Collection Mode

After clicking "Start Collection" on an order, the system goes to the inventory count page in focused collection mode.

What Happens in Collection Mode

• Page header displays the branch name and order number.
• Order item cards are shown in a list, including:
  • Item name, SKU, barcode.
  • Required quantity vs. collected quantity (e.g. 3/10).
  • Grouped items: items with the same inventory identifier are shown as one row with cumulative quantity.
• Scanning – each scanned item is checked against the order list:
  • If the item is in the list – collected quantity increases ✅
  • If the item is not in the list – an alert is shown.
  • If collected quantity exceeds required – an alert is shown.
• Item Replacement – if an item is unavailable, click the item menu and select "Collect replacement item". After scanning, the replacement item is marked "replacement of [original item name]".
• Cancel Replacement – you can cancel a replacement item added by mistake.

Visual Indicators on Item Card

• Green / Full – required quantity has been collected.
• Orange / Partial – part was collected.
• Gray / Empty – not yet collected.
• Blue – Replacement item.

Finishing Collection

1. Click "Finish Collection".
2. A confirmation window appears with a message adapted to the situation:
   • "All items collected – finish?"
   • "Some items partially collected – finish?"
   • "No items collected – finish?"
3. After confirmation, a collection summary window is shown:
   • Fully collected items – how many items.
   • Partially collected items – how many items.
   • Uncollected items – how many items.
   • Completed / Not Completed – overall order status.
   • If there is a sync error with Bina – a detailed error message is shown.
4. After closing the summary – automatic return to the Orders Management page.

🔄 Manual Assignment to an Order

You can also manually assign an order to an employee:

1. In the orders table → click the employee name in the "Assigned To" column.
2. Select an employee from the list.
3. The order is assigned to that employee and will appear in their "My Orders" list.

🔗 Connection to Other Pages

• My Integrations – configure Wix/Bina for order import and automatic sync.
• Counter Page – where collection actually happens. Clicking "Start Collection" automatically opens the count page in collection mode.
• Branch Management – orders are associated with a specific branch.
• User Management – assigning employees to orders (defines who appears as a "picker").

✅ Recommended Workflow

1. Set up integration (Wix/Bina) in "My Integrations".
2. Set up auto-assign – select pickers and strategy.
3. Import orders – manual or automatic.
4. Review statistics – identify urgent/overdue orders.
5. Perform collection – each employee sees their orders and clicks "Start Collection".
6. Finish and sync – collection summary and automatic update in Wix/Bina.

⚠️ Mistakes to Avoid

• Forgetting to set up integration – without an active integration, the tab won't appear.
• Duplicate imports – check that automatic sync isn't importing orders that already exist. The system deduplicates, but it's worth verifying.
• Managing two orders simultaneously – recommended that each employee works on one order at a time.
• Finishing collection without confirming – a closed order cannot be reopened easily; make sure all items are collected before closing.

Summary

The Orders Management page connects customer orders to the inventory count process. Automatic import from Wix and Bina, smart employee assignment (Round-Robin / Load-Balance), focused collection with real-time tracking, all within OpticCount.